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ITS Policies

Revised 06/01/2015

Guiding principles:

Information technology policies and guidelines have been designed with existing laws and other policies as well as the following guiding principles in mind:

  • Primary vs. Secondary use: Information technology resources are provided primarily to support and enhance the educational and scholarly mission of Linfield College. Linfield College encourages the use of information technology resources for this primary activity and supports such activity to the extent resources permit. Other activities are considered to be secondary. As such, they are not necessarily prohibited or even discouraged. However, should such secondary activities in any way interfere with primary activities, they may be terminated immediately whether or not such activities are explicitly detailed in the information technology policy statements.
  • Individual rights: Linfield respects and promotes individual rights to privacy, equitable and fair access to resources; intellectual, real property, and civil rights. Activities which threaten these rights are discouraged and/or prohibited and may be terminated immediately whether or not such activities are explicitly detailed in the information technology policy statements.
  • Impediments to community use: Activities that are detrimental to community access to information technology are prohibited. Such activities may be terminated immediately whether or not such activities are explicitly detailed in the information technology policy statements.

Procedure: If you suspect violations of these policies, contact the ITS Support Offices (support@linfield.edu or (503) 883-2553), or any other member of the ITS Staff.

Violations of these policies will ordinarily result in an educational process and a warning. Serious or repeated violations may result in denial of access to College owned information technology, which normally means disabling user ID access to campus servers and will be reported to the appropriate dean or vice president.

Linfield College Computer Policies

Acceptable Use Policy
Catnet Account Policy
Computer Lab Policy
Computer Replacement Policy
Copyright Policy
Data Security and Privacy Policy
Email Etiquette Policy
Email Policy
ITAC
Scheduled Downtime
Server Backup Policy
Smartphone and Cell Phone Policy
Technology Fee Policy
Web Site Policy
Wireless Policy



Acceptable Use Policy

Who and What This Policy Covers:
The information technology resources this policy covers include, but are not limited to, hardware (including telephones, computers, and media equipment) either owned or leased by the College, software, and consulting time (and expertise) of the staff of Information Technology Services, or other technology support staff of the College. Additionally, owners of personal equipment that is connected to the data or telecommunications infrastructure of the College are also subject to the policy below.

Any person with a valid Linfield ID card is authorized to use Linfield information technology. By using Linfield College information technology, all users accept the conditions of this policy.

Certain guests and departed members of the Linfield community may also use Linfield information technology:
(1)The Chief Technology Officer is authorized to grant "guest" access to Linfield email services. In general, this access is for a specific period of time and for a specified purpose related to the educational mission of the College.
(2) As a courtesy to departing students and employees, it is customary to grant continued access to the email server to the end of the next full semester following departure. Requests for an extension can be made to the Chief Technology Officer and should include both purpose and length of requested extension. Neither this extension or "guest" access to email services implies access to other services such as lab equipment, consulting services, etc.
(3) Retiring employees may keep their email access indefinitely.

An officer of the College (President, Dean or Vice President) can direct the Chief Technology Officer to immediately terminate server access for any person who has left Linfield.

Primary Activities:
In accordance with the guiding principles of this policy, uses of Linfield information technology that support the educational and scholarly mission of the college are acceptable and encouraged. Some examples of these primary activities are:

  • Coursework and course management, seminars and training sessions
  • Thesis preparation
  • Independent research and self-teaching projects
  • Communication with others in support of teaching, learning and scholarly pursuits

Secondary Activities:
Other uses of information technology not in support of the educational and scholarly mission of the college are allowed so long as they do not interfere with primary activities. For example, interference might occur when access to equipment is needed for primary activities, or secondary activities are done in such a way to consume too many resources such as memory, storage, bandwidth or support staff time. Examples of secondary activities are:

  • Email and other messages of a personal nature
  • Personal Web page creation
  • Entertainment activities such as game playing and Web browsing

Prohibited Activities:
Activities that violate individual rights are prohibited as are activities that interfere with community use. Violations of laws and other Linfield policies are, as a matter of course, also prohibited; those with relevance to information technology are included in the examples below. Examples of prohibited activities are:

