LOS ANGELES COMMUNITY COLLEGES
OFFICE OF THE CHANCELLOR
ADMINISTRATIVE
REGULATIONS INDEX NUMBER B-27
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REFERENCE: B-28 |
TOPIC: Use of District and College Computing
Facilities |
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ISSUE DATE: |
INITIATED BY: Educational Services |
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CHANGES: All sections; Regulation transferred to Business Services (formerly E-76); Sections I.(E)and III (A); |
DATE OF CHANGES: April 1997; |
I. Policy
A. The Los Angeles Community College District
provides computers, networks and computerized records (“computing facilities”),
for use by students, faculty, staff and administrators. These resources are intended to facilitate
education, research, academic development and service to the public. Each individual user of these facilities
(“user”) is expected to exercise responsibility, use computing resources
ethically and respect the rights and privacy of others.
B. All employees and students using computing
facilities are expected to operate within the bounds of federal and state law
and of District policies and standards.
All existing District rules, regulations and policies apply to the use
of computing facilities, including those that apply generally to personal
conduct.
C. The College President or Division Vice
Chancellor shall designate an administrator to be responsible for the
implementation of this policy.
D. Each college is responsible for communicating
the provisions of this policy to its campus users of computing facilities. Each college may establish guidelines
regarding who may use campus computing facilities, consistent with the
provisions of this policy.
E. This policy is intended to supplement
Administrative Regulation B-28, the District’s Network Security Policy, as
appropriate.
II. Communications
and Privacy
A. Due to the nature of the technology and the
public character of the District’s business, there is no guarantee that a
user’s files, account and/or electronic mail are private. Documents created and/or stored on District
computers and networks may be considered public records, subject to disclosure
under the Public Records Act or other laws or as a result of litigation. While the District does not routinely monitor
computer files, e-mail or Internet use, the District reserves the right to
examine material stored on or transmitted through its computing facilities as
it deems necessary.
B. Users are warned that they may encounter
material which may be considered offensive or objectionable in nature or
content. If a user alleges that a
District rule or policy has been violated, he or she may initiate action
through the applicable grievance or complaint procedure.
III. User
Responsibilities
A. Individual users assume full responsibility
and accountability for using computing facilities in accordance with District
rules and policies, which includes but is not limited to, compliance with the
Policy Violations listed at section IV of this policy. Users must respect the rights of others,
respect the integrity of the computing facilities and observe all laws, regulations
and contractual obligations.
B. As a condition of access to computing
facilities, every computer user must observe the following guidelines:
1. Maintain an environment conducive to learning
and to working by using computing facilities according to the highest standards
of professional and personal courtesy;
2. Maintain a secure environment for the systems
by immediately reporting any security loopholes or unauthorized use of the
facilities;
3. Assume responsibility for the protection of
files by backing up data and programs; and
4. Make economical and wise use of shared
computer resources.
C. Passwords provide employees and students
access to computing facilities. The
security of passwords is essential to the privacy of students and employees in
accordance with State and Federal laws.
In order to maintain a secure environment, the following rules should be
observed:
1. A unique user identification and password
shall be issued to each individual who is provided with access to computing
facilities.
2. Users should not write their password in any
location where another person can find it.
3. Passwords shall be modified periodically as
required by the system administrator.
4. In the event a user’s identification and
password are used for unauthorized purposes by someone other than the user, the
user should immediately report the activity to the administrator in charge of
implementing this policy.
5. Employees and students shall participate in
appropriate orientation and training prior to using computing facilities, when
deemed necessary by the College President, Vice Chancellor or the administrator
in charge of implementing this policy.
6. Each individual user is completely
responsible for all activity on computing facilities performed under his/her
identification and password. This is
especially critical for those who have access to any of the update
systems. Accordingly, computing
facilities should not be left unattended.
D. Employees, which includes student workers,
may be provided access to computing facilities as part of their assigned
duties. Employee users must limit their
use of computing facilities to activity within the scope of their employment
and necessary to conduct District business.
1. Employee users are prohibited from using
computing facilities for inappropriate purposes, which includes, but is not
limited to, the following:
a. Employee users are prohibited from personally
benefiting or allowing others to benefit from any inappropriate access to
confidential information.
b. Employee users are prohibited from divulging
the contents of any report or record to any person except in the execution of
assigned duties and responsibilities.
c. Employee users may not knowingly include or
cause to be included in any record or report a false, inaccurate or misleading
entry. Employee users may not expunge or
cause to be expunged a data entry from any record or report, except in the
execution of assigned duties. Correctly,
employee users are not responsible for the accuracy of the data assigned to
them to be entered.
d. No official record or report, or copy
thereof, may be removed from the office where it is maintained except in the
performance of assigned duties.
