Technology Usage Guidelines

The University electronic communications system consists of telephone, electronic mail, computer access to any node on the University's computer network, facsimile machines and processes, cable television, and off-net access systems. Employee or student use of any component of this system is provided as a tool to assist the individual with fulfilling their University related mission, perform necessary tasks and expand their technological knowledge. Qualified users should use this system with these guidelines in mind:

  • Access to the University's facilities is a privilege granted to its students, faculty, administration and staff. The University reserves the right to limit, restrict or extend access to its information resources. Computing facilities and accounts owned by the University are to be used for the University related activities for which they are assigned.
  • All data and systems belong to someone. Do not access or use any copyrighted software or manuals without the express content of the owner. Theft of software, music, and videos can be considered a crime, and can by punishable by law.  Please see the HEOA page for more details.
  • The University is not responsible for offensive material or problems encountered when accessing off-net systems.
  • Use of any communications system to promulgate slanderous/libelous statements will not be tolerated.
  • Ensure that data you create is protected from unauthorized access, but available to internal personnel requiring access. Attempts of unauthorized access to any system, either internal or external will not be tolerated.
  • Properly maintain any passwords you create or that are assigned to you. Since the personal computer (PC) was assigned to you by the University, always safeguard physical PC keys, but ensure that your supervisor can obtain them if you are unavailable and the University needs them to maintain your system.
  • Make no attempt to destroy or improperly modify any data, files, software or hardware belonging to the University, to another individual or to other lawful entities.
  • You are responsible for any software which you personally load, or have loaded by someone else, on your PC that might inflict damage on your PC, the system, or other connected PCs or systems.
  • Any use of University property for the purpose of commercial or personal for-profit activities is strictly forbidden.
  • Any use of University property that would cause public embarrassment or possible liability to the University is strictly forbidden, and this specifically including, but not limited to, viewing or downloading inappropriate material from the Internet in the presence of others or in any way displaying such material, whether inadvertently or by design, so that it may be in any manner observed by any other person(s).
  • Use of any communications system for or in furtherance of any form of unlawful or illegal activity whatsoever is absolutely forbidden.
  • No communications system should be used for the purpose of harassment.
  • Ensure that floppy disks, printouts and other physical computer generated files are destroyed in a proper manner.
  • Always use common sense.
  • Privacy is of the utmost concern and each user is responsible for maintaining the security of his or her own passwords and codes and any others of which they have knowledge.
  • It is the sole responsibility of each employee/student to ensure that proper use of the electronic communications systems occurs. Every user is responsible for the integrity of these resources and must respect the rights of other computing data and all pertinent license and contractual agreements. Each user is ultimately responsible for his or her computing use and the work produced thereby.
  • Violations of these guidelines shall be treated and resolved on an individual basis according to regular disciplinary procedures through the Vice President for Student Services in case of student violations; and through regular administrative and staff channels for administration and staff violations. The penalties for violation of these guidelines will be governed by the nature, severity and/or frequency of the conduct involved. Penalties for students in the Student Code of Conduct; for faculty, administrative and staff personnel, the penalties may include, but not be limited to, oral or written reprimand; suspension of computer privileges; reassignment of duties or responsibilities; suspension or termination of employment.

Email policy

Individuals who are granted computing accounts and who use computing resources such as e-mail at the University accept the responsibilities that accompany such access. Each user is expected to use University accounts and resources for educational, research or administrative purposes. Users shall not:

  • Initiate or propagate electronic chain letters
  • Engage in spamming or other indiscriminate mass mailings to newsgroups, mailing lists, or individuals, e.g. the use of the "faculty", “everyone” and/or "staff" distribution list shall be solely for related University information or functions
  • Forge communications to make them appear to originate from another person, e.g., spoofing
  • Engage in resource-intensive activities unrelated to University functions, e.g., multi-user dungeon ("MUD") activities. Misuse of computing resources will be reviewed through established University procedures for student and employee misconduct. Restrictions imposed on usage of computer and network systems may be challenged through the same procedures.

Some inappropriate (but not all) uses of the University distribution lists are listed below:

  • Marketing items that are not related to a University function
  • Promoting events that are not related to a University function.
  • Requesting donations that are not related to a University function.