Acceptable Use Policy

Overview

This Acceptable Use Policy governs the use of all Information Technology resources provided by Umpqua Community College (“we”, “UCC”, “our”, “the college”) to accomplish the mission and goals of the college. College Information Technology resources may be used for lawful and permitted purposes only.

This policy applies to Information Technology and systems inside and outside the college utilized by students, college staff, faculty and any other persons representing or acting on behalf of the college or accessed for the purpose of utilizing the resources while attending UCC. Information Technology systems include Internet access, computer equipment, software, operating systems, storage media, network accounts, and electronic mail.

Issues concerning the improper use of the Information Technology resources should be brought to the attention of the Director of Information Technology at 541-440-4707. It is the responsibility of every user to know these guidelines and to conduct their activity accordingly. The use of these systems is a privilege and all users are expected to act responsibly and to follow the college’s guidelines, policies, procedures, and laws.

ADMINISTRATIVE PROCEDURE NO: 348
RELATED TO POLICY NO. 348TITLE: INFORMATION TECHNOLOGY ACCEPTABLE USE PROCEDURES
1. Accept responsibility for learning how to use information technology.
  1. Access to the College network infrastructure, equipment and information systems may be limited to those demonstrating an appropriate knowledge and skill level. UCC provides instruction on proper use and care of equipment and resources. These resources should be utilized.
  2. Each user is responsible for checking any software he/she introduces to any computer or the college network for computer viruses. If a user introduces a virus because he/she did not follow standard checking procedures, his/her access to information technology resources may be restricted or suspended.
  3. All information technology resources and computer equipment are the property of the college. It is the user’s responsibility to learn the proper use and care of all equipment.
2. Accept responsibility for storage and backup of your own work.
  1. Each user should learn how to use backup software to maintain the integrity of what they create, make backup copies of important work and learn and properly use software features for securing or sharing access to their information.
  2. Accept limitations or restrictions on computing resources, such as storage space, time limits or amount of resources consumed, when so instructed by the college.
3. Abide by all security provisions and limitations guidelines.
  1. Distributing or making your password or another person’s password or access code available to unauthorized persons or otherwise attempting to evade, disable or “crack” password(s) or other security provisions or assisting others in doing so threatens the work, privacy and well- being of others and is prohibited.
  2. Invasion of privacy will be subject to all state and federal laws.
  3. All electronic mail is public record (ORS 192) and is considered for college record. It is subject to inspection and disclosure along with scheduled retention for backup purposes.
  4. Refer to ORS Title 16 164.377 for details on computer crime.
  5. Software licensed by the college must only be used in accordance with the applicable license agreement(s).
  6. A user may, subject to college policies and authorization, upload software files or otherwise distribute to on-line networks only information, software, photographs, videos, graphics, music, sounds and other material (collectively “content”) not subject to any copyright, trademark, trade secrets or other proprietary rights of others, or content in which the author has given express written authorization for on-line distribution. Any copyrighted content submitted, used, copied or distributed with the consent of the copyright owner should contain a phrase such as “Copyright owned by [name of owner]; used by permission.” Unauthorized transmission of copyrighted or other proprietary content is prohibited. Refer to UCC policy 305.
  7. Users may have an expectation that the contents of what they write or otherwise create, store and send be seen only by those to whom they intend or give permission to view; however, the security of electronic information on shared systems and networks is approximately that of paper documents in an unsealed or sealed envelope, generally respected, but breach-able by someone determined to do so.
  8. Network ID and Banner passwords are required to be updated every 120 days.
4. Observe proper on-line etiquette and avoidance of invasion of privacy.
  1. Invasion of privacy will be subject to all state and federal laws.
  2. Communication under a false name or designation or a name or designation which the user is not authorized to use, including instances in conjunction with representing that the user is somehow acting on behalf of or under the auspices of Umpqua Community College is prohibited.
  3. On-line networks shall be used only as permitted by the College, only in accordance with applicable college policies, and only for lawful purposes. Conduct that, in the College’s discretion, restricts or inhibits others from using an on-line network or violates college policies or applicable law is not permitted.
  4. Users are prohibited from posting on or transmitting through any on-line network, any unlawful, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, profane, hateful, racially or ethnically demeaning or threatening or otherwise objectionable material of any kind, including without limitation, any material which encourages conduct that would constitute a criminal offense, give rise to civil liability or otherwise violate any applicable law or College policies.
  5. Transmission of chain letters and pyramid schemes of any kind are prohibited. Use of any on- line network to send unsolicited advertising, promotional material or other forms of solicitation to others is prohibited, except as permitted by law and when not prohibited by College policies.
  6. Downloading and/or manipulation of, or the creation, sending or forwarding of messages or other content which pertain to or act on behalf of organizations not part of the mission of UCC (such as religious groups, fraternal, political, private or athletic organizations, etc.) is prohibited.
