Information Technology (I.T.)

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1 Location: The Juilliard School Irene Diamond Building Main Office Room: 248 Phone: ext Website: Information Technology Computer Labs There are two computer labs at Juilliard. The main lab is located in Room 248, and offers Macintosh and Windows machines for student use. It is divided into two sections: a general access lab (Internet access, word processing, scanning, printing), and a music technology classroom (notation, sequencing, audio editing). The lab is available to students with valid ID cards during building hours. A second facility, the residence hall lab, is on the 19th floor of the Rose Building. It is open 24 hours a day, seven days a week, for residents of the residence hall, and 7 a.m.-midnight each day for non-resident students. Internet access and word processing are provided in this lab. In addition to these labs, a number of Internet access workstations are provided around the building, including in the library, on the second, third, fourth, and fifth floors, as well as in the Morse Student Lounge. Wireless Internet access is available around the main building and the residence hall. A valid Juilliard ID is required for access to Juilliard s computing facilities. A unique network login that grants access to all computing resources is established for each new student. Details of how to activate the account are covered during the orientation for new students. Alumni and guests are not permitted access to either facility. For information about policies regulating the use of computers at Juilliard, see also Computer Use Policy below. Computer Use Policy The use of The Juilliard School s information technology systems, including its computer systems, networks and the data contained therein, is governed by a set of rules contained in the Computer Use Policy. All users are expected to familiarize themselves with these policies and sign a memorandum of understanding stating such. A. Institutional Privileges System administrators may monitor and log usage data and may review this data for evidence of violation; when necessary, they may monitor all the activities and inspect the files of specific users on their computers and networks. System administrators may suspend privileges of an individual user for reasons relating to physical or emotional safety and well-being, or for reasons relating to the safety and well-being of other members of the Juilliard community or Juilliard property. Juilliard retains ownership of all administrative information created by its employees. Departments that operate their own computers may add, with the approval of the appropriate Senior Staff member, individual guidelines that supplement, but do not relax, this policy. B. Institutional Responsibilities Juilliard presents no warranty, either expressly stated or implied, for the services provided; damages resulting directly and indirectly from the use of these resources are the responsibility of the user. Juilliard does not and will not act as a censor of information but will investigate properly identified allegations arising from the Juilliard community and will comply with applicable state and federal laws (see appendix). Supervisors are responsible for providing copies of this policy to consultants, temporary staff and other special employees and assisting them to understand the policy. Juilliard will fully comply with the authorities to provide any information necessary for the litigation process and will report criminal offenses to the appropriate authorities. C. Security 1. Physical Access to the computer operations area is restricted to those responsible for operation and maintenance. No individuals are allowed in Juilliard s I.T. or Library server rooms unless they are under close and immediate supervision of an I.T. staff member or authorized Library staff member. Tampering with equipment is prohibited. 2. Network The owner of a private computer connected to Juilliard s network is responsible for the behavior of its users and for all network traffic to and from that computer. A private computer is defined as a non-juilliard owned computing Updated: Friday, August 22, 2014 Page 1

