3.3.4lp1 Acceptable Computer And Internet Use Procedure

Modified: January, 2003
Supercedes: LTC Procedure II.C.4
Contact: Vice President of Technology
References: SBTCSG Procedure 3.3.4p
Last Reviewed: February 11, 2015

Review/Revise

This procedure addresses the issues of etiquette, ownership, professionalism, acceptable use, misuse, privacy/security, training, disciplinary action of guidelines violation, and legalities. It explains what are acceptable uses and what are unacceptable uses and gives examples. By following this procedure, Lanier Technical College (LTC) users will help in conserving technology resources and in using resources in a professional manner.

Technical College System of Georgia's Acceptable Computer and Internet Use Procedure

Technical Colleges throughout the country are moving into the information age by providing computer systems and Internet access for their students and employees.

In making decisions regarding access to the Internet and use of its computers, the Department considers its own stated educational mission, goals, and objectives. Electronic information research skills are now fundamental to preparation of citizens and future employees. The Department expects faculty to blend thoughtful use of the Internet throughout the curriculum and provide guidance and instruction to students in its use. As much as possible, access from Technical Colleges to Internet resources should be structured in ways that point students to those resources that have been evaluated prior to use. While students shall be able to move beyond those resources to others that have not been previewed by staff, they shall be provided with guidelines and lists of resources particularly suited to learning objectives. Students and employees utilizing Technical College-provided Internet access are responsible for good behavior on-line just as they are in a classroom or other area of the college.

Using a computer without permission is theft of services and is illegal under state and federal laws. Federal law prohibits misuse of computer resources. In addition, the following specific computer crimes are prohibited by state law in Georgia ( O.C.G.A. § 16-9-90 et seq.):

• Computer theft (including theft of computer services, intellectual property such as copyrighted material, and any other property);

• Computer trespass (unauthorized use of computers to delete or alter data or interfere with others' usage);

• Computer invasion of privacy (unauthorized access to financial or personal data or the like);

• Computer forgery (forgery as defined by other laws, but committed on a computer rather than on paper);

• Computer password disclosure (unauthorized disclosure of a password resulting in damages exceeding $500 - in practice, this includes any disclosure that requires a system security audit afterward);

• Misleading transmittal of names or trademarks (falsely identifying yourself or falsely claiming to speak for a person or organization by using their name, trademark, logo, or seal).

Maximum penalties for the first four crimes in the list are a $50,000 fine and 15 years of imprisonment, plus civil liability. The maximum penalties for computer password disclosure are a $5,000 fine and 1 year of imprisonment, plus civil liability.

The purpose of Technical College-provided Internet access is to facilitate communications in support of research and education. To remain eligible as users, students' use must be in support of and consistent with the educational objectives of the Department. Access is a privilege, not a right. Access entails responsibility.

Users should not expect files stored on Department or Technical College-based computers to be private. Electronic messages and files stored on Technical College-based computers shall be treated like other Technical College premises that are temporarily assigned for individual use. Administrators may review files and messages in an effort to maintain system integrity and in an effort to insure that users are acting responsibly. Moreover, Department and Technical College officials shall cooperate with law enforcement officials who are properly authorized to search Department and Technical College computers and computer systems.

All information created, stored or transmitted by Department or Technical College computers or networks is subject to monitoring for compliance with applicable laws and policies.

The following uses of Department or Technical College-provided computers, networks and Internet access are not permitted:

1. To access, upload, download or distribute, obscene material;
2. To transmit obscene, abusive or threatening language;
3. To violate any local, state or federal statute;
4. To vandalize, damage, or disable the property of another individual or organization;
5. To access another individual's password, materials, information, or files without permission;
6. To violate copyright or otherwise use the intellectual property of another individual or organization in violation of the law, including software piracy;
7. To engage in any personal commercial enterprise without advance approval in writing by the President of the Technical College;
8. To knowingly endanger the security of any Department or Technical College computer or network;
9. To willfully interfere with another's authorized computer usage;
10. To connect any computer to any of the Department or Technical College networks unless it meets technical and security standards set by the Department;
11. To create, install, or knowingly distribute a computer virus, "Trojan horse," or other surreptitiously destructive program on any Department or Technical College computer or network facility, regardless of whether any demonstrable harm results; and
12. To modify or reconfigure the software or hardware of any Agency computer or network without proper authorization.

Users of Department and Technical College computers and computer systems are subject to the Department's policy on the development of Intellectual Property. Any violation of this policy and rules may result in disciplinary action against the employee or student. When and where applicable, law enforcement agencies may be involved.

The Department makes no warranties of any kind, either express or implied, for the computers, computer systems and Internet access it provides. The Department shall not be responsible for any damages users suffer, including but not limited to loss of data resulting from delays or interruptions in service. The Department shall not be responsible for the accuracy, nature or quality of information gathered through Technical College diskettes, hard drives or servers; nor for the accuracy, nature or quality of information gathered through Technical College-provided Internet access. The Department shall not be responsible for personal property used to access its computers or networks or for Technical College-provided Internet access. The Department shall not be responsible for unauthorized financial obligations resulting from Technical College provided access to the Internet.

The foregoing standards are equally applicable to employees of the Department, wherever housed, and to employees and students of the Technical College.

Penalties

Violations of these policies incur the same types of disciplinary measures as violations of other Department or Technical College policies or state or federal laws, including criminal prosecution.

