Computer/Network Usage and Security Policies for Faculty, Staff, and Administrators

Electronic information resources form a critical utility at Assumption College. All members may have access to electronic systems as described below. Assumption expects all members of its community to use electronic communications in a responsible manner.The College reserves the right to remove user accounts or access as needed to prevent further illegal acts or damage to the operation of the electronic systems. Acceptance of the policies in this document is required of all employees.

The College may restrict the use of its computers and network systems for electronic communications, in response to complaints presenting evidence of violations of other College policies or codes, or state or federal laws. Specifically, Assumption reserves the right to limit access to its networks through College-owned or other computers, and to remove or limit access to material posted on College-owned computers. These resources are shared and limited. Their purpose is to support the academic mission and administrative functioning of the College. The College reserves the right to limit use of systems for strictly entertainment purposes. The College may remove files from institutionally owned servers that are not associated with academic work or adminstrative functions (such as wav, Quicktime, MP3 files for example.) Personal material may be hosted by arrangement but is subject to the other limitations described herein. The College's e-mail and web server systems and distribution lists may not be used to list or advertise items or services for sale.

The College seeks to enforce its policies regarding harassment and the safety of individuals; to protect the College against seriously damaging or legal consequences; to prevent the posting of proprietary software or the posting or distribution of electronic copies of literary or other works, including audio and video files, in disregard of copyright restrictions or contractual obligations; to safeguard the integrity of computers, networks, and data; and to ensure that use of electronic communications complies with the provisions of the State and Federal Law in order to help in maintaining public order and the educational environment.

E-mail and Internet Use

All members of the community may use e-mail and the Internet.  For e-mail an account must be set up and a password assigned.  Call the IT Hub  (ext. 7060) for an account.  Passwords should be secure.  (See the Password Policy below.)
See the Information Technology Web documentation on e-mail for help (and help on other applications.)  Staff must use an IMAP connection to Microsoft Exchange (Outlook or Exchange) or a web client (OWA) Staff members are restricted to 50MB of e-mail except by arrangement.  E-mail directories with larger sizes may have content deleted by the e-mail systems managers of the Information Technology Department.  The e-mail server may not be used to archive other files except those associated with particular courses, or work-related projects.

Security/Privacy of E-Mail

A demonstrated and documented effort will be made to adhere to the confidentiality of an individual’s Email account.  However, such confidentiality may be compromised by applicability of law or policy, by unintended redistribution, or because of inadequacy of current technologies to protect against unauthorized access.  Users, therefore, shall exercise caution in using Email to communicate confidential or sensitive matters.

Users shall be aware that on occasion network and computer operations personnel and system administrators might, during the performance of their duties, inadvertently see the contents of Email messages.  These individuals though, are not permitted to do so intentionally or disclose or otherwise use what they have seen.

Each time the information technology hardware, software, and service environment changes, the level of security may be affected.

Users must respect the confidentiality of other people’s electronic mail and must not attempt to read, “hack” into other systems or other people’s logins, or “crack” passwords, or breach computer or network security measures.

Assumption College is committed to protecting the privacy and integrity of computer data and records belonging to Assumption College, Faculty, Staff, and Administrators. The College employs a variety of means to protect the security of its computing resources and infrastructure. Users should be aware, however, that the College cannot guarantee such security without the aid of the those who use these systems. Users should therefore engage in responsible computing practices guarding passwords, and changing passwords regularly

Password Requirements

Tips for choosing a strong password.

Don't:

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Software License Policy

Assumption College licenses the use of its computer software from a variety of outside companies. Assumption does not own this software or its related documentation and, unless authorized by the software developer, does not have the right to reproduce it.

Assumption personnel (administrators, faculty, staff, and students) may use the software only in accordance with the license agreements. (Information on agreements may be obtained from the Information Technology Department.) In particular, unless authorized by the software developer, it is illegal to make copies on disk, tape, or otherwise, of software (programs, applications, operating systems, etc.) that bear the copyright symbol and/or a copyright number.

Anyone caught making, acquiring, or using unauthorized copies of computer software will be subject to appropriate disciplinary action.