2 device, including any type of PC (personal computer) or smartphone, tablet device, game console or any other computing device. Private computers must not be used to provide network access to individuals who do not have access through official Juilliard systems or as a router to other networks or to non-juilliard affiliated systems. Private computers must not use the Juilliard network for commercial gain or profit. It is the responsibility of users to ensure that an appropriate level of security is implemented on private devices that connect to the Juilliard network. Smartphones MUST be passwordprotected and users are expected to deploy an anti-virus solution such as Juilliard s free antivirus tool. Users may not alter the Juilliard network infrastructure (including ResNet) by installing any unauthorized networking equipment including (but not limited to) hubs, switches, routers, or wireless access points of any kind without the expressed permission of the I.T. Department. It is also a violation to install any devices or programs on Juilliard networked or any other PC or computing device connected to the Juilliard network (including ResNet) that are designed to alter, reshape, affect, monitor, or intercept network traffic. The Juilliard School reserves the right to terminate or limit the network connectivity of any user whose online activities are deemed detrimental to the health of the network. 3. Administrative Data Access to administrative systems is based on the need to use specific data, as defined by job duties, and will be annually re-evaluated by the supervisor. Employees are to safeguard the integrity, accuracy, and confidentiality of information as part of the condition of employment. Any person-authorized access to information of any type is not to remove any official record, report or copy from the office where it is kept except in performance of job responsibilities. Any person-authorized access to information is not to make or permit unauthorized use of that information. Employees who attempt unauthorized access to administrative computer access IDs are subject to disciplinary measures. Improper access to or unauthorized disclosure of confidential information may be a violation of federal law. Users must hold confidential any administrative data after termination of employment with Juilliard. Monitors should be positioned to prevent unauthorized reading of sensitive information. Users are also strongly advised to lock their workstations when leaving them even for only a few minutes. Windows workstations can be locked by hitting Ctrl + Alt +Delete keys. They are unlocked by providing the network access password. Storage or dissemination of nonelectronic forms of administrative information must safeguard against unauthorized viewing as well as loss due to accidents or acts of nature. Good judgment should be used in the storage and disposal of administrative data. Electronic storage media (thumb drives, external drives) and paper copies should be stored in secure places; when it is necessary to discard information, data should be removed from these devices and paper copies should be shredded. Department heads are responsible for implementing procedures to maintain access security and for educating their employees regarding these procedures. All Juilliard-related work files should be stored in the My Documents folder or on the appropriate Departmental network location. This folder is located on the network, and is backed up nightly to safeguard against loss of data. Employees are encouraged NOT to store important Juilliard files on the computer itself (the C: drive, or internal hard drive). Personal files may be stored on the computer (the C: drive, or internal hard drive). The I.T. Department is NOT responsible for the preservation or content of these files, and may remove any applications or files it deems in violation of this Computer Use Policy. Personal files, such as music (mp3), video, and highresolution pictures, may NOT be stored in the My Documents folder or on a network share. Students must provide identification to access their own data. Parents must provide written evidence that a student is their dependent to access the student s data unless specific permission is given by the student (refer to Updated: Friday, August 22, 2014 Page 2

3 FERPA guidelines). Individuals who are on leave of absence or whose employment has been terminated for reasons other than retirement with reemployment rights have the right of access to their records. Legal representatives of deceased faculty and staff members shall have the right of access for five years after the death of the individual. 4. User Accountability Any attempts to secure a higher level of privileges on networked systems are punishable disciplinary offenses. Gaining unauthorized access to a system or area of a system using knowledge of access abilities gained during a previous position at Juilliard is prohibited. Under no circumstances may individuals give others access to any system they do not administer. Gaining access to non-public computers, network facilities, information services and resources is a violation of this policy. Any user who finds a possible security lapse on a Juilliard system is obliged to immediately report it to the system administrator. Loopholes in system security or knowledge of a special password are not to be used to damage systems or obtain unauthorized services. Users are expected not to develop programs or use mechanisms to alter or avoid accounting, or to employ means by which the facilities and systems are used anonymously or by means of an alias. Use of systems and/or networks to connect to other systems, in evasion of the security limitations of the remote system/network, is prohibited. Users must not physically or electronically attach any foreign device without specific authorization. Rules prohibiting theft or vandalism apply to authorization codes, long distance telephone services, television signals and service information, as well as to physical equipment. 5. Integrity of Use Any person authorized to access information is not to knowingly include in any record or report a false, inaccurate, or misleading entry. The creation, alteration, or deletion of any electronic information contained in or posted to any Juilliard computer or affiliated network will be considered forgery. Knowingly accepting or using information that has been obtained by illegal means is a violation of others rights and is subject to disciplinary action. The use of Juilliard computing facilities to effect or receive unauthorized electronic transfer of funds is prohibited. 6. Peer-to-Peer (P2P) Software Policy Use of Peer-to-Peer (P2P) Software A. The School's computing and telecommunications resources shall not be used for any type of P2P file sharing without the express consent of the I.T. Department. B. The I.T. Department employs traffic-shaping tools to control P2P traffic on the Juilliard School network. C. The I.T. Department, in consultation with the Office of Legal Affairs, will consent to the use of P2P software on a per-user basis only when provided with specific, written purposes directly related to, or in support of, the academic, research, or administrative activities of the School. D. Permission to use P2P software may be revoked at the discretion of the I.T. Department. This includes but is not limited to the following reasons: service abuse, degradation of the performance of the network, or use for purposes other than School business. E. It is a violation of The Juilliard School, New York State and federal regulations to illegally share copyrighted material using P2P or other tools. User Responsibility 6. Network users shall not knowingly download, install, or use P2P software on either Juilliard s wired or wireless network. 7. Network users shall remove any P2P software that is discovered on any resource attached to the Juilliard School network, including personal property, unless granted specific permission by the I.T. Department to be used. Enforcement of Policies If a system is detected engaging in unauthorized P2P activity on the wired or wireless networks, sanctions that range from a temporary block on the offending machine to to other disciplinary actions may be applied. 7. Copyright Users must abide by all applicable copyright Updated: Friday, August 22, 2014 Page 3

