Policies & Procedures

Revised September 13, 2013

Principles

The Southeastern Oklahoma State University (Southeastern) computing facilities are designed to support the research, teaching, and related activities of the Southeastern community. These facilities include communication features that offer many opportunities for members of the Southeastern community to share information among themselves and with outside collaborators. With the ability to share comes the responsibility to use the system in a responsible, ethical, professional, and lawful way. Universities value communication of ideas, including those new and controversial; thus, the intention of Southeastern is to maximize freedom of communication for purposes that further the goals of Southeastern. Misuse by even a few individuals has the potential to disrupt the academic and research work of faculty and students and University business.

Southeastern does not guarantee the privacy of computer files or data, and no user may have an expectation of privacy in such files or data. Southeastern will attempt to ensure that academic records and personnel files will be released only with the written permission of the individual involved or as otherwise provided by law. Academic records will be maintained in accordance with the Family Educational Rights and Privacy Act of 1974 (PL 98-380 p571) and the Oklahoma Open Records Act (51 Okla. Stat. §24A.16). It is also the intent of Southeastern to conform to the Electronic Communications Privacy Act (18 USC 2510-2521; 2701-2710).

A person in violation of this policy may be subject to administrative action, with a penalty of a fine, restitution for services used, loss of computer privileges, termination of employment, or expulsion from the University. Some actions covered by this policy are also covered by Southeastern regulations or policies, the violation of which could lead to disciplinary proceedings. Some actions covered by this policy are also covered by city, state, or federal law, the violation of which could lead to civil or criminal prosecution.

Intended Use

The hardware available to Southeastern and the software licensed for that hardware are intended for research and educational use by faculty, staff, and students of Southeastern. Use of Southeastern resources by anyone outside Southeastern requires approval of the Executive Director of IT/CIO (or designee). Personal use of Southeastern resources is prohibited. Computer accounts will be given to all approved users. Network Operations and Administrative Computing employ passwords associated with user accounts. These passwords are critical to the security of the user‘s account, as well as the integrity of the campus computing environment as a whole. Each user is responsible for keeping his or her account secure and password confidential.

Disclaimer

Southeastern accepts no responsibility for any damage to or loss of data arising directly or indirectly from the use of these facilities or for any consequential loss or damage. Southeastern makes no warranty, expressed or implied, regarding the computing services offered or their fitness for any particular purpose.

Southeastern does not guarantee the confidentiality or privacy of electronic messages and makes no promises regarding their security. Users of electronic mail systems should be aware that electronic mail in its present form cannot be secured and is, therefore, extremely vulnerable to unauthorized access and modification.

In cases of system failure and subsequent repair, or where there is reason to believe there has been unauthorized use or misuse of computer resources, Southeastern shall have the authority and right to review user accounts, archival tapes, disks, or other storage space in accordance with The Electronic Communications Privacy Act.

General User Policies

A user of Southeastern Information Technology Resources shall obey the following policies:

    1. Obtain necessary accounts and passwords and be responsible for maintaining the security of all those accounts on Southeastern‘s information technology systems.
    2. Users of Southeastern administrative computer resources must have a signed request form on file.
    3. Users may not authorize anyone to use any of their accounts for any reason. Users are responsible for all usage on their accounts. Users must take all reasonable precautions, including password maintenance and file protection measures, to prevent use of their accounts by unauthorized users. Users are not to provide others with access to any Southeastern information technology resources.
    4. Users may not impersonate or misrepresent another user‘s computer account or email user name.
    5. Accessing or attempting to gain unauthorized access into any account to use, read, transfer, or change contents in any way of another user‘s account will be viewed as theft of Southeastern resources and as computer fraud.
    6. Because many of the technological resources of Southeastern are shared, the use of such resources for endeavors not directly related to enhancing and facilitating instruction and scholarly research activities will be considered secondary activities. Should such secondary activities interfere in any way with the primary activities of instruction and research, they may be terminated immediately.
    7. Access to Southeastern computer resources must not be abused either by attempting to harm the systems or by stealing copyrighted/licensed software or by installing software Southeastern does not have the right to install. Software may not be installed in the computer labs unless Southeastern is the authorized owner or authorized user and permission is granted by the lab manager. Federal Copyright Laws must not be violated by downloading copyrighted audio, video, graphics, or text materials from the Internet without proof of proper licensing arrangements. Attempting to gain unauthorized access to any information technology resource or alteration of system hardware or software configurations is prohibited.
    8. Information technology resources are not to be used for profit or commercial activity of any kind or for solicitations on behalf of persons, groups, organizations, etc. that are not related to Southeastern.
    9. Southeastern‘s information technology resources shall not be used to violate any Southeastern policies; city, state, or federal laws; or contracts and agreements entered into by Southeastern.
    10. Non-portable computer equipment is not to be removed from campus without written approval from the Executive Director of Information Technology/CIO (or designee).
    11. Using computing resources to interfere with the normal operation of university computing systems and connected networks including, but not limited to, introducing viruses, flooding the network with messages, sending chain letters, downloading or transferring excessively large files, or unfairly monopolizing resources that results in the exclusion of others in such a way that it causes disruption in instruction or computer labs or exploits network security and/or other vulnerabilities is prohibited. Intentionally causing any damage to any equipment is prohibited.
    12. The creating, displaying, posting, or transmitting of any unlawful, threatening, abusive, fraudulent, hateful, defamatory, racist, sexist, obscene or pornographic, harassing, or offensive language, images and/or materials is not permitted. Harassment or stalking, whether it be physical, verbal, electronic, or any other form of abuse, will not be tolerated.
    13. Accidental damage, or damage caused by other parties, must be reported as soon as possible so that corrective action may be taken.
    14. If a user identifies a potential security problem, the problem must be reported to the Help Desk immediately and must not be discussed with any other party.
    15. No food, drinks, or tobacco products will be allowed in the computer labs.
    16. Disturbing others in the computer labs will not be allowed.
    17. Adhere to OneNet Acceptable Use Policy.
      1. The use of Southeastern‘s information technology resources indicates acceptance of these General User Policies of Southeastern and OneNet‘s policies.
      2. The use of a personally owned computer that is on the Southeastern network obligates the owner to comply with these General User Policies of Southeastern and OneNet.
    18. The above is a representative set of rules and guidelines. Any individual whose conduct violates the above guidelines or is not consistent with what is expected of a competent computer user will be subject to the following actions:
      1. The account will be immediately deactivated.
      2. The appropriate administrative authorities (Southeastern, state, or federal) will be informed.
      3. The appropriate administrative authorities will act. Actions taken by the administrative authorities will depend on the severity of the computer abuse. The Southeastern Code of Student Conduct, Administrative Policies and Procedures Manual and the Academic Policies and Procedures Manual, as well as state and federal laws, will be used in determining appropriate sanctions.
    19. As the information technology environment and laws change, the General User Policies may be modified or amended. Notice of any such modifications or amendments shall be provided by email to users and will be posted in the computer labs and on the Office of Information Technology web pages. Users are responsible for keeping informed of the current policies. Questions about these policies should be directed to the Executive Director of Information Technology/CIO.
    20. Acceptable uses of the computing resources at Southeastern in priority order:
      1. Instructional use relative to Southeastern classes
      2. Faculty and Student Research
      3. Class Assignments
      4. Official work of students, faculty, administration, and staff, recognized student and campus organizations, and agencies of Southeastern

Wireless Network

Southeastern offers wireless network access in most areas on campus to Southeastern constituents including faculty, staff, students, and visitors. All wireless users must be authenticated. Faculty, staff, and students will be able to login to the wireless network using their Southeastern account username and password. Visitors will need to inquire of their event sponsor to obtain login credentials to the wireless network. Event sponsors should contact the helpdesk in advance of an event for assistance with obtaining temporary wireless login credentials for visitors.

System Quotas

Information Technology departments shall have the authority to implement quotas to fairly distribute resources among users. This will include but may not be limited to network storage space, email stores, and web site storage space.

Remote Access

Information Technology departments shall have the authority to approve, block, and regulate methods of remote access that connect to Southeastern computing resources. This will include but may not be limited to managing secure virtual private network (VPN) access. All access to Southeastern resources from remote sources is subject to Southeastern’s Computer Policies and Procedures.

Physical Access to Computing Facilities

Information Technology departments shall have the authority to approve, block, and regulate access to Southeastern’s secure computing facilities and computing infrastructure.

1.As the information technology environment and laws change, the General User Policies may be modified or amended. Notice of any such modifications or amendments shall be provided by email to users and will be posted in the computer labs and on the Office of Information Technology web pages. Users are responsible for keeping informed of the current policies. Questions about these policies should be directed to the Executive Director of Information Technology/CIO.

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