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Computer Information Policy

Acceptable Use of Computers and Information Technology Resources Policy 5.22.1

Purpose

Acceptable use
This procedure establishes responsibilities for acceptable use of Fond du Lac Tribal and Community College information technology resources. College information technology resources are provided for use by currently enrolled Fond du Lac Tribal and Community College students, administrators, faculty, other employees, and other authorized users. College information technology resources are the property of Fond du Lac Tribal and Community College and are provided for the direct and indirect support of the College’s education, research, service, student and campus life activities, administrative, and business purposes, within the limitations of available college technology, financial and human resources. The use of Fond du Lac Tribal and Community College information technology is a privilege conditioned on compliance with Policy 5.22.2, this procedure, and any procedures or guidelines adopted pursuant to this procedure.

Academic Freedom
Nothing in this procedure shall be interpreted to expand, diminish, or alter academic freedom provided under MnSCU Board policy, a system collective bargaining agreement, or the terms of any charter establishing a college library as a community or public library.

Applicability
This procedure applies to all users of Fond du Lac Tribal and Community College information technology, whether or not the user is affiliated with Fond du Lac Tribal and Community College and to all uses of those resources, wherever located. Fond du Lac Tribal and Community College is not responsible for any personal or unauthorized use of its resources, and security of data transmitted on its information technology resources cannot be guaranteed.

Definitions

Security measures
Means processes, software and hardware used by system and network administrators to protect the confidentiality, integrity, and availability of the computer resources and data owned by the College or its authorized users. Security measures include, but are not limited to monitoring or reviewing individual user’s accounts for potential or actual policy violations and investigating security related issues.

College Information Technology
Means all facilities, technologies, and information resources used for information processing, transfer, storage and communications. This includes, but is not limited to, computer hardware and software, computer labs, classroom technologies such as computer-based instructional management systems, and computing and electronic communication devices and services, such as modems, e-mail, networks, telephones (including cellular), voicemail, facsimile transmissions, video, and multimedia materials.

Transmit
Means to send, store, collect, transfer, or otherwise alter or affect information technology resources or data contained therein.

User
Means any individual, including, but not limited to, students, administrators, faculty, other employees, volunteers, and other authorized individuals using College information technology in any manner, whether or not the user is affiliated with Fond du Lac Tribal and Community College.

Responsibilities of All Users

Compliance with applicable law and policy
Users must comply with laws and regulations, MnSCU, and Fond du Lac Tribal and Community College policies and procedures, contracts, and licenses applicable to their particular uses. This includes, but is not limited to, the laws of libel, data privacy, copyright, trademark, gambling, obscenity, and child pornography; the federal Electronic Communications Privacy Act and the Computer Fraud and Abuse Act, which prohibit hacking and similar activities; state computer crime statutes; Student Code of Conduct; applicable software licenses; and MnSCU Board polices 1.B.1, prohibiting discrimination and harassment; 1.C.2, prohibiting fraudulent or other dishonest acts; and 3.26, concerning intellectual property.

Users are responsible for the content of their personal use on College information technology, and any liability resulting from that use.

Users must use only College information technology they are authorized to use and use them only in the manner and to the extent authorized. Ability to access information technology resources does not, by itself, imply authorization to do so.

Users are responsible for use of College information technology under their authorization.

Unauthorized use
Users must not:

  • Use any account or password assigned by the college to someone else.
  • Share any account or password assigned to the user by the college with any other individual, including family members; or allow others to use College information technology resources under their control in violations of this procedure or related laws and policies, including, but not limited to, copyright laws or license agreements.
  • Users must not circumvent, attempt to circumvent, or assist another in circumventing security controls in place to protect the privacy and integrity of data stored on College information technology.
  • Users must not change, conceal, or forge the identification of the person using the College information technology, including, but not limited to, use of e-mail.
  • Users must not download or install software onto the College’s information technology without prior authorization from appropriate campus or MnSCU officials, except when necessary to meet the academic mission.
  • All electronic communicators, including e-mail, web postings, etc. are subject to libel laws, academic misconduct penalties, and harassment-related prohibitions as outlined in college policies.
  • Users must not engage in inappropriate uses, including:
    • Illegal activities
    • Wagering or betting
    • Harassment, threats to or defamation of others, stalking, and/or illegal discrimination
    • Fund-raising, private business, or commercial activity unrelated to the mission of Fond du Lac Tribal and Community College, as determined by the President and Public Information Director
    • Storage, display, transmission, or intentional or solicited receipt of material that is or may be reasonably regarded as obscene, sexually explicit, or pornographic, including any depiction, photograph, audio recording, or written word, except as such access relates to the academic pursuits of a Fond du Lac Tribal and Community College student or professional activities of a Fond du Lac Tribal and Community College employee
    • spamming through widespread dissemination of unsolicited and unauthorized e-mail messages including chain letters
    • Promotional advocacy
    • Advertisement of events or items for sale or rent that result in personal gain or revenue for non-college departments, programs or approved organizations.

