Using Information Technology
Resources at
Glendale Community College
Part I: Introduction
Part II: Guidelines for appropriate computing behavior
Part III: Users' rights to responsibilities
Part IV: Use of Non-Glendale Owned Equipment on the
College's Network
Appendix A
Appendix B
Part
I: Introduction
Glendale College is an institution of higher learning dedicated
to the transmission of knowledge and to the intellectual and personal
development of its students. It is for the realization of these
purposes that it maintains an extensive array of information technology
resources which it places at the disposal of its entire College
community. Such resources include, but are not limited to, the
central computing services, the campus-wide network, the various
computer labs, electronic mail, Internet access, voice mail, and other
related equipment and services. These resources are extremely valuable
and provide access to sensitive data and to extensive external networks.
Consequently, it is important for all users to behave in a responsible,
ethical and legal manner. In general, appropriate use means respecting
the rights of other computer users, the integrity of the physical
facilities, and all pertinent license and contractual agreements. This
document establishes more specific guidelines for the use of all College
computing resources.
These guidelines apply to all computing resources owned or managed by
GCC or using its network, and to all the users of these resources,
including but not limited to Glendale’s faculty, staff, students, and
guests, and individuals or organizations accessing external network
services, such as the Internet, via Glendale's computing facilities.
Individual departments may have additional policies regarding their
computing equipment: please contact them for more information about
these policies.
The College has established specific procedures to be followed when
abuse of computing resources has allegedly occurred. These procedures
are defined in Appendix A. Questions regarding policy, interpretation of
policy, or special problems or needs should be directed to the Dean of
Information Technology Services (ITS).
This document has been adapted from the guidelines for the use of
computing resources at Brown University. It has been prepared by
the Campuswide Computer Coordinating Committee (CCCC), and approved by
Campus Executive Committee on 3/12/02.
(Approved by the CCCC, 10/4/01)
(Approved by Campus Executive, 3/12/02)
Part
II: Guidelines for appropriate computing behavior
The following list, while not exhaustive, provides some specific
guidelines for responsible and ethical behavior:
1. Use only the computers, computer accounts and computer files for
which you have authorization. Do not use another individual's account,
or attempt to capture or guess other users' passwords. Users are
individually responsible for all use of resources assigned to them;
therefore, sharing of accounts is prohibited.
2. Obey established guidelines for any computers or networks used both
inside and outside the College. For example, individuals accessing
off-campus computers via external networks must abide by the policies
established by the owners of those computers as well as policies
governing use of those networks.
3. Do not attempt to access restricted portions of the network, an
operating system, security software, or accounting software unless
authorized by the appropriate College administrator or owner. Breaking
into computers is explicitly a violation of Internet rules of conduct
and of the law, no matter how weak the protection is on those computers.
Tapping into telephone or network lines is a clear violation of College
policy.
4. Abide by all state and federal laws (Appendix B provides links to
some relevant California and federal laws)
5. Respect the privacy and personal rights of others. Do not access or
copy another user's electronic mail, data, programs, or other files
without permission. Guidelines in the College catalog regarding academic
honesty apply to course work completed with computers just as they do to
other types of course work.
6. Abide by all applicable copyright laws and licenses. It is
against both College policies and the law to copy software that has not
been placed in the public domain or distributed as "freeware."
"Shareware" users are expected to abide by the requirements of
the shareware agreement. Respect the copyright law as it applies to
images, texts and sounds in the production of electronic information.
The ease with which electronic materials can be copied, modified and
sent over the Internet makes electronic materials extremely vulnerable
to unauthorized access, invasion of privacy and copyright infringement.
The unauthorized use or distribution of copyrighted works (including Web
page graphics, sound files, trademarks and logos) is prohibited and may
provide the basis for disciplinary action, civil litigation and criminal
prosecution.
7. Use appropriate standards of civility when using computing systems to
communicate with other individuals. When sending messages to other
users, identify yourself as the sender unless you are acting as a proxy
with permission to use another's name. Always seek to maintain an
environment conducive to learning. Using Glendale's computing resources
to harass or threaten other individuals deliberately is explicitly
prohibited.
8. Be sensitive to the needs of others, avoid wasteful activities and
use only your fair share of computing resources. For example, users of
shared resources, such as the central computer, should use these
facilities for only the most essential tasks during periods of peak
demand. Broadcasting non-sanctioned messages to large numbers of
individuals and sending chain letters are examples of activities that
cause network congestion and interfere with the work of others, and thus
are not allowed.
