Use of Campus and Network Computing Resources
Effective Date: 10/19/10 Last Reviewed: 4/14/16 Last Revised: 10/19/10
Illinois Valley Community College (IVCC) makes available computing and network resources for students, faculty, and staff, and community/guest users. The resources exist solely for educational purposes to carry out the legitimate business of the College, the Board of Trustees, and the IVCC Foundation. All users of Illinois Valley Community College campus and network computing resources are responsible for using these resources in an effective, ethical and lawful manner, and in accordance with IVCC Administrative Procedures (5.4a, b, c, and d). The College’s technology resources and the data entered, created, received, viewed, accessed, stored or transmitted by the College’s technology resources are College property with the exception of certain student-created work stored on network drives or unless stipulated otherwise by the Intellectual Property Rights agreement between the College and IFT Local 1810 (Article VI, A) or IVCC Board Policy 4.17 Ownership of College Commissioned Works, or any applicable law. Acceptable and unacceptable uses of resources are outlined in related procedures. Users should:
- Exercise personal responsibility for understanding limits and privilege of computing resources.
- Use resources legally and ethically.
- Understand related privacy and ownership issues.
- Conserve and protect resources.
Abuse of computing privileges and failure to observe this policy will result in disciplinary action. Computing privileges will be revoked and violators will be subject to the due process procedures of the College as outlined in the Student Code of Conduct, the Administrative Procedures, IVCC Employee Handbook, or the IVCC Board of Trustees Policy Manual. In case of conflict, local, state or federal laws and regulations will supersede this policy. Action taken by IVCC in accordance with this policy or related administrative procedures does not eliminate the possibility of legal action taken by the College or by others.
A copy of the Use of Campus Network and Computing Policy, as well as the accompanying Administrative Procedures will be made available to students, and will be available to all employees with a sign-off sheet acknowledging receipt and understanding.
Acceptable Usage Guidelines for Computer and Internet Resources
Effective Date: 10/19/10 Last Reviewed: 4/14/16 Last Revised: 4/14/16
Number: 5.4 (a)
and networked resources are available to students, College employees and
community/guest users for the educational and administrative purposes of IVCC.
General student access to computing and networked resources is provided in open
lab areas and throughout the campus via wireless access. Other computers and
computer labs are restricted to students in specific programs or courses.
College staff members are available to help student users and new employees
gain the computer access appropriate to their course of study or type of work.
IVCC works with external partners to bring technology resources to campus, and
has agreed to comply with the Acceptable Use policies of these entities.
of the campus computing resources is a privilege and not a right, and may be suspended
during an investigation of alleged misconduct, and possibly terminated when
improperly used. The following guidelines must be followed by all persons who
use the College computing and networked resources, whether accessing them from
on or off campus.
and Prohibited Practices
required to learn, understand, and follow the guidelines for each type of
computer, lab, or other electronic resource.
Users must only
access those computing and information technology resources and data for which
they have authorization and only in the manner and to the extent authorized.
software or connecting any device to the College’s network without prior
consent from the IVCC Department of Information and Technology Services (ITS)
Persons to whom
an individual account is issued are responsible at all times for its proper
use. Passwords are assigned to approved users and may not be shared or
transferred to someone else. Passwords should be changed frequently. Users are
cautioned not to leave a computer logged in and unattended in a public area or
Use resources legally and
become aware of local, state, and federal laws governing certain aspects of
computer and telecommunications use. Members of the College community are
expected to respect these laws, as well as to observe and respect College rules and regulations. Users
may not engage in unauthorized copying or distribution of software, graphics,
text files, music or video, including peer-to-peer and file sharing (see IVCC
Board Policy 4.16 Copyright). Users are prohibited from transmitting
fraudulent, harassing, or obscene messages and /or other materials over the
Internet or any other directly connected network on or off campus. Users must
exercise respect for others who may be offended by content displayed on a
computer monitor or laptop, whether college-owned or otherwise. Some content is
expressly prohibited [See Administrative Procedure 5.4(d)].
unethical activities include, but not limited to, attempts to obscure the
origin or content of a message or document; using College resources to promote
personal financial gain of self or other individuals or entities; IVCC employee
use of College resources to engage in political activities; activities that
might damage the reputation of the College; and employee misrepresentation of
personal opinions the official position or viewpoints of the College.
personal use of computing and network resources by employees (e.g. redirecting
email to personal account; unsubscribing to listservs or commercial messages,
etc.) is acceptable.
