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Louisiana College Technology Use Policy

Louisiana College

Network, Email, and Internet Usage Policy


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      • COMPUTER,


This document
constitutes a campus-wide policy intended to allow for the proper use of all
Louisiana College computing and network resources, effective protection of
individual users, equitable access, and proper management of those resources.
This should be taken in the broadest possible sense. This policy applies to
Louisiana College network usage even in situations where it would not apply
to the computer(s) in use. These guidelines are intended to supplement, not
replace, any and all existing laws, regulations, agreements, and contracts
which currently apply to these services.

campus departments
may add, with the approval of the department head, individual guidelines which
supplement, but do not relax, this policy. In such cases, the department head
should inform their users and the Director of Finance and the Department of
Information Systems prior to implementation.

Access to networks
and computer systems owned or operated by Louisiana College imposes certain
responsibilities and obligations and is granted subject to campus policies and
local, state, and federal laws. Appropriate use should always be legal,
ethical, reflect business honesty, reflect community standards, and show
restraint in the consumption of shared resources.

Appropriate use of
computing and networking resources includes instruction; independent study;
authorized research; independent research; communications; and official work
of the offices, units, departments, recognized campus organizations, and
agencies of the campus.


Communication Systems gives employees a useful way to exchange ideas, share
files, and keep in touch with colleagues and is a valuable asset. Messages
sent and received throughout the campus and World Wide Web, like memos, purchase
orders, letters, and other documents created by employees on campus equipment,
software, or resources, during the course of their workday, are the property
of Louisiana College. This policy explains rules governing the
appropriate use of electronic resources and sets out the campus's right to
access any and all messages, files, or data on the network, workstation, or
removable media.


Louisiana College provides access to the vast information resources of the Internet
to help you do your job and be well-informed. The facilities that provide
access represent a considerable commitment of resources for
telecommunications, networking, software, storage, etc. This Computer,
Network, Email, and Internet usage policy is designed to help you understand
Louisiana College's expectations for the use of those resources in the particular conditions
of the Internet, and to help you use those resources wisely.

While we have set
forth explicit requirements for Computer, Network, Email, and Internet usage
below, Louisiana College would like to start by describing our Internet usage philosophy.
First and foremost, the Internet for this college is a business tool, provided
to you at significant cost. That means we expect you to use your Internet
access primarily for business-related purposes, i.e., to communicate with
customers, students, and suppliers, to research relevant topics and obtain useful
business and education information (except as outlined below). Louisiana College insists that you conduct
yourself honestly and appropriately on the Internet, and respect the
copyrights, software licensing rules, property rights, privacy and
prerogatives of others, just as you would in any other business dealings. If
you are unsure about what these particular rights and rules are, please refer
to the publisher of the textbook materials for copyright questions and any questions
pertaining to software furnished by those companies. Questions pertaining to Louisiana
College software may be directed to the Louisiana College Office of Information Technology. To
be absolutely clear on this point, all existing college policies for students and employees apply to your
conduct on the Internet, especially (but not exclusively) those that deal with
intellectual property protection, privacy, misuse of campus resources, sexual
harassment, information and data security, and confidentiality. These policies
may be found in the student handbook or the employee policy manual.

Unnecessary or
unauthorized Internet usage causes network and server congestion. It slows
other users, takes away from work time, consumes supplies, and ties up
printers and other shared resources. Unlawful Internet usage may also garner
negative publicity for the college and expose the college to significant legal

The chats,
newsgroups and e-mail on the Internet give each individual Internet user an
immense and unprecedented reach to propagate campus messages and tell our
business story. Because of that power we must take special care to maintain
the clarity, consistency and integrity of the campus's corporate image and
posture. Anything any one employee writes in the course of acting for the campus
on the Internet could be taken as representing the campus's corporate posture.
That is why we expect you to forego a measure of your individual freedom when
you participate in chats or newsgroups on campus time, as outlined below.

