Operational Policies and Procedures

COMPUTING RESOURCES APPROPRIATE USE POLICY

Highline Community College has a strong commitment to intellectual growth and extended access of educational resources and opportunities. It is the intent of HCC to maintain access for its community to local, national and international sources of information and to provide an atmosphere that encourages access to knowledge and the sharing of information. It is also the intent of the College to provide and maintain up-to-date, quality computing resources that allow for efficient and effective performance of instructional and administrative functions.

It is expected that members of the College community will use College computing resources with respect for the public trust through which they have been provided and in accordance with policy and procedures established by the College and its operating units.

Scope

This policy applies to all employees, students and the general public when using the college’s computing resources. It is each individual’s responsibility to use these resources in a manner that is efficient, ethical and legal.

In this policy, computing resources are defined as those computers (e.g.; personal digital assistants, laptops, desktops), peripherals, software, networks, electronic messaging systems (email, voice mail, facsimile) and imaging systems operated by or for the benefit of the students and employees of the College.

General Provisions

All users of Highline’s computing resources shall adhere to both the letter and spirit of this policy, to ensure a predictable and secure computing environment for all and compliance with Washington State ethics rules, statutes and regulations as well as the mission, policies and procedures of Highline Community College.(Ref:

1. http://www.leg.wa.gov/RCW/index.cfm?fuseaction=chapterdigest&chapter=42.52
2. http://search.leg.wa.gov/wslwac/WAC 292 TITLE/WAC 292 -110 CHAPTER/WAC292 -110 -010.htm
3. http://www.wa.gov/ethics/rules.html
4. http://www.highline.edu/stuserv/vpstudents/waccontents.html
5. http://www.governor.wa.gov/eo/eoarchive/eo91%2D10.htm

Failure to comply may result in loss of access to College computing resources, as well as administrative, civil or criminal action under Washington State or federal law.

HCC computing resources shall be used in accordance with local, state and federal laws.

* HCC computing resources shall not be used to transmit any communication in any form (e.g., text, images, sound) where the content or meaning of the message or its transmission or distribution would violate any applicable law or regulation. (e.g.: http://www.wa.gov/ethics/FAQ_REVISED_110802.htm)
* Users must comply with licensing agreements and copyright laws. Duplication or use of software, images, music or other intellectual materials, which violates licensing agreements and copyright laws, is not permitted.
* It is the obligation of College employees to be aware of and comply with the governing law, rules, and guidelines set forth in Chapter 42.52 RCW, Ethics in Public Service Act (1) and WAC 292-110-010, Use of state resources (Ref:

1. http://www.leg.wa.gov/RCW/index.cfm?fuseaction=chapterdigest&chapter=42.52
2. http://search.leg.wa.gov/wslwac/WAC
3. http://www.wa.gov/ethics/rules.html.)

* It is the obligation of College students to be aware of their responsibilities as outlined in the Students Rights and Responsibilities policy (Ref: http://www.highline.edu/stuserv/vpstudents/waccontents.html ).
* It is the obligation of members of the general public using college computing resources to be aware of their rights and responsibilities as outlined in this policy, copies of which will be available at the Circulation Desk of the Library.

Users shall respect the rights and property of others and not improperly access or attempt to access, misuse, misappropriate or violate security of computing resources.

* Sharing of passwords constitutes a violation to network security, which may lead to unauthorized use or misuse of campus resources. All computer account passwords are confidential and should not be shared with anyone. Individuals will be held accountable for any activity occurring through the use of their respective passwords.
* Using someone else’s password, regardless of how it was obtained, is also a violation of this policy.
* Running or installing a program intended to damage or create excessive load on any computer system or network is forbidden
* Using the campus network to gain unauthorized access to any computer system is forbidden.

Electronic records and Highline’s

workplace

Although the State Ethics Committee has ruled that messages and files stored on State owned systems are the property of the State, Highline Community College understands the importance of a work environment and climate that fosters trust and personal responsibility. Toward this goal, respect of a co-worker’s computer workspace and electronic files should be consistent with that afforded their physical workspace and paper files. Technology support staff members (AT, IC and others) do not access or assist others to access someone else’s electronic files except under the guidelines described in this policy.