  • Unauthorized reading, copying, or modification of someone else's files or electronic mail.
  • Unauthorized use of someone else's password or distribution of your password for any purpose.
  • Intentional damage to hardware, software, security devices or codes or the intentional creation or distribution of viruses, worms or other forms of electronic mayhem.
  • Unauthorized Internet access to computers at other locations.
  • Sending or posting threatening, obscene, harassing, abusive or libelous messages
  • Commercial activities, such as development of software for sale, work undertaken to support any company, or other contracted work.
  • Violation of copyright laws.
  • Impersonating other individuals or sending or posting of anonymous information.
  • Knowing use of computing resources to the extent that it interferes with others use.

The use of any technology resource of the College implies acceptance of ALL current operational policies.

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Catnet Account Policy

Purpose of Policy:
The purpose of this policy is to ensure the proper access to and usage of Linfield College ITS systems by its students, faculty, staff, and alumni. This policy defines account creation, expiration and deletion procedures for ITS systems.

Policy:
Linfield College provides system accounts to all faculty, staff, students, and alumni in support of academic, research, service, and administrative needs. These resources should be used responsibly in an efficient, ethical, and lawful manner.

Account Eligibility:
Accounts are provided according to the following guidelines:

All users:
Linfield College accounts provide access to Linfield College system resources, such as WebAdvisor, Blackboard, email, and others. All Linfield College users are required to change their account password every six months. Reminder emails will be sent starting 14 days before the account password is scheduled to expire. When the account password expires, the account will be locked and cannot be used to log into any Linfield College resources except for the account management tool.

Students:
All active students at the College, including those on leave or in exchange programs, are entitled to a Linfield College account. Students are provided accounts upon enrollment at the College and may retain accounts while enrolled. If a student withdraws from the College, their account will be disabled at the end of the following semester.

Alumni:
Students who graduate and become Alumni will also have their accounts disabled at the end of the following semester.

Alumni are able to request a Lifetime Linfield Alumni email forwarding service which will forward email from an alumni.Linfield.edu address to the personal email address of their choice.

Faculty and Staff:
Current faculty and staff are entitled to a Linfield College system account.

Faculty or staff who have voluntarily terminated their employment will have their accounts deleted on or after the last day of employment. The employee may have the opportunity to set up an email response for 15 days, although they will no longer have access to the account.

Faculty or staff who have been terminated involuntarily from College employment will have their accounts deleted on the last day of employment.

Supervisors may request access to a terminated employee’s email account or may have the email forwarded to another Linfield email account for 30 days.

Retired faculty and staff may retain their email account indefinitely. Upon retirement, the employee must request retired status from ITS in order to retain their account.

Volunteers may be given accounts at the request of their supervisor or a Linfield sponsor. These accounts must have an expiration date and will be reviewed annually for activity.

Spouses, partners, other family members, or friends are not eligible for an account at Linfield College.

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Computer Lab Policy

Linfield College general access computer labs are available for use by anyone with a valid Linfield ID card. This includes main labs as well as those labs in the various residence halls and other public areas. Any exception to the use of the labs must be approved by the Chief Technology Officer.

No lab use is permitted except during scheduled open hours. However, those hours may change at the discretion of the Lab Coordinator. Lab availability is found here and is posted outside the labs.

All College policies pertain to the use of the equipment and the behavior of individuals within the general use labs. No food, drinks or tobacco products of any nature are allowed within the labs at any time. Linfield College staff, lab monitors and College Security personnel reserve the right to ask disruptive and unauthorized individuals to leave.

Copyright laws pertaining to software are observed in the labs. Individuals may not make unauthorized copies of software installed in the labs nor install software on lab computers.

It is also prohibited to turn off any copy-protection software, anti-virus software, or otherwise change the configuration of any machine within the labs without the consent of ITS, including the removal of any disk/file locking software. Making changes to the system hardware and software configuration that interfere with others use of the same machine, or any portion of the data network and printing, may result in the restriction of the individuals rights to use all general access labs.

