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27.1 Purpose 27.1.1 This Article addresses the use of college computing facilities which are under the direction of Santa Monica College Information Technology (IT) department and its staff. The Santa Monica College District provides a wide array of college computing resources to staff, students and faculty. These resources are intended to advance the educational, scholarly, and service missions of the District. "College computing'' means any use of college-owned or college-administered computing machinery (central servers, databases, websites, printers, microcomputers, and other types of peripheral equipment), software (programs and documentation) related to college administration, teaching, learning and research activities, and related facilities. 27.1.2 College computing resources are a limited and finite resource that each and every user needs to respect. Every user is expected to use the college computing resources in a manner which does not infringe upon use of those facilities by other people and which does not waste either "soft" resources (e.g., computer time) or "hard'' resources (e.g., paper, disk space, documentation materials). The guidelines discussed here are intended to insure that each user's right to privacy and fair use of the available resources is protected. 27.1.3 Users agree to read and abide by this article. The Vice President responsible for Information Technology is responsible for providing interpretation, which will be modified periodically in light of experience gained and legal and administrative developments that occur. 27.2 College Computing Resource Utilization 27.2.1 Computer Accounts
Employees gain access to computer systems by being assigned an account on the college's computer network. Possession of an account may allow its owner to access various systems, databases, student records, websites, and use peripheral devices such as printers. Each employee is assigned an account for his/her use in their professional activities.
27.2.2 Users need to be responsible for choosing passwords that are not easily deduced by others. On a regular basis and in accordance with the current security practices of the computing industry, IT staff may require users to change their passwords. Voluntary, unauthorized disclosure of a user password may result in the suspension, revocation and/or denial of computing privileges.
27.3 Computer Security and Privacy 27.3.1 The District and the IT staff will seek to maintain system security, but users should not assume that their accounts or the files or information they store on or their use of District-owned or District-administered computers will remain private. Users should not assume their email messages are private communications, nor that their use of college computing resources will not be monitored as part of the District's routine operations. As all electronic mail is a form of public record, users should have no expectation of privacy in their use of electronic mail, as the IT department may regularly choose to inspect, disclose, retain or dispose of electronic correspondence as part of the District's routine operations. 27.3.2 The IT department will make reasonable efforts to maintain the security of account names, numbers, passwords, directories and files. However, no computer system is completely secure. Even with all the safeguards taken by the District to control privacy and security, it may still be possible for some user to gain access to another user's accounts through actions or accidents beyond any reasonable control. As a result, each user must take full advantage of password and file protection security mechanisms provided by their computer and its operating system. 27.3.3 As part of its necessary routine operations, the District may gain access to network accounts and other computing services it makes directly or indirectly available to the campus community. Security violations will be reported to the Vice President responsible for Information Technology or designee. All other information will be treated as confidential, except as otherwise required by this article or by law. 27.3.4 Users will relinquish access to computing and network resources upon permanent separation from the District. The Vice President of Human Resources or designee is responsible for requesting IT to move needed files off separated employees' accounts and District owned or administered computers. 27.3.5 Upon separation, the District may destroy information left on computers/network accounts. The District reserves the right to retain any information left on computers/network. 27.4 Appropriate and Inappropriate Use • It is impossible to provide an exhaustive definition of inappropriate computer use, or a complete set of examples to cover every conceivable situation. Rather, two general criteria shall be considered in determining “appropriate use.” Namely, • computer use should be consistent with the mission of the College; • computer use should respect the rights of other computer users and recognize the limited, finite resource that the college computing resources supply to the College. • Users who have questions about which computer uses are appropriate and which are not should inquire about their intended use by contacting the IT department staff. • Clearly, the following situations shall be construed by all of the campus community as an inappropriate use of college computing resources: • Users shall not interfere with system security, performance, or another user's use of the system; • Networks accounts are for designated authorized users only. Users shall not disclose their passwords or lend their account to any other individual, apart from IT staff; • Users shall not gain access to accounts, files, passwords or resources intentionally and without authorization of the account holder; • Users shall not use college computing resources for non-District fundraising, commercial purposes or personal financial gain; • Users may not intentionally send email, or develop other electronic information inaccurately attributed to another person; • Users shall not use college computing resources for any activities which violate state, municipal or federal laws. Computing resources may not be used to intimidate, threaten or harass individuals, or violate the college's policies. Such activities include, but are not limited to, using computing resources to store, print, or send obscene, slanderous, or threatening messages. 27.5 Personal Responsibility 27.5.1 Users may use their computers and network accounts for non-District matters except as otherwise prohibited by this article or other District policy, or where such use unreasonably interferes with system performance/operations or professional responsibilities. 27.5.2 Users are responsible for use of computers and network accounts provided to them by the District, including backup of files on their District provided computers and password maintenance. 27.5.3 Users are responsible for logging off and for protecting their private account. 27.5.4 As a representative of the District, users must accept personal responsibility for reporting any misuse of the network to relevant IT staff. This includes, but is not limited to, users who suspect that their District-provided computers or network accounts have been accessed without their permission. These users are expected to change their password as soon as it is reasonably possible to do so and to report the suspected activity to relevant IT staff.
27.6 Suspensions and Revocations 27.6.1 Emergency and Exceptional Circumstances When the Vice President of Information Technology or designee determines that an emergency situation exists that threatens the security or integrity of the college's computing resources, the college may temporarily suspend a user's computing privileges and take all the necessary steps to ensure the integrity of the system. The Vice President of Information Technology or designee shall immediately make a good faith effort to contact all the users involved. Computer privileges suspended pursuant to this provision will be restored as soon as the emergency situation has been addressed. When the decision to suspend computing privileges is made, the users in question may request to meet and discuss the issues involved and the meeting shall be granted within ten business days. • Non- Emergency Circumstances Users understand that violations of this Article may result in suspension or termination of computer, network account and other access. When the decision to revoke computing privileges is made, the user in question may request to meet and discuss the issues involved within 10 business days. No action to suspend or terminate computer, network account and other access for non-emergency violations shall be taken before a meeting 27.7 Disciplinary Action Any disciplinary action related to alleged violation of these guidelines shall be taken pursuant to relevant Education Code provisions for discipline.
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