Services
Acceptable Use & Protection of Electronic Resources

Board Policy 713 Acceptable Use of Electronic Resources

This policy governs the use of West Hills Community College District (WHCCD) electronic resources, including computers, networks, electronic mail and electronic information sources.

The intent of the policy is to permit maximum freedom of use consistent with city, state and federal laws and regulations and West Hills Community College District policy, and a productive working and educational environment.  Activity by users of WHCCD electronic resources that threaten the integrity of the system, the function of non-college equipment that can be accessed through the system, the privacy or actual or perceived safety of others, or activities that are otherwise illegal are prohibited.  Depending on the seriousness of an offense, violation of the policy can result in penalties ranging from reprimand, to loss of system access, to employment termination or expulsion.  In addition, some activities may lead to risk of legal liability both civil and criminal against the violator.

Users of West Hills Community College District electronic information resources are urged in their own interest to review and understand the contents of this policy.

Purpose

The West Hills Community College District makes electronic resources (including, but not limited to, computer facilities and services, computers, networks, electronic mail, software, electronic information and data, and video and voice services) available to faculty, students, staff, and registered guests, to support WHCCD business and its educational, and service missions.

When demand for electronic resources may exceed available capacity, priorities for their use will be established and enforced.  The priorities for WHCCD wide electronic resources are:

Highest: Uses that directly support the educational missions of WHCCD and those that support the key              administrative functions.

Medium: Uses that indirectly benefit the educational mission of WHCCD as well as and including              reasonable and limited personal communications.

Lowest: Recreation, including game playing.

Audience and Implied Consent

Each person with access to WHCCD electronic resources is responsible for their appropriate use and by their use agrees to comply with all applicable WHCCD policies and regulations and with applicable city, state, and federal laws and regulations, as well as with the acceptable use policies of affiliated networks and systems.

Rights

WHCCD reserves all rights, including termination of service without notice, to the electronic resources which it makes available and operates.  This policy shall not be construed as a waiver of any right of WHCCD, nor shall they conflict with applicable acts of law.

Users of these systems have rights that may be protected by federal, state and local law.

Enforcement and Penalties for Violation

Forbidden:  All activities in violation of the general standards or prohibited in the specific rules interpreting this policy.

Violations of these policies may result in disciplinary review.  In such a review, the full range of disciplinary sanctions is available including the loss of computer use privileges, dismissal from the college, and legal action.  Violations of these policies may constitute a criminal offense.

Violations of these policies that do not violate local, state or federal law and appear to be unintentional or isolated violations of use policies may be resolved informally through e-mail, or face to face discussion and education with the user or users by the appropriate area administrator. 

It may at times be necessary for authorized systems administrators to suspend someone's access to WHCCD electronic resources immediately for violations of this policy, pending interim resolution of the situation.  In the case of continuing violations, suspension of access may be extended until final resolution by the appropriate disciplinary body.

System owners, administrators, or managers may be required to investigate violations of this policy and to ensure compliance.

Interpreting This Policy

As technology evolves, questions will arise about how to interpret the general standards expressed in this policy.  The Director of Information Technology Services shall, after consultation with the Technology Advisory Committee and President’s Council, publish specific rules interpreting this policy.

Waiver

When restrictions in this policy interfere with the educational missions of WHCCD, members of the WHCCD community may request a written waiver from the Chancellor (or designee).

General Standards for the Acceptable Use of Electronic Resources

Failure to uphold the following general standards for the acceptable use of electronic resources constitutes a violation of this policy and may be subject to disciplinary action.

The general standards for the acceptable use of WHCCD electronic resources require:

  • Responsible behavior with respect to the electronic information environment at all times;
  • Behavior consistent with the mission of WHCCD;
  • Respect for the principles of open expression;
  • Compliance with all applicable laws, regulations, and WHCCD policies;
  • Truthfulness and honesty in personal and computer identification;
  • Respect for the rights and property of others, including copyrights, and intellectual property rights;
  • Behavior consistent with the privacy and integrity of electronic networks, electronic data and information, and electronic infrastructure and systems; and
  • Respect for the value and intended use of human and electronic resources. 

Specific Rules Interpreting the Policy on Acceptable Use of Electronic Resources 

  • The following specific rules apply to all users of WHCCD electronic resources.  These rules are not an exhaustive list of proscribed behaviors, but are intended to implement and illustrate the general standards for the acceptable use of WHCCD electronic resources, other relevant WHCCD policies, and applicable laws and regulations. Additional specific rules may be promulgated for the acceptable use of individual computer systems or networks. 

Identification of Users  

  • Anonymous and pseudonymous communications are not permitted within the electronic resources of WHCCD.  When investigating alleged violations of this policy the Director of Information Technology Services may direct an authorized system administrator to attempt to identify the originator of any anonymous/pseudonymous messages and may refer such matters to appropriate disciplinary bodies to prevent further distribution of messages from the same source. 
  • The following activities and behaviors are prohibited:
  • Misrepresentation (including forgery) of the identity of the sender or source of an electronic communication;
  • Acquiring or attempting to acquire passwords of others;
  • Using or attempting to use the computer accounts of others;
  • Alteration of the content of a message originating from another person or computer with intent to deceive; and
  • The unauthorized deletion of another person's files or postings.

