COMPUTER AND COMMUNICATIONS TECHNOLOGY USE POLICY

POLICY: Solano Community College District offers a variety of instructional and administrative computer and communications systems that support its educational and support programs.  Such resources are available to students, faculty, and staff.  They are also used for college-related activities.  Computers and networks provide access to an immense number of resources on and off campus, as well as the ability to communicate locally or worldwide.  Open access to such resources should be considered a privilege and requires individuals to act responsibly.  Individuals must not alter the integrity of the systems and must observe all laws, regulations, and contractual obligations.

REFERENCES/AUTHORITY: California Education Code, Sections 212.5©, 76037, 76120, 81600

SOLANO COMMUNITY COLLEGE DISTRICT PERSONNEL PROCEDURES

COMPUTER AND COMMUNICATIONS TECHNOLOGY USE  BP 2067

A. Purpose

The District provides computer and communications systems for use by its employees in performing their job duties and for use by students in pursuing their education.  These procedures set forth the District's rules and expectations regarding the use of such system.

B. Definitions

1. "Computer and communications systems" includes but it not limited to the District telephone system, voice mail system, computer networks, e-mail system, and access to the Internet.

2. "User" refers to any District officer, employee, independent contractor, student, or public user authorized to use District computer and communications systems.

3. "System administrative" is the person responsible for configuring, supporting, and programming a computer or communications system/network and of ensuring its integrity and security.

4. "Integrity" of the system refers to the proper operation of a system/network, including the compatibility of all components as well as the validity of data contained therein or transmitted thereby.

5. "Security" refers to the use of passwords and physical devices for allowing only appropriate users to have access at an appropriate level to special data or services via a computer or communications network.

C. Appropriate and Inappropriate Uses

1. Appropriate Uses

1. Computer and communications systems are made available to employees to assist and facilitate college communications, research, and classroom activities.

2. Computer and communications systems may be used for incidental, occasional personal use so long as such personal use is not an "inappropriate use: as defined below.

2. Inappropriate Uses

1. Transmission of communications or messages that violate District or College policies or applicable State and Federal laws including but not limited to those which are defamatory, harassing, obscene, or constitute the unauthorized release of confidential information.

2. Using computer and communications system for private commercial purposes.

3. Using computer and communications systems to gain unauthorized access to any computer or telephone system.

4. Sending communications or messages anonymously without identifying the originating account or machine.

5. Using software in violations of applicable software license agreements or in violation of United States' copyright law.

D. No Guarantee of Privacy

1. Although every effort is made by the District to secure the computer and communications systems, users cannot be assured of absolute privacy because of potential abuse of the systems.

2. Users should be aware that it is possible for information entered on or transmitted via computer and communication systems to be retrieved, even if the information has been deleted.

3. Transmitted information may potentially be subject to subpoena or discovery in litigation.

4. The District shall have the right to access all communication systems to ensure integrity and security.

5. In response to a report or discovery of an alleged violation of law, this policy, or other District policies and procedures, the Superintendent/President (in his/her absence see Board Policy 2040) shall direct the appropriate systems administrator to provide the person responsible for the investigation with access to the information relevant to the investigation.  If the Superintendent/President is the subject of the investigation, the President of the Governing Board shall authorize the investigation.  Prior to the commencement of any investigation, the individual authorizing the investigation shall:

1. Complete and sign, in writing, a form identifying the alleged violation and specify the information sought.

2. Present the signed form in person to the employee at the time of the investigation or, if the employee is not present, deliver it via certified mail, return receipt requested.

6. Except as herein provided, there shall be no secret surveillance of users by the District, nor shall electronic supervision, tape recordings, telephone-monitoring systems, monitoring of user's electronic files or voice mail, or similar procedures or devices be used by the District. 

E. User Responsibilities

1. Read and comply with this policy and procedures.

2. Respect the privacy and confidentiality of other users.

3. Safeguard his/her password.

D. Manager Responsibilities

1. The unit manager is responsible for the following:

1. Posting the following notice ------
   
   Although every effort is made by the District to secure the computer and communications systems, users cannot be assured of absolute privacy.  Also, under certain circumstances, the District may access information entered on such systems.
   
   Users should be aware that it is possible for information entered on or transmitted via computer and communication systems to be retrieved, even if the information has been deleted.
   
   For further information, see Board Policy 2067.

2. Informing users of computer and communications systems of this policy and providing copies of this policy to users, on request.

3. Developing, distributing and enforcing any operational guidelines or procedures necessary is areas of classroom and public access.

2. The Dean of Student Services is responsible for finding Policy 2067 in the Student Handbook.

G. Enforcement

Violation of this policy may result in loss of computer and communications system use, privileges, disciplinary action, civil liability and/or criminal prosecution, as appropriate.