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NCU Acceptable Use Policy for Network Services

Purpose

Northwest Christian University (NCU) maintains an electronic computer, data and voice network to support the academic and administrative goals of the University. These policies are in place to maintain availability, usability, and stability of these resources. The NCU Information Technology Department uses and interprets these policies to maintain access to campus services while protecting university data. These policies apply to faculty, staff, students, and other users that access the network.

The actions of all users must be consistent with the appropriate document governing behavior, whether that is the Student Handbook, the Staff/Faculty Personnel Manual, or the Faculty Handbook. Individuals who disregard this policy will be subject to appropriate disciplinary and/or legal action by the University.

Summary

You are responsible for exercising good judgment in the use of the University's technological and information resources. Just because an action is technically possible does not mean that it is appropriate to perform that action.

NCU reserves the right to examine, monitor and regulate e-mail messages, directories and files, service and internet usage.

Without limiting its rights in any way, the University specifically reserves the right, in its sole discretion, to limit, restrict, suspend or terminate any user’s account or use of university technology resources, for any reason. As appropriate, violation of these policies may require disciplinary action.

If you have questions regarding the appropriate use of the networks, communications, or technology, contact the IT Department.

NCU Account

Faculty, staff, and students are granted a user ID for logging onto the campus network, an e-mail account, internet access and various services as required by their role with the University. Individuals are responsible for maintaining the security of their passwords and any use under their user account. Allowing any other person to use your NCU account is prohibited.

Computing resources, networks, facilities, and files of NCU are the property of the University and shall be used for legitimate university instructional, research, administrative, or other approved purposes. Use of university computing facilities for personal or commercial monetary gain is prohibited.

The University reserves the right to hold an account owner liable if, through negligence or deliberate action, university technology resources are misused in any way by the account owner or anyone using the account owner’s account.

After an account becomes inactive due to resignation or termination of employment, all associated electronic data remains property of the University, including files and e-mail. University data may be transferred to the supervisor of the employee. Prior to leaving, it will be the employee’s responsibility to remove all personal (non-business) information that may have been stored on university resources.

Data & System Access

It is prohibited, without proper and valid authorization, in writing, to: (1) obtain access to services and data that do not belong to you; (2) consume or utilize services that do not belong to you; or (3) alter or destroy data that does not belong to you.

Unauthorized viewing or use of another person's files, programs, or data is prohibited. All users should also be aware that state law may require disclosure of individual computer files which are deemed public records under the public records statute and that laws may prohibit the disclosure of certain records as well.

Entry into any university system by individuals not specifically authorized or attempts to circumvent the protective mechanisms of any university system are prohibited. Any deliberate attempts to degrade system performance or capability, or attempts to damage systems, software or intellectual property of others are prohibited. It is prohibited to physically access any data facility that you do not have explicit access to.

When obtaining materials from others outside our campus community, NCU’s policy is to respect the intellectual and access rights of others.

E-mail & Communication Platforms

NCU provides e-mail accounts to users for the purpose of administrative and academic communication.

It is prohibited to:

• Forward or spread chain letters
• Advertise, sell, or promote products of services for personal gain
• Send of material that reasonably would be considered obscene, offensive, or threatening by the recipient or another viewer of the material
• Utilize any communication platform in a manner outside of university, division, or departmental guidelines
• Attempt to impersonate another person
• Send messages that include information protected by privacy laws, such as FERPA or HIPAA, where applicable

Only certain users are granted permission to send campus-wide announcements. The IT department can assist in identifying the person best able to approve any broadly distributed messages.

Faculty, staff and students are allowed to maintain private mailing lists but they must respect the wishes of the recipient to be removed from the list if it does not apply to university administrative or academic use.

Remember that NCU's name is attached to all messages so use discretion and professionalism in formulating messages.

All university communication must be conducted through university established communication channels and not from or to personal accounts held outside the University. All users are advised to check their NCU e-mail regularly to avoid missing important university announcements.

E-mail is not guaranteed to be private or confidential. The internet is not secure – assume that others may be able to read and even alter your messages.

Internal and external e-mail messages are considered business records and may be subject to discovery in the event of litigation. Be aware of this possibility when sending e-mail within and outside the University.

Phone System Usage

The phone systems are provided by the University for legitimate university use. Faculty and staff making long-distance calls for personal use is not acceptable unless prior approval is obtained.

Equipment

You are responsible for all university equipment provided to you. Devices are provided for university use and personal software will not be installed or supported. An employee’s supervisor may submit a "Software Request" help ticket to request a variance to this policy and allow non-standard software to be installed.

In the event that equipment is lost, stolen, or damaged, it is your responsibility to report it to the IT Department as soon as possible.

Individuals may not remove or move fixed university technology resources from their designated places without first obtaining permission of the IT Department.

Software, Hardware, and Technology Contract Purchases

The IT Department is the appropriate campus agency for the negotiation of contracts and licenses for all technology hardware, software, and cloud services used. To ensure compatibility with the larger campus system, IT should be involved early in any software discussions. The Chief Financial Officer approves and signs all contracts with external organizations and is the appropriate repository for those relative contracts and licenses.

Commercial software is protected by the Federal Copyright Act. The unauthorized copying or publishing of unlicensed copyrighted material on a university server is prohibited and users are responsible for the consequences of such use.

Internet & Network Usage Policies

NCU provides network and internet access for administrative, academic, and general use. This includes the main campus network, dorm, and wireless networks.

It is prohibited to:

• Access any file, data, record, server or device that you are not authorized to access
• Communicate using profane, harassing, or offensive language or in a way that is inflammatory about an individual's race, age, disability, religion, national origin or physical attributes
• Sexually explicit material may not be displayed, archived, stored, distributed, edited or recorded using the university networks or computing services
• Transmit materials that would adversely or negatively reflect upon NCU or be contrary to NCU best interests
• Perform any illegal activities including piracy, cracking, extortion, or blackmail
• Obtain, distribute or transmit unlicensed copyrighted materials
• Use the system in a way that disrupts its use by others
• Use any system in a way the does not respect licensing or contractual agreements
• Represent yourself as someone else
• Install or run any software not explicitly approved by the IT department on university equipment
• Transmit confidential campus data to unapproved non-university platforms
• Bring network hardware (router, switch, access point, data logger, etc) into the campus environment without permission
• Monitor general network traffic or traffic belonging to other users
• Use of peer-to-peer file sharing software and protocols
• Use of any device, method, or software product that, in the sole discretion of the IT Department, can be used (or is deemed to be used) to circumvent security controls
• The use of VPN/TOR software that prevents packet analysis on the University’s network

Each employee or student is responsible for the content of all text, audio or images that the user places or sends over the University's internet, network, and communication systems.

Right to Monitor and Consequences

All university-supplied technology, including computer systems, wireless networks, and company-related work records, belong to NCU. NCU routinely monitors usage patterns for network communications.

Regardless of any effort the University might take to block sites, if a user finds themselves connected incidentally to a site that contains sexually explicit or regularly blocked material, the user must disconnect from that site immediately. Employees should use discretion in the sites that are accessed.

Paid individuals should not use company paid time to conduct personal business via e-mail or the Internet. All university policies are in effect at all times.

When it is determined that there is a potential or actual threat to the security or integrity of university computers, services, systems, or networks or their authorized use, the Director of IT will make a recommendation of appropriate action to the VP of Finance/Administration.