4 laws and licenses. Users are responsible to use available mechanisms and procedures to protect their own programs, programs in software libraries, and data. Users are also responsible for assisting in the protection of the systems they use. Employees are not allowed to copy programs, take them home, distribute, or sell them to others. Juilliard reserves the right to refuse to defend any faculty, student, or staff member named in a lawsuit arising out of alleged copyright infringement activity, and to refuse to pay any damages awarded by a court of law against such person. 8. Network Security for access to the network and to files and applications on a server will be implemented via a user ID and password. 9. Accounts Computer accounts are owned by Juilliard and are to be used for Juilliard-related activities only. Accounts remain in effect as long as the user maintains an official relationship with Juilliard. Any employee who does not access an administrative system in a one-year time period will have access removed and must be reauthorized for access. Access managers will immediately delete the access of employees who have been terminated by Juilliard. Employees who resign may keep their Juilliard account for up to two months after they leave Juilliard. All other access for these employees will be terminated. Providing false or misleading information for the purpose of obtaining access to computing facilities is prohibited and may be regarded as an offense to the disciplinary code and treated accordingly by Juilliard. Employees are accountable for the activities on their workstation. Sharing of IDs is prohibited. Workstations must be logged off to a point that requires a new logon whenever employees leave their work area. Access to Juilliard Computing resources requires a valid username and password combination. The system locks out a user after 10 unsuccessful attempts to log on. Locked out users can unlock their own accounts if they are enrolled in the password management tool. Administrative accounts in the Windows domain are subject to a password complexity requirement enforced by Active Directory group policy. Passwords must contain a minimum of 6 characters, and characters from 3 of the following 4 character groups must be present: uppercase letters, lowercase letters, numbers and alphanumeric symbols. The chosen passwords may not contain the accounts username, and the last 6 passwords set by a user are remembered and blocked from re-use. Passwords must be changed every 120 days. Colleague users log into the Colleague system through Unix. Passwords expire every 180 days. Passwords must be at least 6 characters but there is no maximum limit and the first 6 characters of the password must contain at least two alphabetic and one numeric character. Only the first 8 characters are encrypted. Five consecutive failed logon attempts will result in the account being locked out for 1 hour. No user ID or administrative system may be used for unethical, illegal, or criminal purposes. Accessing files or directories of other users is not permitted without consent of the other user. Remotely logging onto or otherwise using any workstations or computers not designated explicitly for public logons is not permitted without consent from the owner. Users must not conceal or cover up violations by anyone. D. Individual Privileges 1. Privacy Users must respect the privacy and personal rights of others. Computer programs, , voice mail and electronic files can only be accessed by authorized personnel for compelling business or security reasons and only with the approval of the President. Information that users obtain through special privileges is private. User privacy cannot be extended under conditions such as a program causing disruption to the network or other shared resources or the suspected violation of Juilliard s guidelines of behavior or state or federal law. System administrators may view the contents of due to serious addressing errors or as a result of maintaining the system. Updated: Friday, August 22, 2014 Page 4