Content of Communications 

  • Except as provided by applicable city, state, or federal laws, regulations or other WHCCD policies, the content of electronic communications is not by itself a basis for disciplinary action.
  • Unlawful communications, including threats of violence, pornography, and harassing communications (as defined by law), are prohibited. 
  • The use of WHCCD electronic resources for private business or commercial activities (except where such activities are otherwise permitted or authorized under applicable WHCCD policies), fundraising or advertising on behalf of non-WHCCD organizations, or the reselling of WHCCD electronic resources to non-WHCCD individuals or organizations, and the unauthorized use of the WHCCD name are prohibite
  • A user who harasses or makes defamatory or derogatory remarks shall bear full responsibility for his or her actions.  Further, by using this system users agree that individuals who transmit such remarks shall bear sole responsibility for their actions.  Users agree that WHCCD’s role in managing this system is only as an information carrier and that they will never consider transmission through this system as an endorsement of said transmission by WHCCD.
  • Many of the WHCCD instructional computing systems provide access to outside networks both public and private which furnish electronic mail, information services, bulletin boards, conferences, etc.  Users are advised that WHCCD does not assume responsibility for the contents of any of these outside networks.
  • The user agrees to comply with the acceptable use guidelines for whichever outside networks or services they may access through WHCCD systems.  Further, the user agrees to follow proper etiquette on outside networks.  Documents regarding etiquette are available through specific individual networks.
  • The user agrees never to attempt to transmit, or cause to be transmitted, any message in which the origination is deliberately misleading (except for those outside services which may conceal identities as part of the service).
  • The user agrees that, in the unlikely event that someone does transmit, or cause to be transmitted, a message that is inconsistent with WHCCD policy or with a misleading origination, the person who performed the transmission will be solely accountable for the message, not WHCCD, which is acting solely as the information carrier.

Access to Electronic Resources

  • The following activities and behaviors are prohibited:
  • The use of restricted-access WHCCD electronic resources or electronic information without or beyond one's level of authorization;
  • The interception or attempted interception of communications by parties not explicitly intended to receive them;
  • Making WHCCD electronic resources available to individuals not affiliated with WHCCD without approval of an authorized WHCCD official;
  • Making available any materials the possession or distribution of which is illegal;
  • The unauthorized copying or unauthorized use of licensed computer software;
  • Unauthorized access, possession, or distribution by electronic or any other means, of electronic information or data that is confidential under the WHCCD policies regarding privacy or the confidentiality of student, administrative, personnel, archival, or other records, or as defined by WHCCD policy;
  • Intentionally compromising the privacy or security of electronic information;
  • Intentionally infringing upon the intellectual property rights of others in computer programs or electronic information (including plagiarism and unauthorized use or reproduction).
  • The following activities and behaviors are considered appropriate use:
  • Appropriate uses of WHCCD electronic resources include but are not limited to:
  • Administrative Use (administrators, classified staff, departments):
    • College administrative and business communications and transactions
    • Communication with colleagues and professional organizations and institutions
    • Research tied to WHCCD concerns and interests
  • Educational Use (students)
    • Carrying out course assignments and activities requiring access to and use of WHCCD computing facilities and systems
    • Authorized access to and use of computer programs licensed by WHCCD available on standalone and networked computing stations
    • Authorized access to lab and campus networks to perform and complete required course work for WHCCD courses in which the user is currently enrolled
    • Independent study and research
    • Users agree to follow acceptable use policies established by individual computing labs and network systems and to obey directives issued by authorized college personnel supervising such labs and systems.
  • Instructional Use (faculty):
    • Use in classroom instruction
    • Development of instructional materials
    • Research or other professional activities that fall within the scope of activities protected by academic freedom as defined in Board Policy, the WHCCDFA Agreement, and the Education Code.
    • Communication with colleagues and professional organizations and institutions.

Operational Integrity

  •  The following activities and behaviors are prohibited:
  • Interference with or disruption of the computer or network accounts, services, or equipment of others, including, but not limited to, the propagation of computer "worms" and "viruses", the sending of electronic chain mail, and the inappropriate sending of "broadcast" messages to large numbers of individuals or hosts;
  • Failure to comply with requests from appropriate WHCCD officials to discontinue activities that threaten the operation or integrity of computers, systems or networks, or otherwise violate this policy;
  • Revealing personal passwords or otherwise permitting the use by others (by intent or negligence) of personal accounts for computer and network access;
  • Altering or attempting to alter files or systems without authorization;
  • Unauthorized scanning of networks for security vulnerabilities;
  • Attempting to alter any WHCCD computing or networking components (including, but not limited to, bridges, routers, and hubs) without authorization or beyond one's level of authorization;
  • Unauthorized wiring, including attempts to create unauthorized network connections, or any unauthorized extension or re-transmission of any computer or network services;
  • Intentionally damaging or destroying the integrity of electronic information;
  • Intentionally disrupting the use of electronic networks or information systems;
  • Intentionally wasting human or electronic resources;
  • Negligence leading to the damage of WHCCD electronic information, computing/networking equipment and resources;
  • Deliberately degrading the performance of a computer system;
  • Deliberately depriving authorized personnel of resources or access to any WHCCD system;
  • Unauthorized loading, updating, or removal of software from any WHCCD computer, network or communication component. 