9. Treat computing resources and electronic information as a valuable
College resource. Protect your data and the systems you use. For
example, back up your files regularly. Set a password that is not easily
guessed and change it regularly. Make sure you understand the access
privileges you have set for your files and computer system. Do not
destroy or damage any computing equipment, networks or software. The
willful introduction of computer viruses, worms, Trojan horses or any
other infection into the GCC computing environment or into other
computing environments via Glendale's network violates College standards
and regulations.
10. Use Glendale's computing facilities and services for College related
work. Activities that would jeopardize the College's tax-exempt status
such as improper political activities or activities for personal gain
are prohibited (see part III, sections 6 and 7).
11. Stay informed about the computing environment. The computing
environment is continually evolving, as new products are introduced and
others become obsolete. Services change as the number and needs of
users' change. Glendale publishes information in a variety of ways,
including Web pages, electronic messaging, general news items that users
are prompted to read, news groups associated with particular compilers
or software packages, on-line documents about software, policy and
procedures, and in some cases, e-mail to individuals. Users are
responsible for staying informed about changes in the computing
environment and are expected to adapt to these changes.
12. Be wary of installing or downloading personal software on college
equipment. Such operations will be at your own risk and may result in
loss of data and/or other problems. ITS is not responsible
for supporting personal software or for solving problems created by such
software. Students are prohibited from installing or downloading
personal software on college equipment.
Part
III: Users' rights and responsibilities
1. Access to computing
resources
Central computing services: Faculty and College
employees may obtain an ID for use with the central computing services
for activities related to instruction or College administration.
Individuals not at Glendale may, under some circumstances, also obtain a
user account. Contact the Help Desk within Information Technology
Services for detailed information about obtaining and using central
computing facility accounts.
Other IT computing resources: Most of Glendale's computing
facilities and services are available to members of the College
community. For more detailed information about access to any facility or
service, contact Information Technology Services or the appropriate
department head or division chair.
2. Data security and
integrity
Owners of data are responsible for the backup of their files.
ITS will provide centralized backup solutions for mission critical data
and will attempt to provide backup services for departments and services
as budget allows. However, since ITS does not provide the same
level of protection or file restoration for servers not located in ITS,
it is especially important that users back up their files and use all
available means to protect their data on departmental systems.
ITS provides reasonable security against intrusion and damage to files
stored on the central computing services. However, neither the College
nor any ITS staff can be held accountable for unauthorized access by
other users, nor can they guarantee protection against media failure,
fire, floods, etc.
Users should use all available methods to ensure the physical security
of their computers and to protect their files, including the frequent
changing of their passwords and storing back-up copies of information
off site. In addition, users are regularly notified of potential virus
threats and are required to follow instructions in such cases. They are
also required to scan routinely for infections. In the event that data
have been corrupted as a result of intrusion, ITS and Campus Police
should be notified immediately. Upon request, ITS staff will assist in
implementing procedures to maximize security.
In an emergency, ITS managers have the right to disconnect temporarily a
user if network or mission critical systems are endangered.
3. Privacy
User account and files: Although not legally required to do
so, ITS respects the privacy of all users. Members of ITS staff are
forbidden to log on to a user account or to access a user's files unless
the user gives explicit permission (for example, by setting file access
privileges).
Exceptions to this privacy policy are made, however, under specific
conditions. One such condition is if a user is suspected of causing
disruption or using unreasonable bandwidth on the network or other
shared services. Another condition is a suspected violation of state or
federal law. In these instances, if the user is an employee of the
College, the Dean of ITS, with the concurrence of the President or the
Executive Vice-President of the College, must be convinced that there is
sufficient cause to review a file(s) before those files can be searched
without the user's permission. If the user is a student, the same
procedures apply, except that the Dean of ITS or the manager of the
local area network can decide alone if there is sufficient grounds to
search the files of the suspected user.
Before logging onto a user's account or accessing a user's private
files, a reasonable attempt will be made to contact the user to inform
him or her that ITS will access the files. If that is not possible, the
Dean of ITS or an authorized agent will view the files for the suspected
violation and will inform the user afterward that the files have been
reviewed. Information obtained in this manner is admissible in legal
proceedings or in a College Judicial Board hearing. In accepting a user
account, the user agrees to this policy.