5 2. Freedom of Expression The constitutional right to freedom of speech applies no matter what medium is used. System administrators will not remove any information from individual accounts unless the information involves illegality, endangers computing resources, is inconsistent with the mission of the institution or involves obscene, bigoted, or abusive language; users who wish to appeal such removal of information may do so through the Office of Legal Affairs. 3. Responsible Use While some incidental personal use of Juilliard computing resources may be allowed, it is not appropriate for employees to convert Juilliard resources to private endeavors. No administrative computing system may be used for improper purposes, such as computer games or the playing of practical jokes. Users should, where possible, limit the wastage of paper by not printing unnecessary listings or multiple copies of files. Users must check thoroughly for all errors and corrections before printing documents. Users must print only academic, school life or job-related work. The messaging services should not be used to send rude, obscene, harassing, or illegal materials. Potentially offensive material is not to be forwarded to others without their consent. Downloading onto your desktop any inappropriate images, photos, sounds, attachments or messages is prohibited; refrain from transmitting to others inappropriate images, sounds, or messages which might reasonably be considered harassing. Users must not use any communications services to intimidate, insult, or harass others. Users must not use mail or messaging services for broadcasting unsolicited messages. 4. Student, staff and faculty mailboxes are set to 50GB in size. Students accounts are granted for life. Upon graduation, student accounts are converted to self-service alumni accounts with a maximum capacity of 5GB. As part of Office365, users are also provided up to 1TB of cloud data storage as part of OneDrive For Business. 5. Discipline Violations of this policy will be governed under the disciplinary procedures as stated in the faculty, staff or student handbook, whichever is applicable. 6. Abuse of Privilege Users must not use any communications services to intimidate, insult, or harass others. Potentially offensive material is not to be forwarded to others. Chain letters and other forms of mass mailings are not allowed. Users must not use mail or messaging services for broadcasting unsolicited messages. Changing another person s password is considered a form of harassment. Users must not display on screens in shared facilities images, sounds, or messages which could create an atmosphere of discomfort or harassment to others; users must refrain from transmitting to others inappropriate images, sounds, or messages which might reasonably be considered harassing. No one should look at, copy, alter, or destroy anyone else s personal files without explicit permission, unless authorized to do so by law or regulation. Knowingly accepting or using information which has been obtained by illegal means is a violation of others rights and subject to disciplinary action. Gaining access to non-public computers, network facilities, information services and resources is a violation of the policy. The use of Juilliard computing facilities to effect or receive unauthorized electronic transfer of funds is prohibited. Rules prohibiting theft or vandalism apply to authorization codes, long distance telephone services, television signals and service information as well as to physical equipment. No one should deliberately attempt to degrade the performance of an information system (including computers, networks, telephone systems, and video systems). 7. Public Facilities Users must be sensitive to the needs of others and use only their fair share of computing resources including Internet bandwidth. Users must refrain from holding (without activity) Updated: Friday, August 22, 2014 Page 5

6 public terminals. Others must not be prevented from using shared resources by signs placed on devices to "reserve" them without authorization. Users must not lock a computer or other device which is in a public facility. Public terminals may only be used for their designated purpose. Users must be sure to log off after using public terminals. E. Lab Usage Policy By entering this lab, you agree to the following: Only current Juilliard faculty, staff, interns and students are allowed to use machines in the lab. A valid Juilliard ID is required for entry to the lab. Access is on a first-come, first serve basis and users may use any free workstation. During busy periods, lab users are encouraged to be considerate of others and limit their usage to accommodate other users. You are not permitted to install any software onto Juilliard machines. You may not bring any food or beverages into the lab. You will be liable for any damage that occurs. Under a networked Print Accounting System, each student is allocated $50 worth of printing privilege (500 pages). When this is used up, you can replenish their printing accounts from the Business Office at a rate of $0.10 per black & white page and $0.25 per color page. Go to print.juilliard.edu to check your printing balance. The Student Computer Lab is open from 8AM to 11PM, 7 days a week. The Juilliard School will not be held liable for any material you send or receive over the Internet. You agree not to use the lab for illegal purposes or for the transmission of material that is unlawful, harassing, libelous, invasive of another s privacy, abusive, threatening, harmful, vulgar, obscene, tortuous, or otherwise objectionable, or that infringes or may infringe the intellectual property or other rights of another. We reserve the right to restrict computer usage if it is deemed inappropriate for our educational environment. You agree that The Juilliard School may in its sole discretion terminate your account if it believes you have in any way violated the Terms of Service. F. Lila Acheson Wallace Library Computer Use Policy The Library computer network provides access to JUILCAT, The Juilliard School online library catalog, as well as to a number of electronic resources. These computers are designed to be used for reference and research purposes only. Three computers at the far end of the library reference room have been designated for Web browsing. There is a twenty (20) minute time limit on use of these computers. Use of other computers in the library for Web browsing or is forbidden. Updated: Friday, August 22, 2014 Page 6

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