Copyright

  •  Computer software protected by copyright shall not be copied from, into, or by means of WHCCD computing facilities, except as permitted by law or by the contract with the owner of the copyright.  The number of copies and distribution of copies may not be done in such a way that the number of simultaneous users exceeds the number of original copies purchased.  The ITS department is solely authorized to load and maintain software on WHCCD systems. 

Privacy 

  • a.         Electronic mail
  • While reasonable attempts have been made to ensure the privacy of user’s electronic mail, this is no guarantee that electronic mail is private.  The instructional computing systems and/or networks to which they are connected are not necessarily secure. 
  • System administrators will respect user’s privacy to the extent possible, and will not examine mail except in the following circumstances:
  • Investigating an apparent violation of these procedures;
  • Disk capacities are exceeded and user’s mail storage is a contributing factor;
  • Performing any necessary maintenance of the mail system;
  • Forwarding a misdelivered message;
  • Closing an account which contains unread mail;

b.         Other forms of data

Programs and files are confidential unless they have been made available explicitly to other authorized individuals.  WHCCD reserves the right to access all information stored on district computers.  File owners will be notified, in advance, if such notice is practical.  When performing maintenance, every effort will be made to insure the privacy of user’s files.  However, if violations are discovered, they will be reported immediately to the appropriate college official(s).

c.         Privacy and Monitoring

All users of WHCCD computers and networks acknowledge that their usage may be subject to monitoring for the purpose of maintaining the integrity of the system, however, such monitoring will be done by WHCCD solely to investigate security or policy violations at the direction of the Superintendent/President and is not done capriciously.  Monitoring is only done by the Director of ITS.

Censorship

Free expression of ideas is central to the academic process.  WHCCD will not remove any information from individual accounts unless:

  • The presence of the information involves illegality (e.g., copyrighted material, software used in violation of a license agreement).
  • The information in some way endangers electronic resources or the information of other users (e.g., a computer worm, virus, or other destructive program).
  • The information is inappropriate, because it is unrelated to or is inconsistent with the mission of WHCCD, involves the use of pornographic, bigoted, or abusive material on WHCCD resources, or is otherwise not in compliance with the legal and ethical standards as listed in the section on the General Standards for the Acceptable Use of Electronic Resources.

WHCCD may remove from central or desktop computers any information that is inappropriate as defined above.  A review of each case will be made by WHCCD to determine what penalty if any will be dealt to the responsible user.

Nondiscrimination

All users have the right to be free from any conduct connected with the use of WHCCD electronic resources which discriminates against any person on the basis of race, color, national origin, sex, or disability.  Discriminatory conduct includes, but is not limited to, written or graphic conduct that satisfies both the following conditions:

  • harass, denigrates or shows hostility or aversion toward an individual or group based on that person’s gender, race, color, national origin or disability, and
  • has the purpose or effect of creating a hostile, intimidating, or offensive educational environment.

“Harassing conduct” and “hostile educational environment” are defined below. 

“Harassing conduct” includes, but is not limited to, the following: epithets, slurs, negative stereotyping, threatening, intimidating, or hostile acts that relate to race, color, national origin, gender, or disability.  This includes acts that purport to be jokes or pranks but that are hostile or demeaning.

A “hostile educational environment” is established when harassing conduct is sufficiently severe, pervasive, or persistent so as to interfere with or limit the ability of an individual to participate in or benefit from WHCCD electronic resources.

Any user who believes he or she has been subject to discrimination on the basis of race, color, national origin, gender, or disability may inform the system administrator or the WHCCD District Compliance Officer.  Upon receiving any such complaint, WHCCD shall process the complaint in accordance with the WHCCD Discrimination and Grievance Procedures.

Any user who files a complaint or otherwise protests against discrimination has the right to be free from any retaliatory action because of the complaint or protest.  

Any user who protests against discriminatory conduct and who is subsequently subject to retaliatory action because of the protests may file an additional or amended complaint with the system administrator or the WHCCD District Compliance Officer.

Additional Guidelines

System administrators may develop additional, more detailed guidelines as needed for any of the WHCCD electronic resources or systems.  These guidelines will cover such issues as allowable connect time and disk space, handling of unretrievable mail, responsibility for account approval, and other items related to administering the system.                      