related privacy and ownership issues
are expected to store work in network storage space. Files will be retained
according to IVCC Record Retention Guidelines & Procedures.
contents of files located anywhere on the computer or network equipment owned
or maintained by the College may be reviewed by the College, its agents and
designees, at any time for the purpose of investigating possible violations of
Board Policy 5.4, or any alleged criminal violations. Users have no reasonable
expectation of privacy with regard to any such search of contents of files
located anywhere on the computer or network equipment owned or maintained by
employee may make a request to have the ITS department access, retrieve, or
move his or her own files from their networked account. With the exception of
faculty-owned files, this action may also be initiated by the individual’s
department head, provided the file is needed to carry out College business.
and protect resources
playing, use of chat rooms, social networking sites, music, video and other
graphic-intensive Internet sites that are not course-related consume needed
bandwidth. Their use may be limited or curtailed at peak times by ITS.
Employees are prohibited from accessing such sites that are not job-related
during scheduled work hours.
must not knowingly create, send or forward electronic chain letters, viruses,
worms, or spam, or any other malicious software.
users contribute to the protection of campus computing resources. Users are
responsible for reporting any observed gaps in system or network security to
the College’s ITS Department.
Observed Violations and Enforcement
Observed violations of Board Policy 5.4 and/or its related
administrative procedure [5.4(a), (b), (c), and (d)] should ultimately be
reported to the Director of Information and Technology Services. Notification
may originate from students, through computer lab employees, faculty members,
or administrative staff. If the case is an alleged student violation, the
matter will be referred to the Associate Vice President for Student Services
for consideration under the provisions of the Student Code of Conduct. If the
case is an alleged IVCC employee violation, the matter will be referred to the
Vice President for Business Services and Finance, and the Director of Human
Resources, or the individual’s immediate supervisor per the appropriate
If, in the opinion of the Director of ITS, a violation is
committed that is excessive or a blatant attempt to undermine the use of the
Internet or IVCC computer resources, ITS reserves the right to disregard the
warning process and immediately disable the user’s account. The matter will
then be turned over to the Associate Vice President for Student Services
(student violation) or the Vice President for Business Services and Finance
(employee violation) for further action.
ITS will cooperate fully, upon the advice of College legal
counsel, with any local, state, or federal officials investigating an alleged
crime committed by an individual who has an account on the Illinois Valley
Community College computer or networking system. The College will also
cooperate with regulations enumerated in the Acceptable Use Policies of the
Illinois Century Network (http:.//www.illinois.net/AUP.pdf).
Bandwidth Shaping and White Listing Procedures
Effective Date: 10/19/10 Last Reviewed: 4/14/16 Last Revised: 4/14/16 Number: 5.4 (b)
is committed to student, faculty, and staff access to technology for
educational, research, or community outreach purposes as top priorities. Some
technology applications, such as social networking (Facebook and Twitter),
streaming video, and other graphic-intensive, interactive sites consume high
levels of bandwidth that may result in slowed or unsuccessful Internet access
at peak times.
reserves the right to conserve the bandwidth of the College’s access to the
Internet in order to regulate technology resources, by:
questionable email (SPAM) before it reaches the College;
preventing high bandwidth Internet traffic to and from the College;
to specific Internet sites.
domains and addresses can be added to “White Lists” to insure that access to
these websites or email from these addresses will not be blocked. Requests for
adding domains or addresses to the White Lists, along with justification for
the request, should be sent to the Help Desk at firstname.lastname@example.org.
a situation requires immediate action, the Director of Information and
Technology Services will make the decision, and the Strategic Leadership and
Planning Council or President’s Council will review what was blocked, filtered
or limited, and take official action at its next meeting.
Email Retention and Release Guidelines
Effective Date: 10/19/10 Last Reviewed: 4/14/16 Last Revised: 4/14/16
Number: 5.4 (c)
email is retained on active servers indefinitely. Employees may utilize
local archiving or other methods consistent with his/her work practices.
Searchable content management applications are available for email retrieval
for College business use, litigation, or Freedom of Information Act (FOIA)
e-mail which constitutes a public record shall be subject to this policy.
Public record is defined as “all records, reports, forms, writings, letters,
memoranda, books, papers, maps, photographs, microfilms, cards, tapes,
recordings, electronic data processing records, recorded information and all
other documentary materials, regardless of physical form or characteristics,
having been prepared, or having been or being used, received, possessed or
under the control of any public body” [5 ILCS 140/2(c)]. College email has been
construed to meet this definition.