  7. The College reserves the right to restrict and/or interrupt communications through or by use of any College computers or information technology services, which the College believes to be harmful to the college or to others.
5. Guidelines for sending communications to all employees, groups of employees, or other users of College Information Systems, through the College network, e-mail, and other information systems.
  1. Using the “Everyone” or staff groups to e-mail all persons e-mail guidelines:
6. E-mail messages using the “Everyone” distribution group or a combination of college distribution groups that essentially equate the “Everyone” distribution group will only relate to conducting the business of the college or to communicating information about college activities that are of interest to everyone. These “Everyone” employee messages are inappropriate when they relate to:
  1. Personal business endeavors, non-UCC Foundation fundraising activities, or political advocacy messages of any kind.
  2. Celebrations for individuals – An exception is retirement recognition approved through the Human Resources Office.
  3. Activities or events that are not clearly related to the mission and/or work of the College.
7. Users should not attempt to send “Everyone” e-mail messages by adding groups together or by creating large distribution lists of individuals.
8. Never forward messages to the “Everyone” distribution group.
9. Never reply to a message sent to the “Everyone” distribution group.
10. All users should use the campus web bulletin board, Umpqua Updates, for campus news or announcements that are appropriate for public consumption. The web based campus bulletin board is public facing, meaning that anyone that accesses the campus web page will be able to read the messages.
  1. Bulletin Board messages are to be sent to the Communications and Marketing office for review and posting.
11. Everyone group e-mail examples are as follows but are not limited to:
  1. The information is urgent – Emergency messages, campus closure, and water or power issues affecting campus operations.
  2. The information is time-sensitive to a specific date or deadline such as a special out of the ordinary event, the President’s Messages, or campus reminders such as an accreditation team visit.
  3. Information is legally required to be delivered to all employees, for example – health benefits open enrollment.
  4. Information that is institutionally important, for example – Invitations to attend college wide meetings, Foundation employee fund raising appeals, or commencement information.
  5. Death and memorial service notices of current and former employees and College Board members.
12. The following departments/offices are authorized to send “Everyone” e-mails. Everyone e-mails are to come from administrators or through authorized persons of the following departments/offices with an optional review by the Communications and Marketing Office.
  1. Office of the:
    1. President
    2. Vice President of Instruction / Provost
    3. Chief Financial Officer
    4. Vice President of Student Services / Provost
  2. Security Department
  3. Communication and Marketing Department
  4. Human Resources Department
  5. Facilities Department
  6. Information Technology Department – related to outages, information systems maintenance, and systems status.
Note: If you are authorized to send an “Everyone” e-mail put your address in the “To” address line and the “Everyone” group in the “Blind Copy” address line.
General E-mail Guidelines
1. Always spell check e-mail messages and check URL links before sending.
2. Users have the option to create local distribution groups for employees and students with common interests to receive targeted, pertinent e-mail notifications and information. For example, committees or task forces.
3. When sending a message to a large number of e-mail addresses not part of group, be sure to place the addresses in the blind copy address area of the e-mail.
4. Remember any contact information, personal profile information, or picture you attach to your message or signature will be seen by all users. If using a profile picture pick one that appropriately reflects your professional representation. See the Communications and Marketing office regarding e-mail signature or contact information recommended practices or guidelines.
5. Prohibitions: Violations of the following prohibitions may result in expulsion, dismissal, and/or may be punishable by law.
6. Using any UCC information technology for any illegal or nationally threatening purpose is prohibited.
7. Communication under a false name or designation, or a name or designation which the user is not authorized to use, including instances in conjunction with representing that the user is somehow acting on behalf of or under the auspices of Umpqua Community College is prohibited.
8. Use of computer systems to interfere with the work of employees or students, or to disrupt the normal operation of the college is prohibited.
9. Any use of UCC’s information technology resources in any manner that can cause undue stress, is hostile or threatening to the school or work environment for other students or employees is considered harassment and is prohibited. UCC will be the arbiter of what constitutes proper conduct. Issues concerning harassment should be brought to the attention of the College Affirmative Action and/or Title IX Officer.
10. Intentional transmission, storage, printing or display of unwanted messages, information, and/or electronic images in any form is prohibited and subject to all state and federal laws. This includes but not limited to pornography.
11. Any student or employee of the College that, through verbal, written, or any other communications medium, presents information, perspective, or other materials as an official or implied as an official position or representation of the College without permission or the authority to do so will be subject to immediate dismissal from the college or termination of employment.
12. The use of images, graphics, or other content secured for College use may not be used outside of college systems without specific written permission.
13. E-mail may not be used in support or opposition of a political candidate, political committee, election petition or measure as prohibited under Oregon law.

DATE OF ADOPTION:

DATE(S) OF REVISION(S): 10/10/2018 CC; 3/14/2017 CC

DATE OF LAST REVIEW: 10/10/2018 CC

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