Applicable Laws

Computer and network use is also subject to California state and federal laws and regulations. Suspected violations of applicable law are subject to investigation by WHCCD and law enforcement officials.  Some examples of the applicable laws are:

  • Federal Copyright Law: U.S. copyright law grants authors certain exclusive rights of reproduction, adaptation, distribution, performance, display, attribution and integrity to their creations, including works of literature, photographs, music, software, film and video. Violations of copyright laws include, but are not limited to, the making of unauthorized copies of any copyrighted material (such as commercial software, text, graphic images, audio and video recordings) and distributing copyrighted materials over computer networks or through other means.
  • Federal Wire Fraud Law:  Federal law prohibits the use of interstate communications systems (phone, wire, radio, or television transmissions) to further an illegal scheme or to defraud.
  • Federal Computer Fraud and Abuse Law:  Federal law prohibits unauthorized access to, or modification of information in computers containing national defense, banking, or financial information.
  • Federal Child Pornography Laws:  Federal laws prohibit the creation, possession, or distribution of graphic depiction of minors engaged in sexual activity, including computer graphics.  Computers storing such information can be seized as evidence.
  • Pyramid schemes/chain letters:  It is a violation of the Federal Postal Lottery Statute to send chain letters which request sending money or something of value through the U.S. mail. Solicitations through electronic messaging are also illegal, if they require use of U.S. mail for sending money/something of value.
  • Defamation:  Someone may seek civil remedies if they can show that they were clearly identified as the subject of defamatory messages and suffered damages as a consequence. Truth is a defense against charges of defamation.

Acknowledgments

With permission, parts of this policy have been adapted in whole or in part from the following sources:

The ResNet Guide, Information Systems and Computing, the University of Pennsylvania.

Board approval date:  4/21/98


Board Policy 714 Protection of Electronic Resources

The business of the West Hills Community College District (WHCCD) is defined in its Mission Statement:

Mission Statement

The mission of West Hills College is to serve its diverse population by providing high quality
collegiate transfer, occupational, non-credit and basic skills education. We also affirm our
commitment to provide cultural, intellectual and recreational activities to enhance the quality
of life of the people in our communities; economic development activities to revitalize and
facilitate the health of community business and industry; and equal access to opportunities
for people to explore and realize their potential.

In conducting its business, West Hills College (WHC) provides access to a variety of computer networks, systems, and many sources of electronic information databases. 

This policy identifies responsibilities and accountability for the protection of WHC electronic resources including computer hardware, software, data, networks, access, and documentation in use at the West Hills Community College District as it conducts its day-to-day business.

This policy applies to all employees, contractors, consultants, students, temporary employees, visitors, and others having access to hardware, software, media, and/or systems/networks used in WHC's business.

Due to the rapidly changing nature of today’s technology, this technology related policy may need to be revised on a more frequent schedule than most policies. 

1.         Allowable Software on WHC Equipment

WHC uses computer software licensed by or received from a variety of sources in its business.  Only software which falls into one of the following licensing categories may be used on an ongoing basis on equipment which is under the jurisdiction of the West Hills Community College District:

a.         The software or license to use has been purchased by WHC in sufficient quantities to account for one purchase for each machine on which the software is used, and a written record of the purchase and license to use is available in ITS Department files.  “SHAREWARE” software is included in this category.  A definition of “SHAREWARE” software is provided in a later section.

b.         The software is covered by a licensing or textbook publisher agreement between WHC and the software author, vendor, or developer, as applicable; no tenets of the agreement have been violated by the user; and a written copy of the agreement is
available in ITS Department files or in the immediate area where the software is in use.

c.         The software is covered by a “FREEWARE” licensing agreement; no tenets of the agreement have been violated by the user; and a written copy of the agreement is available either in the ITS Department or in the immediate area where the software is used.  A definition of “FREEWARE” software is provided in a later section.

d.         The software has been donated to WHC in accordance with the software license, and a written record of the donation or its acceptance is available in ITS Department files.

e.         The software has been developed or written for use on WHC equipment by a WHC employee under a directed work assignment, an individual or vendor under contract to WHC or other WHC agent, and copyrights and license to use belong to or have been allowed to WHC.  A written record of the agreement is available in ITS Department files.

f.          The software is in the public domain, and documentation exists to substantiate its public domain status.  A written record is available in ITS Department files or in the immediate area of its use.

g.         The software is being reviewed or demonstrated as part of a purchasing or licensing decision, and arrangements for such a review or demonstration have been satisfactorily reached between WHC and the appropriate vendor or representative and this agreement with the specified license period is verifiable by written letter or other communication.

h.         The software is the personal property of a WHC employee, Board of Trustee Member, or employee of the College Foundation, and these procedures and software license requirements have been followed and appropriate documentation and original software media is available in the immediate area of its use and is to be provided if requested.  The district reserves the right to remove the software if:

1.         the software is detrimentally affecting the performance of the district furnished equipment, or

                        2.         the software is being used without the approval of the cognizant Dean, or

3.         the user is unable to provide proof of right to use including original software media.

Nothing in this section is meant to prevent the occasional use of non-WHC licensed software on WHC equipment or premises during a seminar, presentation or similar event and the presenter is assumed to have proper rights to use and the software will be removed from WHC equipment after the event.