Usage priorities are set within the labs based upon a set of practical rules. Guests may only use the facilities when not busy or school is not in session. The lab use priorities are determined as follows:

  1. Top priority is given to classes in session during scheduled times
  2. Scheduled and unscheduled classes, training and seminar sessions
  3. Students word processing papers and/or email and Internet access as it pertains to class assignments
  4. Students, faculty and staff doing email and other Internet resource access
  5. Entertainment activities such as game playing and personal web browsing have lowest priority.

At no time shall any sexual or racially discriminating material be displayed in the labs, except as it pertains to class assignments. If requested to remove the display of information or graphics of such a nature, the individual shall do so immediately.

Due to the high demand of lab machines, and in order to insure proper working conditions of the lab equipment, installation of games is NOT permitted.

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Computer Replacement Policy

Purpose of Policy:
This Policy supports Linfield College’s Strategic Plan by describing an orderly approach to upgrading or replacing computer technology on an annual basis. The College has established a central budget and procedures for the regular replacement of computer equipment for employees, classrooms and computing labs. The department of Information Technology Services (ITS) is responsible for the annual replacement of computer equipment as described below.

Policy:
One-fourth of the ITS computer equipment inventory should be replaced every year. The actual number of computers replaced annually will depend on the funds allocated by the College. Computer equipment purchased by ITS is expected to have a life-cycle of four years. IPads and other tablets are not included in the replacement cycle. Monitors and peripherals are replaced on an as-needed basis.

The CTO will be responsible for decisions regarding the replacement budget allocation. Input to ITS about purchase decisions will be provided by departmental and divisional administrators. Decisions will take into account existing inventory, available budget, and justification for upgrades.

Some administrative units may determine that additional equipment is needed outside of the established standard. This equipment should be purchased through ITS, but must be funded by the administrative unit and will not be included in the replacement cycle. Please contact the Technology Acquisitions Manager for pricing and specifications.

Hardware or software purchased without input from ITS staff or the CTO will not be supported by the department.

Computer specifications are established annually based on pricing and available hardware.

All computers remain a part of the computer pool of the College. They are not "owned" by the staff member or department.

Any full-time employee whose position requires a computer will be provided the standard configuration for that fiscal year (desktop or laptop with monitor, keyboard and mouse).

Consideration will be given to requirements for laptop computers to those faculty and staff members who travel or work from home. If a laptop is issued, a desktop will not be assigned in addition to the laptop.

Replacements will be made based on the age of the computer and the needs of the user. ITS staff will maintain an accurate database of equipment in order to determine which equipment is eligible for replacement each year.

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Copyright Policy

The Digital Millennium Copyright Act amends federal copyright law to provide certain liability protections for online service providers, including Linfield College when their computer systems or networks carry materials that violate (infringe) copyright law. To qualify for liability protection, Linfield is required to have a policy under which the computer accounts of users will be terminated if they repeatedly infringe the copyrighted works of others.

Compliance with federal copyright law is expected of all Linfield students, staff and faculty. Copyright is legal protection for all creative works and is interpreted to cover most expressions of ideas. Text, graphic, art, photographs, music and software are all examples of works protected by copyright.

You may use all or part of a copyrighted work only if you have the copyright owner’s permission or if you qualify for a legal exception (the most common exception is called “fair use”). For more information on the “fair use” exemption see the Library web page “Use” of a work is defined for copyright purposes as copying, distributing, making derivative works, publicly displaying, or publicly performing the work.

Copying, distributing, downloading, and uploading information on the Internet usually infringes the copyright for that information. This include unauthorized copying of software, downloading or uploading of copyrighted music and video files. Even an innocent, unintentional infringement violates the law. Violations of copyright law that occur on or over Linfield’s networks or other computer resources may create liability for Linfield as well as the computer user. Accordingly, repeat infringers will have their computer account and other access privileges terminated.

The following procedure is to be used for making a copyright infringement claim and counter claim:

A copyright owner, or person acting for the owner, must provide Linfield's designated agent, the Chief Technology Officer (copyright_abuse@linfield.edu), with written notice that information residing on Linfield's computer systems or networks is an infringement of the copyright. This notice must meet the requirements of 17 U.S.C. 512(c)(3). The notice requirement also applies to information in system cache and to information location tools (e.g., hypertext links) that infringe copyright.