Protecting Privacy
Users must not violate the privacy of other uses and their accounts, regardless of whether those accounts are securely protected. Technical ability to access others’ accounts does not, by itself, imply authorization to do so.

Limitations on Use
Users must avoid excessive use of the College’s information technology. Excessive use means use that is disproportionate to that of other users, or is unrelated to academic or employment-related needs, or that interfere with other authorized uses. The college may require users to limit or refrain from certain uses in accordance with this provision. The reasonableness of any specific use shall be determined by the College’s administration in the context of relevant circumstances.

Unauthorized trademark use
Users must not state or imply that they speak on behalf of the College, and must not use College trademarks or logos without prior authorization. Affiliation with the College does not, by itself, imply authorization to speak on behalf of the College.

Security and Privacy

Security
Users shall take appropriate security measures, including the appropriate use of secure facsimiles or encryption or encoding devices when electronically transmitting data that is not public.

Privacy
Data transmitted via college information technology are not guaranteed to be private. Deletion of a message or file may not fully eliminate the data from the system.

Right to employ security measures
The College reserves the right to monitor any use of the College’s information technology, including those used for personal purposes. Users have no expectation of privacy for any use of the College’s technology resources, except as provided under federal wiretap regulations (21 U.S.C. sections 2701-2711). The College does not routinely monitor individual usage of its information technology resources. Normal operation and maintenance of the College’s information require the backup and caching of data and communications, the logging of activity, the monitoring of general usage patterns, and other activities that are necessary for such services. When violations are suspected, appropriate steps must be taken to investigate and take corrective action or other actions as warranted. College officials may access data on the College’s information technology, without notice, for other business purposes including, but not limited to, retrieving business-related information, re-routing or disposing of undeliverable mail, or responding to requests for information permitted by law.

Application of Government Records Laws

Data practices laws
Government data maintained on the College’s information technology is subject to data practices laws, including the Minnesota Government Data Practices Act and the federal Family Education Rights and Privacy Act, to the same extent as they would be if kept in any other medium. Users are responsible for handling government data to which they have access or control in accordance with applicable data practices laws. The College shall ensure the confidentiality of electronic data in accord with the Confidentiality of Student Records policy and related procedures.

Record retention schedules
Official College records created or maintained electronically are subject to the requirements of the Official Records Act, Minnesota Statutes section 138.17 to the same extent as official records in any other media. Official records must be retained in accordance with the applicable approved records retention schedule appropriate for the type, nature, and content of the record. Willful improper disposal of official records may subject an employee to disciplinary action.

Reporting of Illegal Activities
Illegal activities will be reported to appropriate authorities in accordance with local, state and federal law and MnSCU guidelines as determined by the College’s administration.

Reporting of Complaints
Users and others who have questions, concerns or problems regarding the use of Fond du Lac Tribal and Community College information technology should contact the Information Services Director or the Vice President of Student Affairs or designee.

Reviewing Requests for Use of College Property
Requests to use trademarks or logos of the College shall be reviewed by the Director of Public Information.

Security and Integrity
The Fond du Lac Tribal and Community College Leadership Committee shall be responsible for establishing and implementing security policies, standards and guidelines to protect the integrity of Fond du Lac Tribal and Community College information technology and its users.

Policy Enforcement

Access Limitations
Fond du Lac Tribal and Community College reserves the right to temporarily restrict or prohibit use of its information technology by any user without notice.

Repeat violations of copyright laws
Fond du Lac Tribal and Community College may permanently deny use of the College’s information technology by any individual determined to be a repeat violator of copyright law governing internet use.

Disciplinary proceedings
Complaints shall be investigated by the Information Services Director and/or designee who will make a recommendation to the appropriate administrator if sanctioning is warranted. Alleged violations shall be addressed through applicable college policies and procedures, to address allegations of illegal discrimination and harassment; Student Code of Conduct for other allegations against students; or the applicable collective bargaining agreement or personnel plan for other allegations involving employees. Appeals shall be heard in accordance with the College’s non-discrimination policy, Student Code of Conduct or applicable collective bargaining agreements or personnel plans. Continued use of the College’s information technology is a privilege subject to limitation, modification, or termination.

Sanctions
Violations of this policy are considered to be misconduct under applicable student and employee conduct standards. Users who violate this policy may be denied access to the College’s information technology and may be subject to other penalties and disciplinary action, both within and outside of the College. Discipline for violations of this policy may include any action up to and including termination or expulsion.

Referral to Law Enforcement
Under appropriate circumstances, Fond du Lac Tribal and Community College may refer suspected violations of law to appropriate law enforcement authorities, and provide access to investigative or other data as permitted by law.

Policy reviewed and updated July 2009.

 2101 14th Street       Cloquet, Minnesota 55720       1.800.657.3712       218.879.0800       Minnesota Relay Service at 711 or 1.800.627.3529
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