2.         Right-To-Use Record Keeping

In order to certify WHC’s right-to-use for software installed on WHC equipment, copies of all software licenses and agreements for WHC licensed software shall be on file at a designated location.

The Information Technology Services Department (ITS) will retain installation instructions, originals of licenses, original software media, and any other item needed to prove ownership or license to use.  These items are to be kept in an orderly manner, in a secure place as part of the business records of WHC.

The ITS department will monitor software use at WHC and insure that all software used in the business of WHC is used in accordance with the terms and conditions of the particular license.

3.         Copies of Software

            According to law, all copies are illegal unless they fall into one of the following categories:

a.         The copy is created as an essential step in the utilization of the computer program in conjunction with a machine and it is used in no other manner.

b.         The copy is for archival purposes only and all archival copies are destroyed when continued possession of the software ceases to be rightful.

            c.         The copy is in compliance with the license agreement.

            Use of software cannot be on more than one machine at a time unless permitted by the terms of the license.

Infringement of the copyright rights of third parties by making or using unlicensed copies can result in liability for damages and/or criminal penalties.

4.         Approval for Purchase or Acquisition of Computer Hardware, Software, or Computer Technology Services

To purchase or otherwise acquire, lease, or rent computer hardware, or software, or to contract for computer technology services for WHC, the requester must obtain the approval of their area manager and submit the purchase requisition or acquisition documents to the ITS department for signature authorization, verification of compatibility with standards, and impact on existing system resources.

The Finance Department will refuse any purchase requisition for computer hardware, software, or services that does not have the signature authorization of the Director of ITS.  Users should contact the ITS department prior to making final selections in order to discuss specific compatibility requirements to insure that their selection will run on WHC

configurations of desktops and networks, that there is no adverse effect on available resources, and that there is no duplication of services resulting from any proposed contract.

Computer hardware, software, or services may not be purchased using company credit cards, petty cash, travel budgets or any other means that circumvents this requirement.  These restrictions are in place to insure that WHC has a complete record of all computer hardware, software, and services that have been purchased or acquired and can register, support, and upgrade such assets accordingly. 

The ITS Department can be contacted to provide price quotes, recommendations, or review of proposals for compatibility with WHC configurations, standards, and impact on computing and support resources.

Any request that the ITS Department feels it cannot accept due to a conflict
with standards or because of a potential adverse affect on existing resources will be discussed with the requester and, if an agreement cannot be reached,
the request will be referred to the Technology Advisory Committee for final disposition.

5.         Delivery and Registration of Computer Hardware and Software

When computer hardware or software is first delivered, it must first be delivered to the ITS Department.  ITS Department personnel will test, inventory, arrange for asset tagging, and then deliver the item to the             requester.  Any required registration of software or warranty will be taken care of by the ITS department.

6.         Installation of Software

After registration requirements have been completed, the software/hardware will be delivered and installed by ITS Department personnel.  Manuals, tutorials and other materials will be delivered to the user.  The original software media will be retained in a safe storage area by ITS.  The ITS Department is not responsible for providing support for user owned software or hardware.

7.         WHC Software on Home Computers

Generally, WHC owned software cannot be taken home and loaded on a user’s home computer if it also resides on a WHC Computer.  If a user is to use software at home, WHC must purchase a separate package and record it as an organization owned asset in use on a user owned computer. 

In some cases, some software companies provide in their license agreements that home use is permitted under certain circumstances.  With the consent and knowledge of WHC this can be arranged.  If a user needs to use software at home, he/she should consult with the ITS Department to determine if the specific license allows for home use.

8.         Shareware and Freeware

Shareware software is copyrighted software that is distributed freely through bulletin boards and on-line services.  It is the policy of WHC to pay shareware authors the fee they specify for use of their products.  Registration of Shareware products are to be handled in the same way as for commercial software.

Freeware software is also copyrighted and subject to the conditions defined by the holder of the copyright.  In general, Freeware software is free and the software license stipulates that you can not modify or extend it and then sell it as commercial or shareware software.  Users of Freeware must keep a copy of the license agreement in the area where the software is used in order to show proof of use.

9.         Penalties and Reprimands

According to the US Copyright Act, illegal reproduction of software is subject to civil damages of as much as $100,000 per title infringed, and criminal penalties, including fines of as much as $250,000 per title infringed, and imprisonment of up to five years.  A WHC user who makes, acquires, or uses unauthorized copies of software will be disciplined as appropriate under the circumstances.  Such discipline may include termination of employment.  WHC does not condone the illegal duplication of software and will not tolerate it.

10.       Software Audit
           
If an audit is performed either by WHC staff, law enforcement officers, or regulatory agencies, the archival records of WHC will be used to prove ownership of specific software products.  If an archival record does not exist for a specific copy of software and the user is unable to provide proof of legal use as stated in this policy, the software will be deleted from the computer storage media and all backup copies will be destroyed.  The software will be kept if WHC or the affected user commits to the purchase of the software within an agreed time frame.