While our direct
connection to the Internet offers a cornucopia of potential benefits, it can
also open the door to some significant risks to our data and systems if we do
not follow appropriate security discipline. As presented in greater detail
below, that may mean preventing machines with sensitive data or applications
from connecting to the Internet entirely, or it may mean that certain users
must be prevented from using certain Internet features like file transfers.
The overriding principle is that security is to be everyone's first concern.
campus employees can be held accountable for any breaches of security or

Certain terms in
this policy should be understood expansively to include related concepts.
"campus" includes our employees, affiliates, subsidiaries,
departments, and branches. "Document" covers any kind of
file that can be read on a computer screen as if it were a printed page,
including HTML files read in an Internet browser, any file meant
to be accessed by a word processing or desk-top publishing program or its
viewer, or the files prepared for the Adobe Acrobat reader and other
electronic publishing tools. "Graphics" includes photographs,
pictures, animations, movies, or drawings. "Display" includes
monitors, flat-panel active or passive matrix displays, monochrome LCDs,
projectors, televisions and virtual-reality tools.

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Authorized use of
Louisiana College-owned or operated computing and network resources is use
consistent with the education, research, and service work of the campus, and
consistent with this policy.


Authorized users
are: (1) current Administration, staff, and employees of the campus; (2) others
whose access furthers the mission of the Louisiana College and whose usage
does not interfere with other users' access to resources.

In addition, a user
must be specifically authorized to use a particular computing or network
resource by the campus department responsible for operating the resource.

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It is the following
individual privileges, all of which are currently existent at
Louisiana College, that empower each of us to be productive employees of
Louisiana College. It must be understood that privileges are conditioned upon
acceptance of the accompanying responsibilities.


To the greatest
extent possible in a public setting we want to preserve the individual's
privacy. Electronic and other technological methods must not be used to
infringe upon privacy. However, users must recognize that Louisiana College
computer systems and networks are public, the property of the campus of
Louisiana College, and as such are subject to the Open Records Act. Users, thus,
should utilize such systems at their own risk, and with the awareness that
campus computing resources are not to be treated in the same way as one's
personal computing resources.

of expression

The constitutional
right to freedom of speech applies to all members of the college no matter the
medium used.

of intellectual works

All forms of data
either stored or transmitted on or with college computers, networks, or resources
are the property of the Louisiana College. People creating intellectual works
using Louisiana College computers or networks, including but not limited to
software, should consult the Louisiana College Department of Information
Systems, and any related Louisiana College policies (for more information,
contact the Office of Human Resources).

from harassment and undesired information

All members of the
campus have the right not to be harassed by computer or network usage by
others. (See


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Just as certain
privileges are given to each member of the campus, each of us are held
accountable for our actions as a condition of continued membership in the
network. The interplay of privileges and responsibilities within each
individual situation and across campus engenders the trust and intellectual
freedom that form the heart of our community. This trust and freedom are
grounded on each person's developing the skills necessary to be an active and
contributing employee and/or student of Louisiana College. These skills include an awareness and
knowledge about information and the technology used to process, store, and
transmit it.

courtesy and respect for rights of others

You are responsible
to all other network users of the campus in many ways, including to respect and
value the rights of privacy for all, to recognize and respect the diversity of
the population and opinion in the community, to behave ethically, and to
comply with all legal restrictions regarding the use of information that is
the property of others.

of information

Files of personal
information, including programs, no matter on what medium they are stored or
transmitted, may be subject to the Open Records Act if stored on campus of
Louisiana College computers or storage systems. That fact notwithstanding, no one should look at, copy,
alter, or destroy anyone elses personal files without explicit permission
(unless authorized or required to do so by law or regulation). Simply being
able to access a file or other information does not imply permission to do so.


People creating
intellectual works using Louisiana College computers or networks, including
but not limited to software, should consult the Louisiana College Department
of Information Systems, and any related Louisiana College policies (for more
information, contact the Office of Human Resources).


No member of the
community may, under any circumstances, use Louisiana College's computers or
networks to libel, slander, or harass any other person.

The following shall constitute
Computer Harassment:

          1. Intentionally
            using the computer to annoy, harass, terrify, intimidate, threaten,
            offend or bother another person by conveying obscene language,
            pictures, or other materials or threats of bodily harm to the
            recipient or the recipient's immediate family.

