Faculty and Staff Computer Use and Internet Procedures

Each user shall countersign to acknowledge receipt and agree to comply with the foregoing procedures, rules and conditions governing the use of Eastern Gateway Community College computer and telecommunications resources and services and that they understand that violation of this procedure can result in disciplinary action, including possible suspension, termination, and/or legal action under all EGCC, local, state, and federal procedures, policies, and laws that may apply.

1.      Privacy - Eastern Gateway Community College (EGCC) exercises the right to monitor any and all aspects of the computer system, including employee e-mail and printing, to ensure compliance.  Employees should not expect privacy in anything they create, send, or receive on the computer.  The computer and network systems belong to Eastern Gateway Community College and are intended for college business and educational purposes only.

Security - Software and systems are in place that can monitor and record network and Internet usage.  They are used to protect the network systems from security risks and software viruses and to monitor the utilization of bandwidth.  The information obtained is used to configure the network and assure compliance with college policies and procedures.

2.      Use of External Networks - When college computers and personal devices are used on external networks, policies and procedures governing such use are applicable.

3.      Equipment –Computer and network resources and services include, but are not limited to: host computers, servers, workstations, standalone computers, laptops, interactive video devices, software, printers, and internal or external communications networks (Internet, commercial online services, bulletin board systems, and e-mail systems) that are accessed directly or indirectly from EGCC’s computer facilities.

4.      Revisions – This procedure may be amended or revised periodically as the need arises.

5.      Responsibilities of Users – Every employee is responsible for protecting the rights of the college community for access to the EGCC network and to Internet resources.  Each employee is responsible for the safeguarding and security of the resources made available for that individual’s use.  Employees supervising labs or other technology resources are responsible for reporting any observed abuses to the Director of Technology Services or to Security personnel.

6.      Copy rights and Licenses – Users must comply with all software licenses, copyrights and all state and federal laws governing intellectual property.  Users may not install software onto the network without first receiving express authorization to do so from the Director of Technology Services.

a.      Copying – All software and media products protected by copyright may not be copied except as specifically stipulated by the owner of the copyright or otherwise permitted by copyright law.  Protected software may not be copied into, from, or by any EGCC facility or system, except pursuant to a valid license or as otherwise permitted by copyright law.
b.      Number of Simultaneous Users – The number and distribution of software copies must be handled in such a way that the number of simultaneous users does not exceed the number of original software licenses purchased, unless otherwise stipulated in the purchase contract.
c.       Copyrights – In addition to software, all other copyrighted information (text, images, icons, programs, etc.) retrieved from a computer or network resource must be used in conformance with applicable copyright and other law.  Copied material must be properly attributed.  Plagiarism of information obtained from networked sources is subject to the sanctions and penalties of law that apply to plagiarism in any other media.
d.      Right to Limit Connectivity   The college reserves the right to limit (or block) access to certain internet sites and applications if it is determined that such access does not support its educational mission or is detrimental to the operation of the college’s network systems.  The college reserves the right to make all decisions regarding the necessity and appropriateness of access to specific Internet sites and applications.  Employees needing access to sites automatically blocked by software should contact the Director of Technology Services to determine if access can be safely enabled.

7.      Integrity of Information Resources – Employees of EGCC must respect the integrity of computer-based information resources.

a.      Modification or Removal of Equipment – Employees of EGCC must not attempt to modify or remove computer equipment, software, or peripherals without proper authorization.
b.      Interference with Others’ Access and Use – Employees must not interfere, obstruct, or encroach upon others’ access and use of EGCC computers.  This includes the sending of chain-letters or excessive messages, either locally or off-campus; printing excess copies of documents, files, data, or programs; running grossly inefficient programs when efficient alternatives are known by the user to be available; modifying system facilities, operating systems, or disk partitions without authorization; attempting to crash or tie up an EGCC computer or network; and damaging or vandalizing EGCC computing facilities, equipment, software, or computer files.
c.       Unauthorized or Destructive Programs - Computer users must not intentionally develop or use programs which disrupt other computer users or which access private or restricted portions of the system and/or damage the software or hardware components of the system.  Computer users must use great care to ensure they do not use programs or utilities which interfere with other computer users or which modify normally protected or restricted portions of the system or user accounts. Computer users must not use network links for any use other than permitted in network guidelines.

8.      Unauthorized Access - A user’s ability to connect to other computer systems throughout the network does not imply a right to connect to those systems or to make use of those systems unless specifically authorized by the operators of those systems. Computer users must refrain from seeking to gain unauthorized access to information resources or enabling unauthorized access.

a.      Abuse of Computing Privileges - Users of EGCC information resources must not access computers, computer software, computer data or information, or networks without proper authorization.  Users may not intentionally enable access for others without proper authorization.  These restrictions apply whether or not the computer, software, data, information, or the network in question is owned by EGCC.  Abuse of all external networks while using EGCC equipment and/or systems will be treated as an abuse of EGCC computer privileges.
b.      Reporting Problems - Any defects discovered in system accounting or system security must be reported to the Technology Services so that steps can be taken to investigate and solve the problem.
c.       Password Protection - Users are responsible for safeguarding their passwords for the system. Individual passwords should not be printed, stored online, or given to others. Users are responsible for all transactions made using their passwords.