If an employee feels that his/her privacy has been violated by a member
of ITS, he/she may request that the CCCC investigate the matter.
Upon reception of the request the CCCC shall form an independent
committee and proceed with the investigation. The results shall be
forwarded to Human Resources Complaint Review Procedure as set forth in
Administrative Regulation 4050. A request can be brought up to the
CCCC through any of its members.
If a student feels that his/her privacy has been violated by a College
employee, he/she may file a complaint with the Dean of Student Affairs
who will then follow the standard procedure for the resolution of
student complaints.
Electronic mail: Electronic mail is subject to the privacy
policies explained above for ordinary user accounts and files. However,
users should not expect total privacy of electronic mail (e-mail). ITS
staff may see the contents of e-mail due to serious addressing errors or
as a result of maintaining the e-mail system. In those cases where ITS
staff do see the contents of private e-mail, they are required to keep
the contents confidential. Users should also be aware that the current
design of the Internet is such that the privacy of e-mail that leaves
Glendale cannot be guaranteed.
When a user's affiliation with Glendale ends, e-mail subsequently
received at Glendale that is addressed to the former user will either be
returned to the sender or, if appropriate, forwarded to an address
specified by the former user. ITS also reserves the right to close
accounts that have been dormant for six months or more.
Users are reminded that e-mail is easily redistributed and may be read
by people beyond the original recipient list. Care should be taken in
phrasing e-mail given the uncertainty of readership.
4. Freedom of speech
The College recognizes and respects the rights of users to
freedom of speech. Such rights, however, are not absolute. Speech
which is fraudulent, libelous, obscene, harassing or threatening is not
permitted under state or federal law. Please refer to Appendix B for
links to some relevant California and federal laws.
5. Ownership of copyright for
materials developed with Glendale's resources
Ownership of copyright eligible property is determined by
negotiated agreement between the College and the Glendale College Guild
or the CSEA. Please contact the Guild or the CSEA for further
information.
6. Personal financial gain
Because of the tax-exempt status of the College, the use of its
computing resources for personal financial gain is prohibited.
Employees, however, are allowed to use these resources to prepare
material for use in their College work even though such material may
later be copyrighted (see section 5 above).
7. Political activity
In general, political activity in the form of providing
information or educating the public is permitted on a community college
campus. College personnel and students are free to express their
political views provided it is made clear that they are not speaking for
or in the name of the institution. Campus organizations and individuals
may use the computing resources of the College to publicize political
forums or discussions, but may not use them to endorse, raise money for
or otherwise promote a candidate for public office, or a political
party, organization or lobby. For further information please refer to
Appendix B for links to some relevant California and federal laws, or to
Glendale Community College Board Policy sections 1410, 5220, 5420, 5440
and 6132.
8. Responsibility for errors
in software, hardware, and consulting
Glendale makes every effort to maintain an error-free hardware
and software environment for users and to ensure that the computing
staff is properly trained. Nevertheless, it is impossible to ensure that
hardware or system software errors will not occur or that staff will
always give correct advice. Glendale Community College presents no
warranty, either expressly stated or implied, for the services provided.
Damages resulting directly and indirectly from the use of these
resources are the responsibility of the user.
However, at the request of the user, when hardware, software, or
consulting errors are determined to have occurred on central computing
services, ITS will make a reasonable attempt to recover files to their
state prior to the failure, at no cost to the user. As part of
maintaining the software environment, ITS applies vendor-supplied or
locally developed fixes as appropriate when problems are identified.
Given that vendors may be involved and that staff resources are finite,
no guarantee can be made as to how long it may take to fix an error once
it has been identified. When software errors are considered major
problems or could produce inaccurate results, users will be notified as
soon as possible using appropriate electronic and/or other media.
9. Changes in the computing
environment
When significant changes in hardware, software or procedures are
planned, ITS will notify the College community 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.
Part
IV: Use of Non-Glendale Owned Equipment on the College's Network
Equipment which is purchased using personal funds or which
remains the property of an agency by grant or contract may use the
resources of the Glendale network providing the following guidelines are
observed:
1. Owners, or in the case of grant/contract equipment, the contractual
administrator(s), must assume responsibility for the use of their
equipment; usage must conform to the standards for Glendale owned
equipment.
2. Owners, or in the case of grant/contract equipment, the contractual
administrator(s), must ensure that the use of their equipment on the
Glendale network does not to place an inordinate burden on the system.