          2. Intentionally
            using the computer to contact another person repeatedly with the
            intent to annoy, harass, or bother, whether or not any actual
            message is communicated, and/or where no purpose of legitimate
            communication exists, and where the recipient has expressed a desire
            for the communication to cease.

          3. Intentionally
            using the computer to contact another person repeatedly regarding a
            matter for which one does not have a legal right to communicate,
            once the recipient has provided reasonable notice that he or she
            desires such communication to cease (such as debt collection).

          4. Intentionally
            using the computer to disrupt or damage the academic, business,
            research, administrative, or related pursuits of another.

          5. Intentionally
            using the computer to invade the privacy, academic or otherwise, of
            another or the threatened invasion of the privacy of another.


use of resources

Louisiana College employees and students are
responsible for knowing what information resources (including networks) are
available, remembering that the employees and students of the Louisiana College share
them. Therefore it is imperitive that one refrains from all acts that waste or prevent others from using
these resources or from using them in whatever ways have been proscribed by
the campus and the laws of the State and Federal governments. Details regarding
available resources are available in many ways, including the
Office of Information Technology, attending the Office of Information Technology
workshops, conferring with other users, examining on-line and printed
references maintained by the IT Department and others, consulting the Department of
Information Systems, and contacting the Help Desk by telephone or


Recreational game playing, that is not part of an authorized and assigned
research or instructional activity, is not tolerated. College computing and
network services are not to be used for extensive or competitive recreational
game playing.


It is the
responsibility of Louisiana College employees and students to be aware of the potential for and possible effects of
manipulating information, especially in electronic form, to understand the
changeable nature of electronically stored information, and to verify the
integrity and completeness of information that you compile or use. Do not
depend on information or communications to be correct when they appear
contrary to your expectations; verify it with the person who you believe
originated the message or data.

of desktop systems

Louisiana College employees, including student workers, are
responsible in coordination with your Department Head for the security and
integrity of campus information stored on your personal desktop system. This
responsibility includes making regular disk backups, controlling physical and
network access to the machine, and using the available virus protection
software. Avoid storing passwords or other information that can be used to
gain access to other campus computing resources.

and Electronic Communications

to Employee Email

Employees should
not have any expectation of privacy with respect to messages or files sent,
received, or stored on the campus's network or computers. Messages and files,
like other types of correspondence and campus documents, can be accessed and
read by authorized employees or authorized individuals outside the company.
Authorized access to employees electronic communications by other employees or
authorized individual includes, but is not limited to, the following:

Access by the Information
Systems Administration staff during the course of system maintenance or

Access approved by the
employee, the employee's supervisor, or office of the President when there is an
urgent business reason to access the employee's mailbox.

Access approved by the
employee's supervisor, the campus's Personnel Department, or the office of the President when there is reason to believe the employee is using the communication
system in violation of the campus's policy; and

Access approved by the campus's
Personnel Department or Legal Office in response to the campus's receipt of a
court order or request from law enforcement officials for disclosure of an
employee's email messages.

The system should
not be used to communicate sensitive or confidential information. Employees
should appreciate that an electronic message might be disclosed to or read by
individuals other than the intended recipient(s), since the message can easily
be forwarded to other individuals. In addition, while the campus endeavors to
maintain the reliability of its electronic Communication system, employees
should be aware that a variety of human and system errors have the potential
to cause inadvertent or accidental disclosure of electronic messages. Such
disclosures would result in a violation of the Family Education Rights and
Privacy Act (FERPA).

to facilities, resources, and information

of access

accounts, passwords, and other types of authorization are assigned to
individual users and must not be shared with others unless urgent
circumstances arise or prompted by a court order. Users should Change your
password immediately after the disclosure to another party. 
You as a user are responsible for any use of your account.

unauthorized access

Users may not run
or otherwise configure software or hardware to intentionally allow access by
unauthorized users. (See

of privileged access

Special access to
information or other special computing privileges are to be used in
performance of official duties only. Information that you obtain through
special privileges is to be treated as private.

of access

Employees: When you cease
being an employee of the Louisiana College (disciplinary leave or terminate
employment), or if you are assigned a new position and/or responsibilities
within the campus, your access authorization must be reviewed. Upon receipt of your resignation or
termination of employment you will have access to your email for only 30 days. After 30 days your
email account will be deleted from our email system. When assigned a new position and/or
responsibilities, you must not use facilities, accounts, access codes, privileges, or information
for which you are not authorized in your new circumstances.

