Use of Information Technology Resources



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Title Policy Area Policy Number (to be assigned by Information Services) See also (related policies) Use of Information Technology Resources Operations College Systems and Resources E.5.1 Sexual Violence and Misconduct Policy Effective Date of Policy: July 2, 2013 Approval Date: June 28, 2013 Applies to: All employees and students within the Okanagan College community and others who have been granted the use of Okanagan College s information resources. Approving Body: President Supersedes: OC Board June 28, 2005, Use of Information Technology Resources Policy April 20, 2010; Revised June 28, 2013 Authority College and Institute Act, Freedom of Information and Protection of Privacy Act The following are responsible for the administration of this policy, Primary Office Information Services Contact Director, IT Services Policy Statement 1.0 Okanagan College makes computers, communication devices, e-mail, learning management systems (LMS), intranet and internet resources (collectively the Information Resources ) available to authorized users to assist them in performing their work, conducting Okanagan College business and completing their educational studies. Use of these Information Resources for any purpose that is not specifically related to these purposes is prohibited, except for incidental personal use as defined in this policy. 2.0 Because Okanagan College is a public body governed by the Freedom of Information and Protection of Privacy Act, records created by using its Information Resources are records within the custody or control of Okanagan College. Users of Rev. June2013

page 2 of 5 Okanagan College s Information Resources should not expect privacy when using such resources. All email, communications and information downloaded from or viewed on the intranet or internet, constitute the property of, and may be monitored by Okanagan College. Scope of this Policy 3.0 This policy applies to all employees and students within the Okanagan College community and to others who have been granted the use of Okanagan College s Information Resources. 4.0 This policy refers to all Information Resources within Okanagan College whether individually controlled or shared, stand-alone or networked. It applies to all computer and communication facilities owned, leased, operated or contracted by Okanagan College including personal computers, communication devices, digital storage devices, networks and associated peripherals, software, intranet and internet and all individuals having access to Okanagan College s computing systems. Rules and Responsibilities 5.0 All users of Okanagan College Information Technology Resources must: 5.1 comply with all applicable laws including the Criminal Code of Canada, Copyright Act, BC Freedom of Information and Protection of Privacy Act, BC Civil Rights Protection Act and BC Human Rights Code, and Okanagan College policies in the course of using Okanagan College Information Resources, and by licences governing the use of computer programs, software and documents; 5.2 take responsibility for the integrity of the Information Resources under their control; 5.3 take appropriate steps to ensure the security of Okanagan College s Information Resources by adhering to all applicable security measures including using and safeguarding all necessary passwords, and using encryption on portable storage devices; 5.4 choose and use safe passwords and avoid using common sequences (e.g. 12345) or readily identified information (e.g. name, address, phone number, spouse s name, etc); 5.5 secure their workstations when they are absent from them and log out of systems at the end of the work day; 5.6 use only computer IDs or accounts and communication facilities which they are duly authorized to use, and use them for the purposes for which they were intended; and

page 3 of 5 5.7 respect copyrights, software licences, intellectual property rights and contractual agreements. Prohibited Activities 6.0 The following activities are strictly prohibited: 6.1 using Information Resources to access, create, view, listen to, store or transmit material that is harassing, obscene, abusive, illegal, pornographic, discriminatory or that otherwise violates applicable laws, Okanagan College s agreements, policies or community standards, except if such use is part of assigned Okanagan College duties or course work; 6.2 tampering with files, digital storage media, passwords, or accounts of others, misrepresenting one s identity as a sender of messages or the content of such messages or attempting to circumvent or subvert security measures; 6.3 intentionally developing programs or making use of existing programs that harass other users, or infiltrate a computer or computing system, or damage or alter the software components of a computer or computing system, or gain unauthorized access to other facilities accessible via the network; 6.4 using Information Resources, services or facilities for non-okanagan College purposes, projects, commercial or other external purposes except as described below; 6.5 divulging private and/or confidential information related to Okanagan College s business, employees or students; 6.6 downloading and/or installing unauthorized programs, files or software; and 6.7 creating, transmitting, distributing, forwarding, downloading or storing any software, files or programs that infringe any copyright, trademark or intellectual property rights or which exposes Okanagan College to unauthorized legal obligations or liability. Incidental personal use 7.0 The primary use of Okanagan College s Information Resources must be related to Okanagan College s educational and research mission, business and functions. Incidental personal use of the College s Information Resources is permitted provided that such use meets each of the following criteria: 7.1 it complies with this Policy; 7.2 it does not cause Okanagan College to incur any unauthorized cost; 7.3 it does not expose Okanagan College to risk; 7.4 it is not part of an unauthorized activity; and