Lanier Technical College Specific Policy

The Lanier Technical College Acceptable Computer And Internet Use Policy is the same as the Department of Technical and Adult Education's Acceptable Computer And Internet Use except that it is supplemented by the following:

Etiquette

• Report any hardware, software,¹ or virus problems immediately to the appropriate instructor or staff.
• Keep electronic messages brief and simple.
• Send messages to the correct person. Remember replying to a message addressed to "all" will result in the message going to everyone that originally received the message.
• Store on desktops and include in messages only those items and information that you would not mind reading in a newspaper or learning in a court of law. Documented court cases exist where electronic mail messages have been used as evidence.
• Maintain a sense of humor; the person receiving the message has feelings.
• Since the use of all CAPS depicts anger, use uppercase and lowercase letters in electronic messages.
• Proofread all electronic messages before sending.

Ownership

• All information, hardware, software, and data are confidential and proprietary and are the exclusive property of LTC.
• Do not copy or delete software files.

Professionalism

• Professionalism and personal courtesy and conduct are expected of all LTC users always.
• Resources are not sufficient to provide e-mail for students, but students may access e-mail from an Internet service provider of their choice through PC facilities in the school library/media center.
• Students' e-mail messages will be removed from the library/media center computers after each session.

Acceptable Use

In addition to the computer system's use as a business tool, the following are guidelines for acceptable use:

• No software is to be added to any computer, PC, or network server owned or leased by the College. Do not load personal software or download software from the Internet onto computers. Exceptions are permitted on computer laboratory workstations ONLY in those computer labs specifically designed for or equipped with removable hard drives for this purpose and ONLY as directed by the instructor for the specific course requiring such modifications. Arrangements for modifications necessary to accommodate special needs students may be made through the Special Services Office.
• Do not reconfigure the screen settings, software, or hardware. Exceptions are permitted on computer laboratory workstations ONLY in those computer labs specifically designed for or equipped with removable hard drives for this purpose and ONLY as directed by the instructor for the specific course requiring such modifications. Arrangements for modifications necessary to accommodate special needs students may be made through the Special Services Office.
• Computer laboratory workstations that have CD writers installed are to be used for saving students' files/data only. Any other usage of the CD writers including reproduction of audio or software disks is subject to disciplinary action.
• Do not use workstations for activities that use excessive bandwidth such as chat rooms, real time chats, e-mail chain letters, automated bulk mailing, music, or streaming video.
• Computer laboratory workstations may be used only as directed by the instructor.
• Library/Media Center workstations may be used freely for research and educational purposes and for recreational web browsing; however, students must relinquish use of workstations if others are waiting to use them for class work.

Misuse

The following listing consists of examples of misuse of the LTC computer system and are prohibited:

• Unauthorized entry into the system
• Unauthorized usage of the system
• Unauthorized transfer of information
• Tampering with the files of other people
• Interfering with the work of other people
• Sending or forwarding electronic chain letters
• Resending the same message repeatedly
• Transmitting, receiving, printing, or publishing any material that could be considered libelous, defamatory, abusive, threatening, or obscene
• Personal usage for profit or gain
• Personal usage that interferes with job responsibilities
• Solicitation or selling of anything, especially fund-raising items
• Advertisements and "want-ads" sent by e-mail

Legalities

• Electronic mail is classified as writing under the Federal Rules of Civic Procedure, meaning that in litigation, an opponent has the right to obtain copies of electronic mail relevant to the litigation.
• Software, electronic mail, and some information obtained from the Internet are subject to copyright violations.

Disciplinary Action for Procedure Violation

Violations of this procedure are subject to disciplinary action.

• Students and other users who violate acceptable computer and Internet use guidelines will receive a warning for the first violation; however, an additional violation will result in loss of computer privileges and/or other disciplinary action up to and including dismissal from the College.

Additional Guidelines for Lanier Technical College Staff and Faculty

Professionalism

• Electronic mail, also called e-mail, is a global communication tool provided for the faculty and staff at LTC for sharing information, improving communication, and exchanging ideas. This tool provides ease of use, immediate communication, and a cost savings over both paper and telephone communication. All personnel at LTC who have electronic mail available are encourage to use this tool efficiently and professionally to conduct routine concerns of the College
• Messages concerning the internal celebrations of LTC are encouraged. For example, announcing a bridal shower for a current LTC employee or announcing an award celebration for a LTC employee is acceptable.

Training

• The individual user of a computer, the Internet, and/or electronic mail should be trained on proper use. Information Technology Services personnel are not responsible for training users.

Privacy/Security

• Electronic mail is an insecure public system. The Information Technology Department provides electronic mail security on the mail server, but it is the individual user's responsibility to provide desktop security. Passwords aid each user in protecting the security of the computer. Antivirus scanning of files, particularly executable files, attached to a message will also protect the user's desktop computer from infection. These actions are the responsibility of the individual user and not the responsibility of the systems personnel.
• Desktop passwords should be changed monthly.
• Delete electronic mail messages after 30 days to avoid exhausting the resources of the LTC electronic mail system. Electronic mail messages may be deleted from the server after 90 days to avoid depleting these resources. System backup copies are made regularly. Mail IDs could be suspended if inactive over 120 days. Employees on extended leave should have their e-mail aliased to another user until they return.

Disciplinary Action for Procedure Violation

Violations of this procedure are subject to disciplinary action.

Employees who fail to comply with these guidelines will be disciplined up to and including termination of employment.

¹ Software includes, but is not limited to, any storage media (CDs, diskettes, tapes, etc.) and any Internet access, whether or not files are downloaded.

 

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