[Note: if a person working for Linfield has independent knowledge of a copyright violation on a College computer system or network, Linfield may have a duty to remove the infringing material. This is true even if there is no "notice" from the copyright owner. Therefore that person should report the violation to the Chief Technology Officer as soon as possible.]

If, after consultation with legal council, the Chief Technology Officer finds there may be substance to the claim of infringement, s/he will promptly remove or disable access to the allegedly infringing material and will promptly inform the computer account holder/user of this action

The computer account holder/user may send Linfield's designated agent, the Chief Technology Officer (copyright_abuse@linfield.edu), a written statement that the removal or disabling of access was based on a mistake or misidentification. This counter notice must meet the requirements of 17 U.S.C. 512(g)(3). The The Chief Technology Officer will promptly transmit a copy of the counter notice to the person who complained of infringement, and will inform that person that the removed material or disabled access will be restored in 10 business days.

The Chief Technology Officer will restore the material or access no less than 10 business days and no more than 14 business days from receipt of the counter notice, unless the person who complained of infringement first notifies the designated agent that the complainant has filed a court action to restrain the computer account holder/user from the infringing activity that was the subject of the original notice to Linfield.

The following procedure is to be used when notice is provided that official Linfield material on a web page or other Internet communication medium my infringe copyright:

Linfield has a legal duty to insure that official web sites, official email, and other official communications and expressions do not violate the intellectual property rights of third parties. The most common intellectual property rights found on the Internet involve copyright and trademark/service marks.

"Official" web sites and communications include those that are funded or otherwise sponsored by Linfield for a college purpose, or which are created by an employee or agent of the College who is acting within the authorized scope of employment or agency on behalf of the College (e.g., posting course materials on the web for educational use of enrolled students).

Linfield has "notice" of possible infringement when a third party advises a college official that there is an infringement, or when it appears to a college official that material is likely to be infringing based on the circumstances (e.g., copies of nationally syndicated cartoons appear on a College web site without any statement of copyright permission).

When Linfield has notice of a possible intellectual property infringement in official college-provided content, it will in good faith:

Attempt to establish who truly owns the copyright (or other intellectual property) through consultation with the author of the College content and the party claiming ownership.

Attempt to determine if any legal defense (e.g., "fair use") exists to allow the material to be used by the College.

Attempt to negotiate a permission or settlement if it appears that the content is infringing or if it appears that settlement is preferable to litigating an unclear claim. If permission or settlement is not feasible and it appears that the material is infringing, the College will remove the material.

Determine if any disciplinary action is appropriate against the person who posted infringing content. In the case of repeated infringement or bad faith infringement, disciplinary sanctions may include termination of computer privileges. Violations of the above terms of agreement may result in suspension of computing privileges, disciplinary review, termination of employment, and/or legal action. ATN will refer serious violations to the appropriate department for disciplinary action.

Linfield College has the twin objectives of minimizing liability while also providing full legal support for the activities of faculty and staff. In the context of copyright and other intellectual property, this means that an Officer of the College should be advised as soon as there is any notice of possible infringement. The Officer will work with the College content provider in to establish any defenses. However, if there is inadequate information to provide a defense, or it appears that no defense exists, the best route to minimize College damages may be prompt removal of the allegedly infringing material.

Removal of official College content, especially course materials, can be harmful to academic freedom, to teaching effectiveness, and to the College’s educational mission. Therefore, faculty and staff are encouraged to secure copyright permission, or a license, or a legal basis for use of someone else's intellectual property without permission, before using the material.

Copyright Definition

Adapted from "Using Software: A Guide to the Ethical and Legal Use of Software for Members of the Academic Community" issued by EDUCOM and ADAPSO, 1992

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution. Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.