page 4 of 5 7.5 it is not for commercial or personal profit of the user or for the profit of others. 8.0 Use of Information Resources for commercial or profit related purposes is restricted to those activities sponsored and authorized by a Vice President. 9.0 The foregoing sections are not intended to be an exhaustive list of permissions and prohibitions governing the use of Okanagan College Information Resources. All users continue to be subject to all applicable laws and Okanagan College policies. Monitoring and Privacy 10.0 Email, communications and information downloaded from or viewed on Okanagan College s Information Resources are the property of Okanagan College. Okanagan College has a responsibility to ensure that all information stored on its Information Resources reflects the policies of Okanagan College and complies with applicable laws. 11.0 Users should not expect privacy when using Okanagan College Information Resources. 12.0 Use of Information Resources may be inspected or monitored from time to time without notice by a member of the IT Department, as approved by the Director, IT Services, including without limitation for network maintenance, security, monitoring system performance and other systems related work. 13.0 Use of LMS may be inspected or monitored from time to time by the employee s supervisor (Associate Dean, Dean or Director) or their designate, without notice or approval for administrative purposes, including without limitation, employee evaluation. 14.0 Students use of LMS may be inspected or monitored from time to time by an Associate Dean, Dean or Director, or their designate, without notice or approval for the purpose of evaluation of student compliance with College academic policies. 15.0 With approval, authorized employees may access, inspect or monitor the use of Information Resources from time to time without notice for the purposes of assessing compliance with copyright policy, laws and related agreements, and for compliance with privacy laws. Approval is required from a Vice President. 16.0 Use of Information Resources may be inspected or monitored from time to time without notice, but with approval as set out in s.17, if there is reason to believe a violation of College policy, agreements or laws has occurred. Procedures 17.0 When there is reason to believe a violation of College policy, agreements or laws has occurred, a Vice President may authorize the Director, IT Services or other authorized personnel to access, inspect and monitor Information Resources and

page 5 of 5 take possession of a computer or portable storage device to determine if a user is acting in violation of Okanagan College policies, agreements or applicable laws. 18.0 A Vice President has the right to suspend an employee s or student s account or access to Okanagan College s networks, and the Director, IT Services has the right to suspend a student s account or access to Okanagan College s networks, if the student or employee is deemed to be in violation of Okanagan College policies, Okanagan College agreements or applicable laws. This suspension may be made without prior notification. 19.0 Suspected violations by an employee are to be reported to the individual s supervisor and to the Director, IT Services. Suspected violations by a student are to be reported to the Department Chair of the student s program and to the Director, IT Services. Suspected violations by other individuals are to be reported to the Director, IT Services. 20.0 The individual suspected of a violation will be informed of the suspension of privileges as soon as reasonably possible and may be invited to participate in the investigation. The employee s union will also be notified where applicable. 21.0 Investigations and penalties will be in accordance with Okanagan College policies where applicable and will depend on the nature and severity of the violation and the status of the user. If the violation is determined to be criminal in nature, the matter will be referred to appropriate law enforcement authorities. 22.0 The Vice President(s) will report to the President, as necessary, any inspections or monitoring of user accounts for violation of College policies.

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