2. Computing facilities shall not be located in
such locations that the display can be seen by unauthorized persons. These locations shall be reviewed
periodically by the appropriate administrator.
3. Employee users should not give their personal
password to any other person.
4. Employees who do not have a password but have
a need for limited and specific use of computing facilities must be under
direct supervision of a user who has a password.
5. Printouts of student records shall be
provided in accordance with Federal, State and District privacy rules and
regulations.
a. No printout shall be given to a student who
does not have proper identification.
b. “Unofficial” shall be stamped on all computer
screen printouts, including study list and permanent record printouts, issued
by offices other than Admissions and Records.
6. Printouts of employee records may only be
made by users who have been authorized to use the screens in question, and in
accordance with Federal, State and District privacy rules and regulations.
7. In order to maintain the privacy of employees
and students, the following rules apply with respect to the release of and/or
access to student and/or employee records:
a. The release of and/or access to confidential
information shall be made in accordance with Federal, State and District
privacy rules and regulations.
b. Any release of and/or access to computerized
records to third parties, in response to an employee’s or student’s written
consent; a lawfully issued subpoena; or a court order, shall be made only by
the office directly responsible for such records, under authority of the administrator-in-charge
of that office.
8. Upon termination or transfer of an employee,
the College President, Division Vice Chancellor or the administrator assigned
to implement this policy shall ensure that access to computing facilities by
the employee is terminated or modified, as appropriate.
E. Students may be provided an account for
computer access from the college’s designated system administrator and their
use shall be limited to college-related activities only.
IV. Policy
Violations
Conduct which is considered to
violate District policy with respect to computing facilities includes, but is
not limited to, the following:
1. Sending harassing, intimidating and/or
threatening messages through electronic mail or other means;
2. Downloading, storing or displaying obscene or
pornographic material;
3. Using computing facilities in a manner that
violates copyrights, patent protections or license agreements, including using
pirated or unlicensed software;
4. Knowingly performing an act which will
interfere with the normal operation of computing facilities, cause damage or
place excessive load on the system;
5. Attempting to circumvent data protection
schemes, uncover security loopholes or gain unauthorized access to any
information or files;
6. Intentionally entering, recording or causing
to be recorded any false, inaccurate or misleading information into the
systems;
7. Sending mass advertisements or solicitations;
or political mass mailings as defined by the Fair Political Practices
Commission;
8. Using computing facilities for commercial or
personal financial gain;
9. Taking computer hardware or software from
District or college facilities for any purpose without prior written approval;
and
10. Using computing facilities in a manner that
violates existing state and federal laws or District rules and regulations.
V. Consequences
of Misuse
A. Misuse of computing facilities may result in
the loss of computing privileges.
Additionally, misuse may require financial restitution to the District
for funds expended and could result in disciplinary, civil or criminal action.
B. Users may be held accountable for their
conduct under any applicable District policy, procedure or collective
bargaining agreement. Violations of
these policies will be enforced in the same manner as other District
policies. Disciplinary review includes
the full range of sanctions, up to and including, but not limited to, employee
dismissal, student expulsion and/or legal action. Misuse can also be prosecuted as a criminal
offense under applicable statutes, such as Penal Code section 502 which
identifies certain crimes associated with the use of computer systems.
VI. Guidelines
for Electronic Civility
A. While the District encourages the free
exchange and debate of ideas, it is expected that this exchange will reflect
the high ethical standards of the academic community. When sending or responding to a sensitive or
controversial topic, the user should keep in mind that e-mail is permanent and
public. Once a message is sent, it may
be saved, printed or forwarded without the knowledge or consent of the
author. The user should take the time to
consider the impact of all e-mail messages which he or she sends.
B. Electronic mail does not convey “body
language,” facial expressions or tone so attempts at humor, irony or sarcasm
may be easily misinterpreted. Therefore,
careful writing is advised. Electronic
messages should be brief, clear and professional.
VII. Applicable
Laws and Regulations
A. The following list identifies some, but not
all, of the additional District rules and regulations that apply to the use of
computing facilities:
1. Board Rule 9803.26 - Theft or Abuse of
Computer Resources
2. Board Rules 1202, 1203 - Nondiscrimination
Policy and Complaint Procedures
3. Board Rules, Chapter XV - Sexual Harassment
Policy
4. Board Rules, Chapter IX - Article VIII -
Conduct on Campus
5. Board Rules, Chapter IX, Article XI - Student
Discipline
6. Administrative Regulation E-55 - Student
Grievance Procedure
B. This policy supersedes and replaces Chancellor’s Directive No. 67, Guidelines on Use of the LACCD Computer Network.