Here are some relevant facts:

  1. Unauthorized copying of software is illegal. Copyright law protects software authors and publishers, just as patent law protects inventors.
  2. Unauthorized copying of software by individuals can harm the entire academic community. If unauthorized copying proliferates on a campus, the institution may incur a legal liability. Also, the institution may find it more difficult to negotiate agreements that would make software more widely and less expensively available to members of the academic community.
  3. Unauthorized copying of software can deprive developers of a fair return for their work, increase prices, reduce the level of future support and enhancement, and inhibit the development of new software products.

Respect for the intellectual work and property of others has traditionally been essential to the mission of colleges and universities. As members of the academic community, we value the free exchange of ideas. Just as we do not tolerate plagiarism, we do not condone the unauthorized copying of software, including programs, applications, data bases and code.

Classification Of Software:
The restrictions and limitations regarding each classification are different.

Commercial
Commercial software represents the majority of software purchased from software publishers, commercial computer stores, etc. When you buy software, you are actually acquiring a license to use it, not own it. You acquire the license from the company that owns the copyright. The conditions and restrictions of the license agreement vary from program to program and should be read carefully. In general, commercial software licenses stipulate that

  • the software is covered by copyright,
  • although one archival copy of the software can be made, the backup copy cannot be used except when the original package fails or is destroyed,
  • modifications to the software are not allowed,
  • decompiling (i.e. reverse engineering) of the program code is not allowed without the permission of the copyright holder.

Shareware
Shareware software is covered by copyright, as well. When you acquire software under a shareware arrangement, you are actually acquiring a license to use it, not own it. You acquire the license from the individual or company that owns the copyright. The conditions and restrictions of the license agreement vary from program to program and should be read carefully. The copyright holders for Shareware allow purchasers to make and distribute copies of the software, but demand that if, after testing the software, you adopt it for use, you must pay for it. In general, shareware software licenses stipulate that

  • the software is covered by copyright,
  • although one archival copy of the software can be made, the backup copy cannot be used except when the original package fails or is destroyed,
  • modifications to the software are not allowed,
  • decompiling (i.e. reverse engineering) of the program code is not allowed without the permission of the copyright holder, and
  • development of new works built upon the package(derivative works) is not allowed without the permission of the copyright holder. Selling software as Shareware is a marketing decision, it does not change the legal requirements with respect to copyright. That means that you can make a single archival copy, but you are obliged to pay for all copies adopted for use.

Freeware
Freeware also is covered by copyright and subject to the conditions defined by the holder of the copyright. The conditions for Freeware are in direct opposition to normal copyright restrictions. In general, Freeware software licenses stipulate that

  • the software is covered by copyright,
  • copies of the software can be made for both archival and distribution purposes but that distribution cannot be for profit,
  • modifications to the software is allowed and encouraged,
  • decompiling (i.e reverse engineering) of the program code is allowed without the explicit permission of the copyright holder, and
  • development of new works built upon the package (derivative works) is allowed and encouraged with the condition that derivative works must also be designated as Freeware. That means that you cannot take Freeware, modify or extend it, and then sell it as Commercial or Shareware software.

Public Domain
Public Domain software comes into being when the original copyright holder explicitly relinquishes all rights to the software. Since under current copyright law, all intellectual works (including software) are protected as soon as they are committed to a medium, for something to be Public Domain it must be clearly marked as such. Before March 1, 1989, it was assumed that intellectual works were NOT covered by copyright unless the copyright symbol and declaration appeared on the work. With the U.S. adherence to the Berne Convention this presumption has been reversed. Now all works assume copyright protection unless the Public Domain notification is stated. This means that for Public Domain software

  • copyright rights have been relinquished,
  • software copies can be made for both archival and distribution purposes with no restrictions as to distribution,
  • modifications to the software are allowed,
  • decompiling (i.e. reverse engineering) of the program code is allowed, and
  • development of new works built upon the package (derivative works) is allowed without on the distribution or use of the derivative work.

A Final Note
Restrictions on the use of software are far from uniform. You should check carefully each piece of software and the accompanying documentation yourself

Other Linfield College copyright policy:

Linfield Libraries Copyright Policies

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Data Security and Privacy Policy

Information systems, within both computer and paper files, contain data necessary to conduct business of the College. This policy establishes data security practices for the privacy of and protection against identity theft for Linfield employees, students, alumni, and donors.