If traffic is unduly impeded by its use, they must either discontinue
the service or find an external service provider.
3. Owners, or in the case of grant/contract equipment, the contractual
administrator(s), must not permit access to the network or any of its
services that would not otherwise have been granted through official
College procedures.
4. Non-Glendale owned machines on the Glendale network may not be used
for profit, personal gain, political campaigning, or in any manner that
would compromise the College's non-profit educational status.
5. Non-Glendale owned machines on Glendale's network may not be used in
support of any illegal activity or any activity which violates GCC
policy. Examples of this include, but are not limited to, illegally
distributing licensed software, using equipment in support of a crime,
or sending harassing mail. The College will respond to known instances
of this type of activity using disciplinary procedures which could
include notification of local and federal police agencies.
To ensure a high level of service to its users, the College monitors
traffic on its network. It may also monitor traffic to/from a particular
non-Glendale owned machine if there is reason to believe that there is
activity which could impact the College. The procedures outlined in
Appendix A will be used in cases of suspected violations of these
guidelines.
Appendix
A
Procedures for
Handling Alleged Abuse of Computer Systems
1. Upon receipt of a complaint alleging abuse of computing
resources as defined in this document, the Dean of ITS shall make a
determination as to whether there is enough cause to initiate judicial
proceedings. As part of this determination, the Dean may authorize the
review of file(s) without the user's permission as described in Part
III, section 3.
2. If there appears to be cause, the Dean of ITS shall attempt to
contact the alleged violator via a combination of telephone, e-mail and
written correspondence informing the individual of the alleged offense.
This correspondence shall request a personal meeting between the alleged
offending party, and the Dean of ITS (or a designated agent). If
the alleged violator fails to respond to these attempts within three
working days, the Dean of ITS will automatically initiate further
proceedings.
3. If the meeting identified in section 2 above takes place, the Dean
shall determine whether the incident and circumstances involved warrant
referral of the individual to the appropriate judicial process. This
determination will be made upon input from all concerned parties, and
will depend on the seriousness of the alleged violation, and on the
extent to which the individual demonstrates an understanding of the
problem and appears unlikely to commit future violations.
4. If this meeting provides positive results and the Dean is satisfied
that the violation has been fully understood and is unlikely to recur,
he/she may declare the matter closed. If the results of the
meeting are not satisfying, the Dean shall refer the individual to the
appropriate judicial proceedings. Such proceedings could include
those specified in Board Policy section 1330 (Complaints Concerning
College), 4050 (Employee Complaints), 5100 (Students’ Grievance
Procedures), 5420 (Standards of Student Conduct and Disciplinary Action)
or any other pertinent Board Policy provisions.
5. Access to the College computing resources may be suspended at the
discretion of the Dean of ITS based upon the severity of the offense,
whether the College is at risk of litigation, whether the alleged
violation reflects a repeat offense, an endangerment of the system, or
other cause which is perceived to directly harm the computing
environment at GCC. In any case where suspension has occurred, all
procedures identified in this document are immediately initiated. If
suspension of access has occurred, the alleged violator may at any time
request that his/her access be reinstated pending final resolution of
the matter. This request must be addressed in writing to the person in
charge of the appropriate judicial procedure who will then decide on its
merit in consultation with the Dean of ITS.
6. The judgment resulting from the appropriate judicial process shall be
final, and should include a recommendation as to the extent and timing
of access to the system.
Appendix
B
Links to some relevant
state and federal laws
Note: There is growing international attention to legal
prohibition against unauthorized access to computer systems, and several
countries have passed legislation that addresses the area. In the United
States, the Computer Fraud and Abuse Act of 1986, Title 18 U.S.C.
section 1030 makes it a crime, in certain situations, to access a
Federal interest computer (federal government computers, financial
institution computers, and a computer which is one of two or more
computers used in committing the offense, not all of which are located
in the same state) without authorization. Most of the 50 states have
similar laws regarding unauthorized access or other misuse of computer
technology and violators can be prosecuted in the state or country in
which the damaged machine is located and where local laws apply. These
links are not intended to provide a comprehensive set of these laws but
to provide information related to U.S. and California legislation.
Information on technology legislation and policy:
See: http://www.itpolicy.gsa.gov/
for Federal information
See: http://www.leginfo.ca.gov/
for State information
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