The college will make reasonable efforts to maintain a respectful workplace however, due to the laws regarding use of computers and networks in state agencies, the college cannot guarantee that messages are private or secure. Files, records, and messages will be seized and disclosed when required by law.

Electronic messages, documents and files created or placed on the college’s computing systems may be considered writings, and writings are public records subject to disclosure to any requester in accordance with Washington’s Public Disclosure Act, chapter 42.17 RCW as conditioned by Executive Order 00-03 (Ref: http://www.governor.wa.gov/eo/eo_00-03.htm . Electronic messages may be legally required to be disclosed to third parties in other circumstances, such as in discovery conducted during litigation. Electronic records may be subject to review by college personnel and/or legal counsel in the course of the college responding to a request for disclosure of records.

In addition, college Administrators or their designees have the right to access materials under the control of employees in their administrative units when such access is necessary to conduct college business. When such material is needed, the college administrator or her/his designee will identify the specific materials required and the employee will ordinarily be given sufficient opportunity to provide the college with the requested materials. In the case of an emergency, best efforts will be made to contact the employee prior to accessing the specific materials required.

Access to individual files without notice may also be obtained by the appropriate supervisor or instructor, with the approval of the appropriate member of Executive Staff, during an investigation of activity potentially inconsistent with this or other college policy. In the event that assistance is needed from technology support staff, the request for assistance must be documented.

Highline Community College will monitor electronic messages only under the following guidelines:

1. The implementation, operation and maintenance of electronic message systems require monitoring the flow, not the specific content of electronic messages by the Exec. Director of Administrative Technology and his/her staff.
2. Given sufficient cause, messages may be monitored to prevent misuse of the system, during the course of investigations of activities potentially inconsistent with this policy, or during the course of investigations of activities inconsistent with the duties of college employees.
3. When required by legal action or formal requests under the Public Information Act or with employee’s supervisor as previously described.

Confidentiality

Education records of students attending the college are confidential and can be released only in accordance with federal or state law, including the Family Education Rights and Privacy Act of 1974, and the administrative rules of the college.

Library circulation records are confidential and will be released only in accordance with federal or state law, including but not limited to RCW 42.17.310 (Ref: http://www.leg.wa.gov/RCW/index.cfm?fuseaction=section&section=42.17.310), 50 U.S.C. 1861 et seq. (Foreign Intelligence Surveillance Act ("FISA")), and the administrative rules of the college.

Release of information related to employees, students and certain other topics is limited by RCW 42.17.310 (Ref:
http://www.leg.wa.gov/RCW/index.cfm?fuseaction=section&section=42.17.310).

Disclosure of certain other personal information is limited by Executive Order 00-03 (Ref:
http://www.governor.wa.gov/eo/eo_00-03.htm).

Disclaimer

The college accepts no responsibility for any damage to or loss of data arising directly from or incident to the use of Highline Community College computing resources. The college makes representation of no warranty, express or implied regarding the computing resources offered, or their fitness for any particular use or purpose.

The college cannot protect individuals against the existence or receipt of material that may be offensive to them. Those who make use of electronic communications are hereby given notice that they may encounter or be the recipients of material they find offensive or objectionable in nature or content.

Adopted 12 January 2004

Reference Links:

1. http://www.leg.wa.gov/RCW/index.cfm?fuseaction=chapterdigest&chapter=42.52
2. http://search.leg.wa.gov/wslwac/WAC 292 TITLE/WAC 292 -110 CHAPTER/WAC 292 -110 -010.htm
3. http://www.wa.gov/ethics/rules.html
4. http://www.wa.gov/ethics/FAQ_REVISED_110802.htm
5. http://www.highline.edu/stuserv/vpstudents/waccontents.html
6. http://www.governor.wa.gov/eo/eo_00-03.htm