Department Heads, Division Heads, or Human Resources need to notify Information Technology of
all position status change that may result in any security changes (i.e. terminations, position
and/or, job role changes).

to circumvent security

Users are
prohibited from attempting to circumvent or subvert any system's security
measures. This section does not prohibit use of security tools by system
administration personnel.

access control information

Louisiana College employees and students are
prohibited from using any computer program or device to intercept or decode
passwords or similar access control information.

of service

attempts to degrade the performance of a computer system or network or to
deprive authorized personnel of resources or access to any campus computer
system or network are prohibited.


The following
harmful activities are prohibited: creating or propagating viruses; disrupting
services; damaging files; intentional destruction of or damage to equipment,
software, or data belonging to Louisiana College or other users; and the


Users may not:

install non-approved computer or network systems

damage computer systems

obtain extra resources not
authorized to you

deprive another user of
authorized resources

gain unauthorized access to

by using
knowledge of:

a special password

loopholes in computer security

another user's password

access abilities used
during a previous position at the campus unless authorized


Users may not use
computing resources for unauthorized monitoring of electronic communications.


You should always
use computing resources in accordance with the high ethical standards of the
Louisiana College. Dishonesty (plagiarism, stealing, etc.) is a violation of
those standards.

of copyrighted information and materials

You are
prohibited from using, inspecting, copying, and storing copyrighted computer
programs and other material, in violation of copyright.

of licensed software

No software may
be installed, copied, or used on campus resources without the knowledge of and
permission from the Office of Information Technology, and then, only as
permitted by the owner of the software. Software subject to licensing must be
properly licensed and all license provisions (installation, use, copying,
number of simultaneous users, term of license, etc.) must be strictly adhered


facilities, services, and networks may not be used in connection with
compensated outside work nor for the benefit of organizations not related to
Louisiana College, except: in connection with campus pursuits (such as
Administration or employees publishing public and employee activities); in
accordance with the campus Consulting Policy (see Louisiana College Employee
Handbook) This and any other incidental use (such as electronic communications
or storing data on single-user machines) must not interfere with other users'
access to resources (computer cycles, network bandwidth, disk space, printers,
etc.) and must not be excessive. State law restricts the use of State
facilities for personal gain or benefit.


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depends on education institutions like Louisiana College to educate
and advance the development of society. However, in order to survive,
Louisiana College must attract and responsibly manage financial and human
resources. Louisiana College has been granted by the State,
and the various other institutions with which it deals, certain privileges
regarding the information necessary to accomplish its goals and to the
equipment and physical assets used in its mission.

of resources

Louisiana College Department of Information Techology, Administraive Council, or the Technology Committee
may determin it is necessary to allocate resources in differential ways in order to achieve its
overall mission.

of access to information

Louisiana College may control access to its information and the devices on which it
is stored, manipulated, and transmitted, in accordance with the laws of
Louisiana, the United States, and the policies of Louisiana College, the Administrative
Council, and Board of Trustees.

of sanctions

Louisiana College may impose sanctions and punishments on anyone who violates the
policies of the campus regarding computer and network usage.

administration access

The Network
Administrator (i.e., the person responsible for the technical operations of a
particular machine) may access others files for the maintenance of networks,
computer, and storage systems, such as to create system backups and backup copies of media.
However, in all cases, all individuals' privileges and rights of privacy are
to be preserved to the greatest extent possible.

of usage, inspection of files

Louisiana College Network Administrator may routinely monitor and log usage data,
such as network session connection times and end-points, CPU and disk
utilization for each user, security audit trails, network loading, etc. This
Administrator may review this data for evidence of violation of law or policy,
and other purposes as deemed necessary.

