Acceptable Use Policy for Technology  Resources

1.  Introduction

Elms College provides computing resources to support the academic, research, and administrative activities of the College.  The College has an interest in maintaining the security of these resources and ensuring its proper usage and care.  The use of computing resources is a privilege that is extended to members of the Elms College community.   The College encourages all members to use electronic communications and other information technology resources in a manner that is legal, respectful, responsible, and ethical.

2.  Scope

This policy applies to all individuals accessing or using Elms College computing resources. Individuals covered by the policy include Elms College faculty, adjunct faculty, staff, students, alumni, guests, external organizations, contractors, and the general public utilizing Elms College computing resources and facilities. 

Computing resources in this policy include all College owned, managed, licensed or leased hardware, software, servers, data, email, Internet access, physical/wireless network connections and equipment, copiers, printers, scanners, fax machines, telephone and cellular systems, and voice mail.  In addition, any technology which connects to the College’s computing resources, regardless of ownership is subject to this policy.

3.  Rights and Responsibilities

Elms College provides members of the community with access to a wide range of computing resources.  Members should have a reasonable expectation of privacy when using these resources and of protection from abuse and intrusion from others when used in a manner that is respectful, responsible, ethical and legal.  

The College respects the confidentiality and privacy of all members, including the rights and obligations of academic freedom as defined by the AUP.  Accordingly, the College will not engage in examinations of information technology resources unless such examination is necessary to protect the interests identified in Section 4 of this policy or are otherwise required by law. 

Users are responsible for complying with all College rules and policies governing the use of computing resources, contractual obligations, and licenses.  Users must comply with all applicable federal, state, and local laws, and regulations governing electronic communications.   

The computing resources of other organizations that are reachable via the Elms College network may have separate policies governing their use. Users are responsible for abiding by both the policies set forth in this document and the policies of the other organizations when accessing remote resources.

4.  Acceptable Use Policy

4.1.  Compliance

Users agree to comply with the Acceptable Use Policy and all other computing related policies and applicable laws when using and accessing Elms College computing resources. 

4.2.  Federal, State and Local Laws

All members of the Elms College community are expected to abide by federal, state and local laws, regulations and licenses. College policies related to use of information technology and computing resources originate from laws regarding license and copyright, and the protection of intellectual property. 

Elms College has legal agreements and contracts for many network, hardware and software resources which require all users to comply with the terms of the agreements.  Users must observe the copyright laws applicable to music, media, video games, images, text, and other media in both personal use and in production of electronic resources.  Since electronic information can be easily copied, reproduced, and sent electronically, users may not use, copy, or distribute copy righted works unless legally authorized.  

Email and other electronic messages are, for legal purposes, treated as a written record, and are therefore subject to all the normal legal restrictions on such records, including FERPA, HIPAA, and copyright and intellectual property laws.  

4.3.  Contracts and Licenses

Elms College is bound by its contractual and license agreements with third party vendors, resellers and other associations.  Users are expected to comply with all agreements and licenses when using computing resources.

4.4.  Resources and Capacity

The campus network, servers, computer labs, and other computing resources are shared and must be utilized with consideration for all members of the community.  Excessive or inappropriate use of computing resources by one individual or group may degrade performance for others.   

The College reserves the right to limit resources through quotas, time limits, filtering, and other methods to ensure that these resources can be used appropriately.

4.5.  Access and Restrictions

• Individuals may use computing resources only with proper authorization and only in the manner and level authorized.  

• Users must not attempt to access restricted systems, networks, security software, or other applications without appropriate authorization by the network or system administrator.

• Users are responsible for all resources assigned to them, including computers, hardware, software, and network access. 

• Users may not allow unauthorized users to access Elms College computing resources by using an authorized computer or account.

• Users may not use software or tools to attack or probe a computing system or network without authorization.

• Computing resources may not be used in a manner that is intended to disrupt other systems or users, or to damage or degrade performance of software or components of a system.

• Individuals should be cautious about downloading material that could make the computer vulnerable to outside attack, increase the risk of viruses, spyware, keystroke loggers or other invasive software or that may interfere with other software on the machine or the network. 

4.6.  Passwords

• Users are expected to protect their passwords to secure against unauthorized use or access and may not share passwords with others.

• Users should change their password often according to the password expiration policy.

• Users should respect the privacy of others and may not attempt to guess or capture passwords to gain access to another account.

4.7.  Inappropriate Activities 

The following actions are inappropriate and may lead to disciplinary action:  

• Defaming the College or any member of the community or knowingly spreading false information through e-mail or using e-mail messages in a way that could be harmful to the College community. 

• Using e-mail, voicemail, the Internet, or other forms of electronic communication to threaten, harass, intimidate or defame another person or discriminate against an individual on the basis of their age, race, national origin, religion, or any other protected classification. 

• Using the e-mail system to send offensive or disruptive messages, including those containing sexual implications, racial slurs, and/or gender-specific comments. 

• Downloading, displaying, or transmitting obscene or pornographic material as defined by law.

• Unauthorized soliciting or transmitting of confidential, privileged, financial or proprietary information of the college. 

4.8.  Personal Use

All computing resources owned by Elms College, and data and files created using Elms College computing resources (including Elms College email accounts and messages) are the property of the College and are to be used solely to facilitate the business and academic mission of the College. Intellectual property rights regarding content created by faculty or students are governed by the Intellectual Property Rights Policy.  Material may not be copied or transmitted to an outside party or used for any purpose not directly related to College business or academic or research endeavors endorsed by the College.   

Computing resources owned by Elms College should contain only software and accessories needed for the performance of College business and purchased by and properly registered to the College.  Users should refrain from using College owned resources for personal or commercial financial gain, and other advantages not related to the academic mission of the College.  

Students are advised to use computing resources primarily for academic purposes.  Personal use is permitted unless such use interferes with the study or working environment of other users or the mission of the College.  

4.9.  Privacy

The College respects academic freedom and the confidentiality and privacy of its members and does not routinely monitor or limit content of information transmitted on the campus network.   However, the College reserves the right to examine all College owned computing resources, files, emails, databases, and network activity if there is reasonable belief that there has been intentional disruption to the College’s network or other shared resources or if there is suspected violation of College policies or applicable laws. 

The College will take steps to enforce policies regarding: 

• Harassment and the safety of individuals

• Posting of proprietary software or electronic copies of electronic texts or images in disregard of copyright restrictions or contractual obligations

• Safeguarding the integrity of computers, networks, and data

• Protection of the College against seriously damaging consequences. 

Computers or files may also be subject to search by law enforcement agencies under proper procedures or when properly requested, subpoenaed or ordered by a court.    

5.  Enforcement

The Acceptable Use policy is meant to ensure availability and quality of service of Elms College computing resources and compliance with licenses, contracts, laws and regulations.  If an individual is found to be in violation of the Acceptable Use Policy, the Office of Information Technology will work with Academic Affairs, Student Affairs, Campus Public Safety, Human Resources and/or legal counsel to ensure fair and appropriate investigation. 

Failure to abide by the Acceptable Use Policy may result in actions including: 

• Disconnection from the network  and/or suspension of accounts

• Disciplinary Action as outlined in The Employee/Student Handbook

• Legal action under federal, state or local laws.