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Technology Resource Standards

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Policy

Technology resources (including, but not limited to, desktop and laptop systems, printers, central computing facilities, YC wide area network, campus local-area networks, telephones, facsimile machines, scanners, access to the Internet, electronic mail and similar electronic devices and information) of YC are available to faculty, staff, and students and, in a limited number of cases, YC contractors and the public. Use of all those resources is subject to the standards set forth in this policy (Standards).

While this policy governs the use of technology resources for the entire YC district, an individual area or department may establish guidelines for technology resource usage that supplement, but do not replace or waive, these Standards.

Use of Non-YC Technology

Under Arizona’s public records law, YC is required to transact business so that its records are accessible and retrievable. The policy underlying the law is that work done in the name of the public be transparent. Thus, any member of the public may request public records and, except in a few specific instances, are entitled to get copies of them.

Each individual employee is responsible for ensuring that YC records that he or she initiates or receives are retained for the period of time required by and disposed of according to mandates established by Arizona State Library, Archives and Public Records. Therefore, an employee’s use of non-YC technology resources for communication of any type of YC business is heavily discouraged because those records are less capable of being managed according to YC’s process for ensuring retention, retrieval and disclosure set forth in Policy 5.28. Retrieval, Disclosure and Retention of Records.

Additionally, a YC employee who receives a communication allegedly from another YC employee using a non-YC e-mail address is not required to respond substantively to that e-mail. The employee receiving the e-mail is entitled to verify that the sender is whom he or she says that he or she is. The employee receiving the e-mail may request that the sender provide the information or inquiry set forth in the e-mail via hard-copy form or via official YC email.

Acceptable Use

Acceptable use includes, but is not limited to respecting the rights of others, avoiding actions that jeopardize the integrity and security of information technology resources, and complying with applicable laws and regulations, contractual agreements, College policies, and licensing agreements.

Users must use only information technology resources they are authorized to use and only in the manner and to the extent authorized. Ability to access information technology resources does not, by itself, imply authorization to do so.

Users are responsible for protecting their College-assigned accounts and authentication (e.g., password) from unauthorized use.

Users must abide by the security controls on all information technology resources used for College business, whether College or personally owned.

Users of information technology resources are responsible for the content of their personal communication and may be subject to liability resulting from that use.

Incidental Computer and Technology Usage

Limited incidental personal use of YC technology resources including through use of personal email systems is permitted, except as described “Unacceptable Use” below. Personal use refers to activities which only affect the individual and that are not related to an outside business. YC employees are required to conduct themselves in a manner which will not raise concern that they are or might be engaged in acts in violations of the public trust.

Unacceptable Use

Users are not permitted to share authentication details or provide access to their College accounts to anyone else.

Users must not circumvent, attempt to circumvent or assist another in circumventing the security controls in place to protect information technology resources and data.

Users must not knowlingly introduce software onto College information technology resources that may interfer or disrupt service or does not have a clear business or academic use.

Users must not develop or maintain an unauthorized Internet presence that uses Yavapai College name or branding.

Users must not use technology resources for commercial purposes.

Users are prohibited from willingly engaging in activities that interfer with or disrupt network users, equipment or service; intentionally distribute viruses or other malicious code; or install software, applications, or hardware that permits unauthorized access to information technology resources.

Users must not engage in inappropriate use, including but not limited to:

  • Activities that violate state of federal laws, regulations or College policies.
  • Harassment.
  • Widespread dissemination of unsolicited and unauthorized electronic communications.

Users must avoid excessive use of system information technology, including but not limited to network capacity. Excessive use means utilization that interfers with other users or is unrelated to academic or employment-related needs, or that interferes with other authorized uses.

Disclaimer

All information published online by YC is subject to change without notice. YC is not responsible for errors or damages of any kind resulting from access to its internet resources or use of the information contained therein. Every effort has been made to ensure the accuracy of information presented as factual; however, errors may exist. Users are directed to countercheck facts when considering their use in other applications. YC is not responsible for the content or functionality of any technology resource not owned by the institution.

The statements, comments, or opinions expressed by users through the use of YC’s technology resources are those of their respective authors, who are solely responsible for them, and do not necessarily represent the views of the Yavapai College.

Complaints and Violations

Complaints or allegations of a violation of this policy will be addressed through YC’s normal Corrective process for employees or via the Student Code of Conduct for students.

Upon determination of a violation of these standards, YC may unilaterally delete any offending content and terminate the user’s access to YC’s technology resources. It is the user’s responsibility to demonstrate and/or establish the relevance of content in the event that a content complaint is made official. Users retain the right to appeal actions through YC’s grievance procedures.

Yavapai College Administrative Policy and Procedures Manual
Policy Number: 5.27
Title: Technology Resource Standards
Effective Date: 05/04/2018