Use of Technology and Communication Systems Operating Procedure - 510.01
Johnson County Community College Series 500: Information Services
Section 510.01: Use of Technology and Communication Systems Operating Procedure
Scope: These Procedures apply to all Johnson County Community College (JCCC) students, employees and other individuals using JCCC Technology and Communication Systems (“Users”). These Procedures address the appropriate access and use of Technology and Communication Systems, regardless of whether the access/use is from a JCCC device and regardless of whether such access/use occurs on campus.
“Communication Systems” include without limitation, JCCC sponsored/provided: e-mail (i.e. JCCC e-mail and stumail accounts, and other messaging tools and their associated systems), phone, Internet, Intranet and other internal and external employee and student portals.
“Technology” includes without limitation, JCCC sponsored/provided: network use/access (whether wired/wireless and/or remote/on-campus), and all associated equipment, hardware, software, services and access to data.
I. Property of JCCC
a. Technology and Communication Systems and JCCC Information: JCCC’s Technology and Communication Systems and all JCCC related information accessed, created, input, stored, copied, sent, received or downloaded by Users on or through the Technology and Communication Systems, regardless of whether it is viewed/accessed/created on a personal, password-protected, web-based email account (“JCCC Information”) are owned and controlled by JCCC, subject to any ownership and access/control rights Users and third parties may have in the underlying information (i.e., JCCC stumail accounts are monitored/accessible by JCCC only in accordance with third party provider terms and conditions). JCCC Information includes, but is not limited to: all documentation, e-mails and e-mail attachments, postings on any JCCC sponsored Internet-based forums and/or social media accounts, charts, student records, statistics, and strategies, working papers, manuals, correspondence, notes, contracts, agreements and software which JCCC and/or its employees use in its operations. JCCC reserves the right, in its sole discretion, to determine whether an employee, student or other User is entitled to establish, access or maintain a particular JCCC Technology or Communication System, such as an e-mail account.
b. Equipment, Hardware and Software:
i. Any equipment, hardware or software provided by JCCC shall remain the property of JCCC and must be returned upon demand. Users may be held financially responsible for JCCC property that is damaged or not returned. Reasonable care must be exercised with all JCCC equipment, hardware and software. Users must not attempt unauthorized modification or repair to any equipment, hardware or software belonging to JCCC.
ii. Personal technology (i.e. equipment, hardware and other devices) should not be attached to the JCCC network except when used for JCCC business purposes. Users should be aware that attaching personal technology to the JCCC network may allow the personal technology or information to be viewable by JCCC. Information Services (“IS”), in its sole discretion, can require a User to disconnect personal technology from the JCCC network at any time.
iii. Software installed on a JCCC computer or other device must either be licensed to JCCC or to the User (with the license readily available to be produced for inspection during a software audit), except for software in the public domain. All other software is licensed to JCCC and is not to be copied for personal use. Unless otherwise indicated in the applicable license, Users may not copy or modify third-party software, or use licensed software on more than one machine at a time.
II. Appropriate Use of Technology and Communication Systems
a. Technology and Communication Systems are provided to Users for the purpose of supporting JCCC operations. Employees are limited to minimal and incidental personal use of the Technology and Communication Systems, and such use is at the sole risk of the employee and must not interfere with job responsibilities.
b. JCCC reserves the right to set priorities on the use of Technology and Communication Systems, such as bandwidth. Any personal electronic information accessed, created, input, stored, copied, sent, received or downloaded from the Technology or Communication Systems is not confidential, will be accessible by JCCC, and Users shall have no expectation of privacy in such information.
c. Using Technology and Communication Systems for any illegal activity is strictly prohibited.
d. Users must comply with all applicable JCCC Policies/Procedures when using JCCC Technology and Communication Systems, including but not limited to the following:
- Student Code of Conduct 319.01
- Student Discrimination, Harassment or Retaliation Complaint Policy 319.05
- Employee Prohibition of Discrimination, Harassment or Retaliation Policy 420.01
- Social Media Policy 520.00 and Social Media Guidelines Operating Procedure 520.01
- Sexual Misconduct Policy 650.00
e. Users may not reverse engineer, decompile, disassemble or dispose of third-party software licensed to JCCC, without first obtaining written approval from IS regarding legal and contractual limitations. Users may not disclose or distribute any JCCC software or JCCC licensed software to anyone outside JCCC. Unauthorized copying or distribution of software (including associated media, such as user manuals or diskettes) can be both a violation of applicable license agreements and a violation of federal law. Individual Users, as well as JCCC, can be held liable for violations and can be required to pay substantial damages, depending on the circumstances.
f. Computer accounts and passwords to JCCC Technology and Communication Systems may not be shared. Users may not attempt to gain access to another’s JCCC account.
g. Users should be aware that some Technology and Communication Systems are controlled by third parties (i.e. a third-party cloud storage service). Therefore, Users should exercise appropriate caution in using those Systems as they may be modified, restricted or shut down without prior notice and content may be lost or damaged.
III. Privacy with Respect to Technology and Communication Systems
a. Users should be aware that the Technology and Communication Systems and JCCC Information, as those terms are defined herein, are the property of JCCC (subject to any ownership, access and control rights of Users and third parties), and therefore are subject to monitoring by JCCC in accordance with the IS standard operating procedures. Further, information that is outside the scope of JCCC Information but accessible on JCCC Technology and Communication Systems will also be subject to monitoring by JCCC in accordance with the IS standard operating procedures. As set forth above, Users shall have no expectation of privacy in the Technology and Communication Systems, with respect to both JCCC Information and non-JCCC Information. Backup systems, which are part of the JCCC Technology and Communication Systems, may save information and communications which can later be forensically retrieved and read by JCCC or others, even after they have been deleted. In accordance with IS standard operating procedures, JCCC may be required (i.e. for business reasons or by law) to utilize backup systems and other methods to search and view Technology and Communication Systems and any information passing through them. This use may result in incidental access and viewing of personal information that Users have accessed, stored or transmitted over the Technology and Communication Systems, and therefore Users should exercise appropriate caution when accessing, storing and transmitting personal information on the Technology and Communication Systems.
b. Users must not attempt to gain access to another User’s data or programs without appropriate authorization. Users should take reasonable steps to ensure sensitive information and files (such as personnel information, student data) are protected and should not disclose their passwords to anyone.
c. Use of Technology and Communication Systems to transmit or store data must comply with privacy laws and guidelines such as the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA) and Gramm-Leach-Bliley (GLB) Act. Disclosure of sensitive and/or protected personal information for any other purpose is strictly prohibited.
IV. Violation of Policy
Users who violate the Policies and Procedures concerning JCCC Technology and Communication Systems may have account and/or user privileges revoked and such misuse may result in student/employee disciplinary and/or legal action. Employees, students and board members are required to report any suspected violation of these Policies and Procedures to IS. All other Users are encouraged to report suspected violations to IS, as well.
Approved: March, 13, 2014 (created on this date, portions retained/updated from original policy)
Signature on File in Policy Office
Joseph M. Sopcich