When necessary,
the Network Administrator may monitor all the activities and inspect the
files of specific users on their computers and networks. If the Network
Administrator believes such monitoring or inspecting is necessary, he must
obtain the concurrence of the department head and the campus Legal Advisor. In
all cases all individuals' privileges and right of privacy are to be preserved
to the greatest extent possible.

of individual privileges

Louisiana College computer and network privileges may be suspended for reasons
relating to the safety and well-being of other members of the campus of
Louisiana College, or campus property. Access will be promptly restored when safety and
well-being can be reasonably assured, unless access is to remain suspended as
a result of formal disciplinary action imposed by the employee's department in
consultation with the Office of Human Resources.


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Louisiana College has the responsibility to develop, implement, maintain, and enforce
appropriate security procedures to ensure the integrity of individual and
institutional information, however stored, and to impose appropriate penalties
when privacy is purposefully abridged.


Louisiana College has the responsibility to develop, implement, maintain, and enforce
appropriate procedures to discourage harassment by use of its computers or
networks and to impose appropriate penalties when such harassment takes place.

of copyrights and license provisions

Louisiana College has the responsibility to uphold all copyrights, laws governing
access and use of information, and rules of organizations supplying
information resources to members of the community (e.g., acceptable use
policies for use of Internet).

department responsibilities

Each department
has the responsibility of:

enforcing this policy

providing for security in their

If warranted by
the importance and sensitivity of information stored and processed in their
facility, a department may also:

perform and verify integrity of
regular media backups

employ appropriate
security-related procedures

guard confidentiality of
private information, including user files and system access codes

control physical access to

provide proper physical
environment for equipment

provide safeguards against
fire, flood, theft, etc.

The Department of
Information Systems serves:

as the first point of contact
for campus personnel seeking problem resolution, information, and other
assistance regarding computing and networking

information services

Departments and
individuals may not configure campus computing systems to provide information
retrieval services to the public at large.


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If you are contacted
by a representative from an external organization (District Attorney's Office,
FBI, Bell South Security Services, etc.) who is conducting an investigation of
an alleged violation involving Louisiana College computing and networking
resources, inform the Office of Information Technology, the Office of Human
Resources and the Legal Division immediately. Refer the requesting agency to
the Legal Division office; that office will provide guidance regarding the
appropriate actions to be taken.

to security and abuse incidents

All users and units
have the responsibility to report any discovered unauthorized access attempts
or other improper usage of Louisiana College computers, networks, or other
information processing equipment. If you observe, or have reported to you
(other than as in above), a security or abuse problem with any campus computer
or network facilities, including violations of this policy:

Take immediate steps
as necessary to ensure the safety and well-being of information resources. For
example, if warranted, a system administrator should be contacted to
temporarily disable any offending or apparently compromised computer accounts,
or to temporarily disconnect or block offending computers from the network
of individual privileges

Ensure that the
Louisiana College Technology Committee and Department of Information Technology
is notified.

Personnel will
coordinate the technical and administrative response to such incidents.
Reports of all incidents will be forwarded to the department head, and to the
Division Director.

and minor incident

If a person appears
to have violated this policy, and (1) the violation is deemed minor by
Personnel, and (2) the person has not been implicated in prior incidents, then
the incident may be dealt with through Personnel or at department/division

The alleged offender
will be furnished a copy of the campus Computer and Network Usage Policy (this
document), and will sign a form agreeing to conform to the policy.

and/or major violations

Reports of
subsequent or major violations will be forwarded to the division director for
the determination of sanctions to be imposed. Departments should consult the
Office of Human Resources regarding appropriate action.

of disciplinary sanctions

Persons in violation
of this policy are subject to the full range of sanctions, including the loss
of computer or network access privileges, disciplinary action, dismissal from
the campus, and legal action. Some violations may constitute criminal offenses,
as outlined in local, state, and federal laws; the campus will carry out its
responsibility to report such violations to the appropriate authorities.


Appeals should be
directed through the already-existing procedures established for employees.


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