Data are institutional resources and must be protected from unauthorized change, destruction, or disclosure, whether accidental or intentional.

Staff who maintain data (electronic or paper) or handle computer-generated documents must:

  • understand whether College data they access are:
  • Unclassified. Information or documents that are available to the public.
  • Internal Use Only. Information or documents restricted for use within the College which related to the institution's business. Computer generated reports listing students, staff, financial data and telephone directories are primarily for Internal Use Only. Documents and data of this kind need not be kept under lock and key although reasonable care should be made to keep them from public view. Precautions must be taken when these data are transferred to another individual or destroyed.
  • Confidential. Sensitive data that would breach reasonable privacy expectations or data that could be detrimental to members of the College community or the College if improperly disclosed. These data are made available only to those individuals whose job responsibilities require such data. These kinds of data, when printed on paper must be kept under lock and key and carefully safeguarded. Precautions must be taken when these data are transferred to another individual or destroyed.
  • use data and data access only as required in the performance of their jobs,
  • disclose confidential College data to other staff only on a need-to-know basis,
  • exercise due care to protect data from unauthorized use, disclosure, alteration, or destruction
  • insure data stored on central data bases is not copied to other locations unless necessary and insure security when copying and dissemination are unavoidable
  • follow established data processing practices when connected to a database - including the following:
  • do not leave workstations unattended after logging-in,
  • do not write down or display the password near the workstation,
  • do not disclose a login account and password to anyone, including ITS personnel.

Information Technology Services (ITS), is responsible for:

  • maintaining a network and computer system that provides safeguards against unauthorized access of these data,
  • providing a custodial environment for the maintenance of the database. It is not the responsibility of ITS to disseminate data to anyone on or off campus. Within the guidelines of this policy, that responsibility belongs to the head of the department that maintains the desired data.

Selling or transferring of email addresses, mailing labels, or other data by anyone to outside agencies or vendors is prohibited unless approved by an Officer of the College.

The College complies with applicable laws and regulations regarding the dissemination and protection of confidential. In particular, it adheres to the Family Educational Rights and Privacy Act of 1974, otherwise known as the Buckley Amendment.

Enforcement:

Violations of any part of this policy may result in disciplinary action as prescribed by College policies and procedures.

Privacy and Confidentiality
The Chief Technology Officer is responsible for maintaining the security, integrity and smooth operation of College information technology. In cases where direct and immediate action is needed to discharge this duty or to maintain technology functions necessary for the support of the mission of the College, all reasonable care will be taken to contact the individual ahead of time and to protect the individual's rights of ownership of data, confidentiality, and privacy. However, the College reserves the right to examine electronic materials at its sole discretion in certain cases, for example, when it believes that there is a potential violation of a law or of College policy. Accessing private information in such cases will be done at the direction of an officer of the College and under the direction of the Chief Technology Officer

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Email Etiquette

This page presents some simple guidelines for electronic mail etiquette. It does not mandate any particular style or rules. Rather it is an attempt to highlight important issues affecting the electronic mail.

  • Never send anything you would not want to see in tomorrow's newspaper. There are no security or confidentiality guarantees with electronic mail. Avoid sending ANY confidential or sensitive information via email. Remember, it's very easy for someone else to forward messages you thought were confidential.
  • When you are upset or angry, learn how to use to the postpone command. Review the message after you have had time to calm down.
  • Do not send abusive, harassing or threatening messages.
  • Be cautious when using sarcasm and humor. Without facial expressions and tone of voice, they do not translate easily through email.
  • Keep messages and replies brief.
  • Use email in a professional manner. Remember, you cannot control where your message might be sent.
  • Do not send chain letters through email. This includes any message that contains a request to forward the information to lots of other people.
  • Don't leave your email account open when you leave your computer. Anyone could sit down at your keyboard and send out any libelous/offensive/embarrassing message under your name.
  • Don't send replies to "all recipients" unless there is a very specific need for everyone to receive the message. It wastes disk space, clutters up inboxes and can be annoying.
  • When replying, keep messages brief and to the point. Don't reproduce a message in its entirety. Be selective with what you reproduce and only do it as needed.
  • Remember that all laws governing copyright, defamation, discrimination and other forms of written communication also apply to email.
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Email Policy

(and other message systems)

All relevant sections of the information policy apply to use of email and other message systems such as chats, talk, and usenet news. This section contains additional policy specifically related to email and reiterates those sections of information policy stated elsewhere that have particular relevance to email.