11.       Software Categories and Levels of User Support

Three categories of software are explained in the following paragraphs.  Each has a different level of user support from ITS.

a.         Instructional Software

“Instructional Software” is all software licensed to WHC that is used for  instructional and learning purposes on WHC electronic resources.  This category covers both the student and instructor’s version of software.

Instructional software that is to be installed on a server for use in networked labs, or on the hard disk of a PC in any lab or classroom must be reviewed by the ITS Department.  Forms and procedures are available from the ITS Department. 

The ITS department is solely responsible for the loading, configuration, upgrading, relocating, or removing of  “Instructional Software” on WHC electronic resources.

ITS provides technical support for instructional software installation and upgrades but faculty members are responsible for knowing how to use instructional software.

b.         Standard Suite of Office and Business Software

WHC supports a “Standard Suite of Office and Business Software” licensed to WHC for use by faculty and staff that includes Email, word processing, appointment and meeting scheduler, presentation graphics, Internet browser, remote access utilities and electronic spreadsheets, and business application software.  The standard is in place to promote productivity, reductions in purchase, support and training costs, and consistency and ease of document, communication, and hardware exchange between offices.

The “Standard Suite of Office and Business Software” is loaded on a user’s PC or network. The ITS Department has a list of the “Standard Suite of Office and Business Software”.  From time to time, products will be added, deleted or replaced on the list in response to user requests or as business needs change.

Substitutions to the standard will be treated as “Specialized Software” as explained in the next section.  Substitutions must be approved by the area manager and the Director of ITS.

The ITS Department is solely responsible for the loading, configuration, upgrading, relocating, or removing of the “Standard Suite of Office and Business Software” on a user’s WHC PC or network.

ITS provides technical installation and version upgrade support for the standard suite of office software as well as help desk support.

            c.         Specialized Software

“Specialized Software” is a category to define software licensed to WHC that does not fall into the categories of “Instructional”, or “Standard Suite of Office and Business Software”, “Specialized Software” can be favorite utilities, Freeware, exceptions to the “Standard Suite of Office and Business Software” or other aids that users feel they need. 

All previous policy on the purchase, acquisition and installation of software applies to this category of software.

The “Specialized Software” license must be in the name of WHC and the original disks, installation instructions and proof of license must be provided to ITS.

The ITS department is solely responsible for the loading, configuration, upgrading, relocating, or removing of  “Specialized Software” on a user’s WHC PC or network.

ITS does not provide automatic version upgrades and help desk support for “Specialized Software”.

If the “Specialized Software” interferes with the function of a user’s PC, and ITS cannot resolve the problem, the area manager will be advised of the problem and a recommendation given to outsource the repair or remove the problem software.

If outside sources are used for problem resolution, ITS will arrange for repair but the area manager must authorize a purchase order for the work.

12.       Employee Supplied Software for use on WHC Computers

Employee supplied software for use on WHC electronic equipment is permitted only on the employee’s office work station , on removable media on allowed work stations, or on the employee’s network designated personal work space.  The use of employee supplied software on WHC equipment is subject to all WHC policy on the use and protection of WHC electronic resources.  Employee supplied software is only to be used for work related purposes.  Only WHC employees, Board of Trustee members, and employees of the College Foundation are allowed to load their personal software on WHC computers.  This policy prohibits students from loading their personal software on WHC computers.

Nothing in this section is meant to prevent the occasional use of non-WHC licensed software on WHC equipment or premises during a seminar, presentation or similar event and the presenter is assumed to have proper rights to use and the software will be removed from WHC equipment after the event.

Employees and their software are subject to the following rules of use:

a.         Employee supplied software must be authorized for use by the area manager and written notice given to the ITS department.

b.         Employees are expected to load and support their own software.  WHC does not provide technical support to assist users in loading or solving problems related to their software.

c.         If the employee supplied software interferes with the operation of WHC electronic resources, the area manager will be advised of the problem and a recommendation given to outsource the repair or remove the problem software.

d.         If outside sources are used for problem resolution, ITS will arrange for repair but the area manager must authorize a purchase order for the work.

e.         Employee supplied software is not to be used by others to conduct the business of WHC.

  1. The use of employee supplied software does not obligate WHC to support or

                        depend on its existence in any way.

  1. The ownership of data collected using employee supplied software is subject to

            existing WHC policy.

            h.         WHC is not liable for any damage to the employee’s software.

            i.          The employee may be liable for any damage done to WHC electronic resources by
                        the use of their software.

  1. No employee supplied software is to be used as a replacement for WHC supplied

            software.

  1. The employee is expected to abide by the copyright provisions of the software

he/she uses and is subject to the same proof of ownership and copyright policies applied to WHC software including periodic audits.

  1. Ownership of property developed using employee supplied software on WHC

            equipment is subject to WHC policies or other agreements or contracts on this
            subject.

  1. No employee software is allowed that is intended to be shared in a multi-user

            networked environment without approval from the ITS department.

