Southeastern Oklahoma State University

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Computer Policies & Procedures

Approved by the President September 9, 2003

Principles

The Southeastern Oklahoma State University (SOSU) computing facilities are designed to support the research, teaching, and related activities of the SOSU community. These facilities include communication features that offer many opportunities for members of the SOSU 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 SOSU is to maximize freedom of communication for purposes that further the goals of SOSU. Misuse by even a few individuals has the potential to disrupt the academic and research work of faculty and students and University business.

The policy of SOSU recognizes an individual‘s right to privacy and intends to preserve the privacy of all data on each individual at SOSU. Academic records and personnel files will be released only with the written permission of the individual involved. All academic records will be kept confidential in accordance with the Family Educational Rights and Privacy Act of 1974 (PL 98-380 p571) and the Oklahoma Open Records Act. It is also the intent of SOSU to preserve the privacy of all forms of communication in accordance with 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, or dismissal from the University. Some actions covered by this policy are also covered by SOSU 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 SOSU and the software licensed for that hardware are intended for research and educational use by faculty, staff, and students of SOSU. Use of SOSU resources by anyone outside SOSU requires approval of the President (or designee). Personal use of SOSU resources is prohibited. Computer accounts will be given to all approved users. In order to ensure privacy for all 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

SOSU 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. SOSU makes no warranty, expressed or implied, regarding the computing services offered or their fitness for any particular purpose.

SOSU cannot 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.

SOSU does not routinely review users’ files, including email. 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, SOSU shall have the authority and right to review user accounts, archival tapes, or disks in accordance with The Electronic Communications Privacy Act.

General User Policies

A user of SOSU 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 SOSU‘s information technology systems.
  2. Users of SOSU 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 SOSU information technology resources.
  4. Users may not impersonate or misrepresent another user‘s computer account or email user name.
  5. Files owned by individual users are to be considered as private, whether or not they are accessible by other users. The 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 SOSU resources and as computer fraud.
  6. Because many of the technological resources of SOSU 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 SOSU computer resources must not be abused either by attempting to harm the systems or by stealing copyrighted/licensed software or by installing unlicensed software. Software may not be installed in the computer labs unless SOSU is the authorized owner 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 groups, organizations, etc. that are not related to SOSU.
  9. SOSU‘s information technology resources will not be used to violate any SOSU policies; city, state, or federal laws; or contracts and agreements entered into by SOSU.
  10. Non-portable computer equipment is not to be removed from campus without written approval from the Vice President for Academic Affairs (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, should be reported as soon as possible so that corrective action may be taken.
  14. If a user identifies a potential security problem, the problem should be reported to the Help Desk immediately and should 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 SOSU‘s information technology resources indicates acceptance of these General User Policies of SOSU and OneNet‘s policies.
    2. The use of a personally-owned computer that is on the SOSU network obligates the owner to comply with these General User Policies of SOSU 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 (SOSU, 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 SOSU 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 Assistant Vice President for Information Technology.
  20. Acceptable uses of the computing resources at SOSU in priority order:
    1. Instructional use relative to SOSU 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 SOSU
    5. Electronic communication that supports instruction, research, or official work of students, faculty, administration, and staff
    6. Secondary usage by authorized users that is not directly related to instruction that does not interrupt or diminish access to resources for instruction and/or research