9.      Privacy – Mechanisms are in place on EGCC networks for the protection of private information.  Attempts to circumvent these mechanisms in order to gain unauthorized access to the system or to private information are a violation of EGCC procedures.  Authorized system administrators may access computer users' files at any time for maintenance purposes.  System administrators will report suspected unlawful or improper activities to the proper authorities.

a. Unlawful Messages - Use of electronic communication facilities (such as college or personal email, chat, instant messaging, or talk, or systems with similar functions) to send fraudulent, harassing, obscene, threatening or other messages are prohibited.  Use of electronic communication facilities is subject to all applicable federal, state, and local laws.  Users encountering or receiving such material should immediately report the incident to their supervisor.
b. Mailing Lists - Users must respect the purpose and charters of computer mailing lists (including local network newsgroups and bulletin-boards).  The user of an electronic mailing list is responsible for determining the purpose of the list before sending messages to or receiving messages from the list. Subscribers to an electronic mailing list will be viewed as having solicited any material delivered by the list as long as that material is consistent with the list's purpose. Persons sending to a mailing list any materials which are not consistent with the list's purpose will be viewed as having sent unsolicited material.
c.  Advertisements - In general, EGCC’s electronic communication facilities should not be used to transmit commercial or personal advertisements, solicitations or promotions (See Commercial Use, below).  Vendors may send product information and technical material to specific mailing lists, with the permission of the manager of the mailing lists.
d. Information belonging to others - users must not intentionally seek or provide information on, obtain copies of, or modify data files, programs, or passwords belonging to other users without the permission of those users.
e. Confidentiality – EGCC does not exist in isolation from other communities and jurisdictions and their laws. Under circumstances, as a result of investigations, subpoena or lawsuits, individual users or EGCC may be required by law to provide electronic or other records or information related to those records or relating to use of information resources.

 10.   Political, Personal and Commercial Use

a.      Political use - EGCC information resources must not be used for partisan political activities where prohibited by federal, states or other applicable laws, and may be used for other political activities only when in compliance with federal, state and other laws and in compliance with applicable EGCC procedures.
b.      Personal Use - EGCC information resources should not be used for personal activities not related to appropriate EGCC functions, except in an incidental manner.
c.       Commercial use - EGCC information resources should not be used for commercial purposes except in a purely incidental manner or as permitted under other written procedures of EGCC or with the written approval of an EGCC officer having the authority to give such approval. Any such commercial use should be properly related to EGCC activities, take into account proper cost allocations for government and other overhead determinations and provide for appropriate reimbursement to EGCC for taxes and other costs EGCC may incur by reason of the commercial use.

11.   Internet Access and Use - EGCC, as owner of the EGCC server, must determine guidelines for appropriate content and format that meet the college’s standards of professionalism. Adherence to these guidelines is prerequisite to continued use of the EGCC server.  Employees granted an EGCC network account will adhere to the following guidelines:

a.      All requests for employee accounts must be presented through the Human Resources Department to verify employment prior to the account being established.
b.      All EGCC regulations must be followed.
c.       All class and program information must correspond with the College Catalog and Handbook; contact the Director of Public Information for details.
d.      Changes and updates must be clearly labeled.
e.      No pornographic/obscene material will be displayed or linked directly.
f.        No copyrighted materials may be displayed without the written authorization from the holder of the copyright.
g.      Confidentiality of student information, including grades, schedules, and other personal data, must be maintained as mandated by Federal regulations under the Family Educational Rights and Privacy Act (FERPA).

 12.   Email and Internet Etiquette

a.      Users should use the same care in drafting e-mail and other electronic documents as they would for any other written communication. Anything created on the computer may, and likely will, be reviewed by others.
b.      Users shall not forward e-mail which is marked as private or confidential to any other person or entity without the express permission of the sender. E-mail which is not designated by the sender as private or confidential shall be deemed eligible to share.
c.       Users should not alter or copy a file belonging to another user without first obtaining permission from the owner of the file. The ability to read, alter, or copy a file belonging to another user does not imply permission to read, alter, or copy that file.

 13.     College data

To comply with the law, in its course of conducting routine business, EGCC collects information about individuals.  This information must be stored safely and securely to protect the rights of users.  This information must not be disclosed to any third party unlawfully.

This policy of safeguarding information applies to all employees of the college.  Any breach of the H.R. 4791 (110th): Federal Agency Data Protection Act, Family Educational Rights and Privacy Act (FERPA), or Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a violation of the policy.  EGCC disciplinary procedures may apply in the event of a violation.

All outside parties or individuals working with the College who have access to such personal information are subject to the policy and expected to comply with it in full.

14.       Personal mobile devices

Device support

Personal devices are defined as smart phones, tablets, or other digital devices not defined as a laptop or netbook.  Support for personal mobile devices will be provided by the end user’s service or device provider.

Technology Services can provide consultation on the type of smart-phone equipment to purchase, especially in regards to compatibility with the College’s email and calendar systems.  The College is not responsible and cannot guarantee compatibility between all makes and models of mobile devices and the College’s information systems.  Users desiring compatibility between their personal devices and the College’s information systems are strongly urged to consult with Technology Services prior to purchase of such devices.

Conduct and Misuse

Users shall be responsible for any unauthorized and/or inappropriate access to college information that occurs from the misuse, or the loss or theft of mobile devices due to negligence.  If a user has a mobile device and has configured the device to synchronize with email or other EGCC resources, the EGCC Technical Support HelpDesk shall be notified immediately if the device is lost or stolen so that the College may take appropriate actions to safeguard College data and the College network, so that unauthorized and/or inappropriate access can be minimized.

By receiving access to the college network the employee grants to the college the right to access the device with or without notice to investigate, review, delete, remote wipe college data, an/or remote kill and disable the device at any time for any reason.  The college will not be liable for the loss of any personal data arising from such actions by the college.

Users will immediately notify Technology Services should they believe that their device has been lost, stolen, or otherwise compromised.

If the College suspects a security breach related to a personal device it may, with or without notice, take any and all actions deemed appropriate to secure college data and the college network, including, but not limited to, disconnecting the device from the network and remotely wiping college data and/or remotely killing or disabling the device.