13.       Employee Supplied Hardware

In general, only hardware owned, leased, or rented by WHC can be used at WHC locations to conduct WHC business.  If authorized by the area manager, an employee may use their personal computer and or peripherals at WHC locations for work related purposes subject to the following rules of use:

  1. Employee supplied hardware must be approved by the area manager and written

            notice given to the ITS Department.

  1. Employees are expected to install and support their own hardware.  WHC does not

provide technical support to assist users install or solve problems related to their hardware.

  1. If the employee supplied hardware interferes with the operation of WHC electronic

resources, the area manager will be advised of the problem and a recommendation given to outsource for a solution or remove the problem hardware.

            d.         If outside sources are used for problem resolution, ITS will arrange for repair but the
                        area manager must authorize a purchase order for the work.

            e.         Employee supplied hardware is not to be used by others to conduct the business of
            WHC.

            f.          The use of employee supplied hardware does not obligate WHC to support or
                        depend on its existence in any way.

            g.         Ownership of data collected using employee supplied hardware is subject to existing
            WHC policy.

            h.         WHC is not liable for any damage to the employee’s hardware.

            i.          The employee may be liable for any damage done to WHC electronic resources by
                        the use of their hardware.

  1. Ownership of property developed using employee supplied hardware at WHC

            business locations is subject to WHC policies or other agreements or contracts on
            this subject.

  1. No employee hardware is allowed that is intended to be shared in a multi-user

                        networked environment.

  1. No WHC licensed  software can be loaded on employee equipment unless the

software has been purchased specifically for that use and the area manager has approved its installation.

  1. Approval to connect employee computer equipment to the WHC network is

            required from the area manager and the ITS Department and is at the employee’s
            expense for any software, hardware or facility changes needed.

  1. The employee is expected to abide by the copyright provisions of the software

he/she runs on his/her computer and is subject to the same proof of ownership and copyright policies applied to WHC equipment, including periodic audits.

14.       Unauthorized Hardware

Computer or network hardware installed on WHC electronic resources is deemed to be unauthorized if the ITS Department has no record of its installation or use, or has no record of its purchase and/or license to use.  Approval to connect to and access the electronic resources of WHC is always required from the area manager and the ITS Department.  Discrepancies will be reported to the area manager and arrangements to comply with these procedures will be made.

 

15.       Standard Configurations and Access Security

The ITS department is solely responsible for specifying, managing, installing, and maintaining the hardware, operating systems, related operating system utilities, permanent configurations, and access security of WHC networks, servers, computing lab workstations, office personal computers, laptops, and main business system computers.

It is recognized that configurations on workstations in labs may be changed as a result of class assignments but the workstation must always revert back to standard configuration at the end of the class.  It is the responsibility of classroom instructors to ensure that steps are taken to reset configurations to the standard in time for the next period of instruction in the classroom.

Users of WHC electronic resources may not assign any security passwords or any restriction that prevents ITS from servicing the equipment or from having access.  Users who have a need for restricting access to their office computers should contact the ITS department for a recommendation.

16.       Protection of Hardware, Software, and Data

All users of WHC electronic resources are expected to exercise proper care in using these resources.

  1. All serial numbers or other identifiers assigned to or placed on computer hardware

or software by WHC should not be removed, modified, covered, or obliterated; serial numbers or identifiers should be requested for all WHC computer hardware or software without such.

  1. Any malfunction, damage, theft, suspicious or unusual events, misuse, loss,

tampering, unauthorized access or use, or conditions affecting security, relating to computer hardware, networks, software, or data should be promptly reported to the Information Technology
                        Services Department.

  1. WHC computer hardware or software should not be loaned or delivered for off-site

use to consultants, part-time employees, temporary employees, or third parties for use, service, repair or maintenance, without authorization from the ITS Department.

            d.         Media containing data should not be loaned or delivered for off site use to
consultants, part-time employees, temporary employees, or third parties for use, service, repair, or maintenance, without protecting the confidential or proprietary information of WHC.

            e.         Computer or network hardware or software used in the business of WHC cannot be
installed, modified, upgraded, transferred (including sold, leased, junked, or donated), relocated, or removed, nor can multi-users be added to any multi-user capability, without authorization from the ITS Department.

  1. Where use of any computer or network hardware or software will be or has been

            discontinued or abandoned, the ITS Department should be notified.

  1. All computer or network hardware, software, data, and documentation used in the

business of WHC are required to be made available to the ITS Department and auditors of WHC for periodic inventories and audits.

  1. From time to time, the ITS Department will provide a list of equipment to the WHC

District Board of Trustees for disposal due to obsolescence or when the cost to repair exceeds its useful value or cost to replace.  The disposal method will be indicated by the ITS Department and may include destruction and disposal, shipment to a recycler or non-profit repair center, or donation to a public agency.  In no case will equipment be given away or sold to employees or the general public unless specifically requested at the time the list is presented to the board.