According to the U.S. Copyright Law 17 U.S.C. Section 504, illegal reproduction of software can be subject to civil damages of $100, 000 or more, and criminal penalties including fines and imprisonment.

Harassment by Communication

Lab Computer Use

All members of the campus may use the public cluster machines in the Information Technology Center, Founders, and the Library. Users may not install or remove any software from these machines. Some machines (such as those in the Multimedia Lab) are designed for special applications that are not generally available in other labs. Users needing to use these special functions for course related work have the right to ask users of those machines running generally available software to move to another machine or lab. See the lab monitors for details. Personal files should not be stored on lab machines. The IT Center first floor houses the main public cluster lab available during all open hours for use by any student, faculty member, or staff member. This space may not be reserved for group use during normal hours of operation. The labs (IT 222 and IT 223) on the second floor of the IT Center may be reserved by faculty or staff for classes or groups on a first-come first-served basis, where classroom use takes priority over other uses. Contact Carmella Murphy to reserver one of these spaces.

Administrative Computer Use

Access to the administrative computer systems is restricted on a need-to-know basis. Each Department chair, working with the Information Technology Department, shall establish the access capabilities of each member of their department. Such access capabilities shall be regularly reviewed and terminated at the end of employment in a given position as directed by the department chair in conjunction with the Human Resources Department.

When significant changes in hardware, software, networks or procedures are planned, the College community will be notified through electronic and other media to ensure that all users have enough time to prepare for the changes and to voice any concerns that they might have.

Additional Guidelines for Appropriate Computing Behavior

The College subscribes to the statement on software and intellectual rights distributed by EDUCAUSE, the non-profit consortium of colleges and universities committed to the use and management of information technology in higher education, and the Information Technology Association of America (ITAA), a computer software and services industry association:

“Respect for intellectual labor and creativity is vital to academic discourse and enterprise.  This principle applies to work of all authors and publishers in all media.  It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution.”

“Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments.  Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.”

1. If users have any computer account, they are responsible for the use made of that account.  Users shall set a password which will protect their account from unauthorized use, and which will not be guessed easily. (See guidelines above)  If an individual discovers that someone has made unauthorized use of their account, they shall change the password and report the intrusion to the IT Hub.  Passwords should be changed on a regular basis, to assure continued security of the account.  Users shall only use a computer account or an ID that belongs to them.

2. Users must not intentionally seek information, browse, obtain copies, or modify files, passwords, or tapes belonging to other people, whether at Assumption College or elsewhere, unless specifically authorized to do so by those individuals.  (Note: if an individual has explicitly and intentionally established a public server, or explicitly designated a set of files as being for shared public use, others may assume authorization to use that server or those files.)

3. Users must not attempt to decrypt or translate encrypted material.  Nor may they seek to obtain system privileges to which they are not entitled.  Attempts to do any of these things will be considered serious transgressions.

4. If one encounters or observes a gap in system or network security, the gap must be reported to a system or network administrator. Contact the IT Hub.  Any such gaps in security must not be exploited.

5. Users must refrain from any unauthorized action which deliberately interferes with the operating system or accounting functions of the systems or that is likely to have such effects.

6. Users must be sensitive to the public nature of shared facilities, and take care not to display on screens in such locations images, sounds or messages which could create an atmosphere of discomfort or harassment for others.  Users must also refrain from transmitting to others in any location inappropriate images, sounds or messages which might violate the College statements on harassment.

7. Users must avoid the following activities: tying up shared computing resources for excessive game playing or other trivial applications; sending frivolous or excessive mail or messages locally or over an affiliated network; or printing excessive copies of documents, files, images or data.  Users must refrain from using unwarranted or excessive amounts of storage; printing documents or files numerous times because they have not been checked thoroughly for all errors and corrections; or deliberately running grossly inefficient programs when they know that efficient ones are available.  Users must be sensitive to special needs for software and services available in only one location, and cede place to those whose work requires the special items.

8. Users must not prevent others from using shared resources by running unattended processes or placing signs on devices to reserve them without authorization.  Absence from a public computer or workstation should be very brief.  A device unattended for more than ten minutes may be assumed to be available for use, and any process running on that device terminated.  Users must not lock a workstation or computer which is in a public facility.  Users must also be sensitive to performance effects of remote login to shared workstations: when there is a conflict, priority for use of the device must go to the person seated at the keyboard rather than to someone logged on remotely.