Freedom of Information Act, Subsection 7 (1) a-z, Exemptions, provides guidance
for situations, such as email, where portions of the documentation constitute
public record and other portions do not.
an email is not a public record, the employee responsible for the creation or
receipt of the email should delete it as soon as practicable unless the email
is subject to a litigation hold.
addition, some information may be prohibited from disclosure or withheld from
disclosure by the College due to state or federal law or regulations.
an instance where a request is made to access one of the potentially exempt
documents, the request will be reviewed and acted upon by the College President
and FOIA Officer (Vice President for Business Services and Finance) based upon
the requirements of the
Freedom of Information
Act (5 ILCS 140/1(et seq.), the State of Illinois Local Records Act (50 ILCS
205/1 et. seq.), the State Records Act (5 ILCS 160/1 et. Seq.), IVCC Board
Policies, and all other applicable state and federal statutes and regulations.
Discovery and Reporting of Child Pornography
Effective Date: 10/19/10 Last Reviewed: 4/14/16 Last Revised: 4/14/16
Number: 5.4 (d)
ILCS 5/1 Abused and Neglected Child Reporting Act – Section 4.5, information
technology workers and their employers are required to immediately report any
child pornography images discovered on electronic and information technology
equipment to local law enforcement. Compliance with this Act fulfills the
concurrent obligation under Title 42 U.S. Code 13032, which offers the
additional reporting option through the cyber tip line at the National Center
for Missing and Exploited Children (http://www.cybertipline.com).
Information and Technology Services (ITS) staff member who discovers possible
child pornography on a College computer must report the discovery immediately
to the Director of Information and Technology Services. The Director of ITS is
responsible for notifying the proper authorities. Other employees who have
knowledge of possible child pornography on an employee’s computer are required
to inform the Director of Human Resources and/or appropriate Vice President or
Associate Vice President. The Director of Human Resources will initiate an
investigation, and if warranted, notify the proper authorities.
whose computer is reported as a source of possible child pornography will have
the user account immediately disabled and the matter will be turned over to the
Director of ITS to secure the hard drive and/or history for further
ILSC 5/4 Abused and Neglected Child Reporting Act (ANCRA) – Section 5.4,
personnel of institutions of higher education having reasonable cause to
believe a child known to them in their professional or official capacity may be
an abused child or a neglected child shall immediately report or cause a report
to be made to the Illinois Department of Children and Family Services.
may be made to the DCFS hotline (1-800-25 ABUSE) or in person followed by a
written report within 48 hours. IVCC’s employee duty to report is absolute, and
it rests with the individual identifying the suspected abuse or neglect. DCFS
recommends that, if in doubt about whether to report, the reporter should
report the suspected abuse.
person, who enters into employment with IVCC is mandated by virtue of that
employment to report under the ANCRA, shall sign a statement to the effect that
the employee has knowledge and understanding of the reporting requirements of
this Act. The statement shall be signed prior to commencement of the
employment. The signed statement shall be retained by IVCC in the employee’s
employees of IVCC are required to complete the DCFS on-line training. This
on-line training could take 60-90 minutes and must be completed prior to
employment. This on-line training is also required of any volunteer camp
workers or volunteer coaches.
Faculty and Staff Acknowledgment
& Statement of Agreement
I acknowledge that I have received a copy of the Illinois Valley Community College Use of Computer and Network Computing Resources Policy #5.4 and associated Administrative Procedures and that I have read and understand these documents. I further understand that I must comply with all of the provisions of the Policy and the associated Administrative Procedures in order to have access to and use College technology resources as an employee of the College.
I understand that the College’s technology resources and the data entered, created, received, viewed, accessed, stored or transmitted by the College’s technology resources are College property, unless stipulated otherwise by the Intellectual Property Rights agreement between the College and IFT Local 1810 (Article VI, A) or through IVCC Board Policy #4.17 Ownership of College Commissioned Works, and as otherwise provided by law. I acknowledge my understanding that the College reserves the right to access, inspect, monitor, intercept, or review any and all information transmitted via College technology resources in accordance with Policy 5.4, its associated Administrative Procedures, and in accordance with state and federal law.
I also understand that if I do not comply with all provisions of the Policy, my access to College technology resources will be revoked, and I may face further disciplinary action.
*** NOTE: To sign a copy of the agreement, Open the following document, Print and sign. After signing a copy please submit the agreement to your department suporvisor to forwarded to HR. ***
Faculty and Staff Acknowledgment & Statement of Agreement