17.       Computer Log-On IDs, Passwords, and Access Codes

  1. Computer log-on IDs, passwords, and network access codes including telephone

numbers to WHC systems can only be authorized and assigned by the Director of ITS.  The Director of ITS may delegate this authority to members of the ITS staff as needed.  These IDs and access codes are confidential and proprietary to WHC.  They should be kept in a confidential and secure place, and should not be disclosed, accessible, or available to any unauthorized persons (including third parties) under any circumstances whatsoever.  The ITS Department should be consulted with respect to WHC's procedures regarding selection and use of access codes.  All users who have access to WHC electronic resources must sign a copy of this policy and agree to comply with its provisions and with other related WHC polices.

            b.         From time to time and on a temporary or emergency basis only, an authorized user
may log on to a WHC computer network and allow someone else to use the system for WHC business if authorized by the area manager.  This provision is made to enable the business of WHC to continue uninterrupted under exceptional circumstances and is not intended to provide a means to circumvent the requirement that all users of WHC computer network have their own log on IDs and access codes.

            c.         At the discretion of the Director of ITS, a group of employees may be given a
common log on ID and access code.  Each member of the group must be registered and all of the sections of this policy apply to each member of the group.

            d.         Unless specifically authorized via the log on ID and access codes, it is prohibited for
anyone to monitor, intercept, access, copy, and/or use any computerized, confidential, or proprietary information stored or transmitted by WHC.

            e.         No one may engage in activities designed to disrupt the security of the WHC
network.  In addition, no one, unless authorized, may engage in any activity designed to intercept or interrupt the network traffic of other users.

            f.          The use of network based games employing broadcast transmission (such as multi-
user DOOM, DESCENT etc.) is prohibited.  The use of the Internet for recreational use has the lowest priority level of use of WHC network resources and may be prohibited in general by the area manager, in specific cases by the area manager, or by a recommendation by the ITS Department in general, or in specific cases by recommendations by the ITS Department to area managers.  The use of the Internet for recreational use involving audio and video in non-instructional settings are specific cases that are prohibited due to the high resources usage of that media.

            g.         The priority of academic uses of the network will be respected and any use of the
network that disrupts the use of the network will be investigated and offending users will be requested to stop such     activity.

18.       Confidentiality of Data

All memory media (whether hard disc, floppy disc, tapes, CD ROM, memory chips or boards, or otherwise) owned by or used by WHC containing information or data of WHC, is confidential and proprietary to WHC, and should be maintained in confidence as such, should not be disclosed to third parties, and should be used only for the business of WHC.  The ITS Department can advise users on procedures to dispose of media and/or remove all data before media is destroyed or disposed of.  Legal counsel for WHC can advise with respect to securing nondisclosure agreements from third parties.

19.       Protection of Personal Computers and Personal Computer Data

  1. It is the responsibility of the user of WHC systems to understand and perform the

proper procedure for identification, storage, protection, and backup of personal computer files residing on the local hard disk of personal computers in order to reduce the risk of "lost" data.  It is recommended that all data be stored in identifiable folders instead of storing files under default folders.  This makes it easier to save data files to backup media.  Assistance and instructions for proper backup is available from the ITS Department.

  1. Infection of WHC computer resources by a computer virus is possible through

bulletin boards, dial up technology services, demo software copies, and floppy discs.  It is the responsibility of the user of WHC systems to understand the danger of computer viruses and take measures to protect WHC's electronic resources from loss due to viruses.  Assistance and further instructions on virus protection is available from the ITS Department.

  1. All computer/network software, hardware, data, and related documentation issued to

a WHC employee must be audited for completeness by the ITS Department at the time an employee leaves employment, the contract ends, or when the job assignment changes in such a way that the assigned items are no longer needed.

20.       Waivers to this Policy

When restrictions in this item interfere with official programs or if it is in the interests of WHC to delegate responsibility, a written waiver may be given by the Director of ITS to allow others to load, upgrade, move, or remove specific software on specified equipment.  This waiver, if given, is revocable at any time that conditions no longer warrant the waiver.  The requirement to submit ownership, copyright records, load instructions, and original media to ITS is not waived.

21.       Summary

The foregoing are in addition to other policies and procedures of WHC applicable to computer/network hardware, software, media, and/or electronic resources which are required to be observed and may be amended and updated from time to time by WHC.

Each person with access to WHC electronic resources is responsible for their appropriate use and by their use agrees to comply with all applicable WHC policies and regulations, as well as with the acceptable use policies of affiliated networks and systems.

Board approval date:  6/16/98


Protection of Electronic Resources

 

I understand and agree to comply with the West Hills Community College District Policy on Protection of Electronic Resources. 

I also understand that by using the electronic resources of the West Hills Community College District that I agree to comply with all applicable WHC policies and regulations, and with applicable city, state and federal laws and regulations, as well as with the acceptable use policies of affiliated networks and systems.

I have been given a copy of this policy and the West Hills Community College District Policy on Acceptable Use of Electronic Resources.

 

Employee Signature:  ______________________________ Date:  ____________________

Printed Name:  __________________________________

Log On IDs and Access Codes Authorized by the Director of ITS:

 

_______________________________________________  Date:  ____________________

Log On ID(s):  _____________________________

                         _____________________________