9. The College presents for use many programs and data which have been obtained under contracts or licenses saying they may be used, but not copied, cross-assembled, or reverse-compiled.  Users are responsible for determining that programs or data are not restricted in this manner before copying them in any form, or before reverse-assembling or reverse-compiling them in whole or in any part.  If it is unclear whether one has permission to copy such software or not, assume that one may not do so.

10. Messages, sentiments, and declarations sent as electronic mail or sent as electronic postings must meet the same standards for distribution or display as if they were tangible documents or instruments.  Users are free to publish opinions, but they must be clearly and accurately identified as coming from the individual.  If acting as the authorized agent of a group recognized by the College, individuals must be clear and accurately identify the message as coming from the group the individual is authorized to represent.  Attempts to alter the From line or other attribution of origin in electronic mail, messages, or postings, will be considered transgressions of College rules.

11. If one creates, alters, or deletes any electronic information contained in, or posted to, any campus computer or affiliated network, it will be considered forgery if it would be considered so on a tangible document or instrument.

12. Electronic chain letters must not be created, sent, or forwarded.

13. The College systems shall not be used as a staging ground to enter other systems without authorization.

14. In general, College-owned hardware, software, manuals, and supplies must remain at campus computing sites.  Any exception to the rule requires proper authorization.

15. Computer policies on other computer systems do not pre-empt the policies of the College.

16. College owned programs and data should not be transferred to other sites.  Users may not use programs obtained from commercial sources or other computer installations unless all licensing conditions are legally met.

17. By signing up for a College computer account all users agree to be in compliance with all federal laws, state laws, and all college regulations, related to any copying of computer software.

18. Users must not break into another user’s electronic mailbox.

19. Users must not knowingly or carelessly run or install on any computer system or network, or give to another user, a program intended to damage or to place excessive load on a computer system or network.  This includes, but is not limited to, programs known as computer viruses, Trojan horses, and worms.

20. Users must not attempt to circumvent data protection schemes or uncover security loopholes.  This includes creating and/or tuning programs that are designed to identify security loopholes and/or decrypt intentionally secure data.  This also includes programs contained within an account, or under the ownership of an account that are designed or associated with security cracking.

21. Users are not allowed to create mail or electronic distribution lists larger than 10 addressees, without proper authorization.

22. Users shall not post on electronic bulletin boards materials that violate existing civil laws or College policy.

23. Users shall not use the College computer systems for commercial or profit making purposes.

Violations of Computer Use Guidelines

Violations of the College Guidelines for Responsible Computing are treated like any other ethical violation as outlined in Volumes II, III, IV, V and VII of the Assumption Policy Manual and relevant contractual agreements.  Penalties may include but are not limited to, restricted access, no access, suspended access or other College actions as deemed necessary.  Violators may also be subject to prosecution under applicable Federal and State statutes.

World Wide Web Policies

Purpose

The College’s World Wide Web server exists to provide significant, timely, and accurate information about the College to the campus community, our alumni, and the general public.  In addition, the Website will support those activities that contribute to the overall mission and purpose of the College, including intellectual, professional, social, and personal growth.

The Website will enrich the instruction and research experiences of Assumption College students and faculty by providing paths to relevant Internet resources and academic materials.  The continuing development of Website materials by staff and faculty working together will in itself provide models for studying the intersection of communications and technology.

General Guidelines

The official portion of the Website is a public representation of the College and has a status comparable to that of the College catalog and other traditional publications.  Because it is an official communication of information about Assumption College, it is vital that any and all information presented be accurate, up-to-date, consistent, and meet the highest standards for organization, content, and design.  While recognizing the importance of allowing for freedom of expression, the College must first ensure that both official and unofficial pages which are a part of the Assumption College Website enhance the College’s identity and mission.  The College must strive to achieve the same editorial consistency and accuracy that govern the College’s printed materials.

The World Wide Web servers, like all Assumption College computing resources, are to be used for educational purposes only, including administrative, instructional, and professional activities integral to the educational mission of the institution.  At the present time, the College does not have the computing resources to allow student home pages (though club Websites are permitted) on the www server. A student-managed server is available for this purpose. All pages published on the www server must support the academic or administrative activities of the College, as defined in the purpose statement above.

It is important for all faculty and staff who post to www to understand that content posted to www is public. It will be indexed by search engines and archived at international public sites. No confidential information may be posted. All those posting must follow FERPA guidelines.

No material will be posted that is in violation of any licensing or contractual agreement, law, or College regulation or policy.

Official Pages

A document that is official is one that purports to speak for the College and its official programs, academic divisions, departments, administrative offices, and recognized organizations.  Such pages may be intended for distribution to both internal and external audiences.  The principal goals are to provide information of importance to viewers, establish accuracy and consistency in College publications, and to provide an identity for College publications.  Official pages must comply with the College’s appropriate design template.

Access to some subsidiary pages (i.e., below top-level) may be limited to local viewing, through password protection.  Faculty, staff, or club pages will be classified as unofficial, and may be required to contain a disclaimer, such as, “Assumption College is not responsible for the content of personal home pages.  The views and opinions expressed are strictly those of the page authors.”  Even in such instances the College reserves the right to suspend publishing privileges and/or to remove pages that are considered inconsistent with College policies and standards.

Publishing Privileges

Subject to these policies and guidelines, officially constituted academic departments, programs, administrative offices, student organizations and clubs, and individual faculty and staff may create Web pages accessed from the Assumption College Website.

Each administrative office and academic department has its own site and home page, linked to as many pages as that office deems necessary for providing all important information.  The chairperson of each department or director of each office , or anyone designated by such chairperson or director , may create web content in support of that office’s activities within the framework of the design templates. The Assumption Web Designer will establish a posting system for the designated person to use.

Student organizations and clubs may create pages under the guidance of the Webmaster and are exempt from design constraints, though they are subject to content review before going live. Once a student organization or club is live, the site will not be monitored – it is the student club or organization’s responsibility to ensure that the content on the site is appropriate. If there is any problem or complaint about student club or organization Websites, the Web Designer may revoke a student organization’s right to publish on the Web.  This does not require any notification be sent to the club Website editor(s).

The College reserves the right to suspend publishing privileges and/or to remove pages that are considered inconsistent with official College policies and standards.

Procedural Guidelines and Responsibility

Because many of Assumption College’s Web pages will be viewed by external audiences, academic and administrative offices should create their Web page working within the framework of the official design.  The chair for each department is responsible for ensuring that all pages fit within the framework of the design template, that there is no unnecessary duplication of information, and that all links are active.  The templates will be developed by the web designer under the direction of the Director of Public Relations.

First-time Postings

Persons or departments proposing first-time postings to a new www site will submit material to, or consult with, the Web Designer.  The Web Designer will review submissions and note any problems of content or design conformity.  Following any necessary changes, the postings will go live.

Subsequent Postings and Updates

Since much of the information published on the Web is of a dynamic, rapidly changing nature, there is no review process for departments on the web beyond what the department uses internally.  At a minimum, all department pages must be reviewed and updated yearly.  New pages and major changes to the style, structure, or substance of pages must be reviewed according to the process outlined above.  Information on department home pages must be kept up-to-date as appropriate. 

Outdated information should be replaced as needed.  All official home pages should carry a stamp indicating when they were last updated.  Each person creating pages on the Web is responsible for ensuring that their pages comply with all applicable U.S. laws and College policies, including, but not limited to, U.S. and International copyright law, and the Assumption College Information Technology Policies.  When in doubt, Web publishers should contact the Webmaster with questions about applicable laws and policies.

Other Policies

These policies are supplemented by others applying to particular subsets of the community. It, in no way, should be construed to contradict those policies. Please contact Dr. Robert Fry with questions or suggestions. The Information Technology Department operates under a collection of policies and procedures, some of which are available on the www.assumption.edu server and some of which are not. Contact Patricia Pino (x7444) for inquiries as to other policies and procedures.

Authored by Dr. Robert Fry
Last Update: March 28, 2007
25 June 1997