Access:
Please refer to Catnet Account Policy.

The Chief Technology Officer is authorized to grant "guest" access to Linfield email services. In general, this access is for a specific period of time and for a specified purpose related to the educational mission of the College.

Backup:
While other parts of the server (system files, software, personal non-email files) are backed up, messages are not.

Quotas:
To insure that disk space on the email system does not run out, quotas are imposed on the amount of space an individual can use for storage of email messages. This includes mail in the inbox as well as mail in other folders holding saved messages and sent mail. . This quota is set high enough to insure normal operation for the vast majority of users. Because email messages can be saved to disks attached to desktop computers, ITS normally will not relax these quotas. Exceptions to the quota can be granted by the Chief Technology Officer where special needs exist.

Anonymous or impersonated sender:
Electronic messages are required to display the identity of the author. No anonymous messages may be sent by email or posted to usenet news or displayed on the Web.

Passwords:
Sharing your password with another person is prohibited. The primary reason for this prohibition is NOT the protection of individual information. The security and integrity of server systems is frequently compromised by someone gaining unauthorized access to a password. In the common parlance, this is known as "hacking" a system. Because of this, the College has several policies to protect the integrity of passwords.

Anyone associated with Linfield College may obtain an account. This includes faculty, staff, students and administrators. There is no reason to share an account.

Access to the server with email on it is granted to individuals, not groups. This is to prevent a password from being shared with a perhaps unknown group of people. Other means of sharing information are available that do not involve sharing passwords. For example, if you need an employee to read your email for you, permissions to your email can be granted to that person's login account. Please contact ITS if you need to share electronic information and we will work with you on a solution.

Chain mail:
Messages that contain instructions to forward the original to other people can result in the exponential growth of messages and associated excessive loads on processing power, storage and bandwidth requirements. Because of this, this type of message is forbidden. The content of the message is irrelevant to this prohibition, especially since the content of most of these messages is fraudulent.

"Nasty" messages:
Federal and state laws, as well as other Linfield Policy statements, prohibit messages that are threatening, harassing, obscene, abusive or libelous. ITS upholds and promotes observance of these laws and policies as they apply to electronic messaging.

Commercial activities:
Use of Linfield information resources, including email, for commercial purposes is forbidden.

Email as official means of communication policy

Email sent to individual Linfield email accounts is an official means of communication. Public bulletin board style mailboxes are for optional information and not covered by this policy. The sender can expect email sent to individual email accounts related to the mission of the college will be read and responded to regularly and in a timely manner. It is the individual’s responsibility to read email in a timely manner and to insure that email is not returned to sender because of improper forwarding or mailbox full condition.

All members of the Linfield Community (faculty, students and staff) are eligible for Linfield email access as soon as a record is created for them in Colleague, the central database of the college.

All faculty, students and staff are expected to set up their email access via the web https://comp-services.linfield.edu/AccountRequest/. Information Technology Services (ITS) engages in a number of activities to assist with this process. For one-to-one assistance with the process, please call the ITS support desk (2553).

Some examples of uses of email as official communication include information about class work sent by an instructor to enrollees in a class, distribution of documents mandated by state or federal law to faculty, staff and students, and communication by a student to an instructor about class content.

ITS advises that subject line of email communication clearly communicate the contents. This is especially important when transmitting official College business.

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ITAC

Approved by the President of Linfield College July, 2003

Advise Linfield on the use of information technology in pursuit of the mission of the college. Normally this advice is to the Chief Technology Officer, but when appropriate this advice may be to officers or committees of the college. Toward this end it will:

  • Advise on policies, procedures and standards for information technology.
  • Annually review ITS goals and objectives for the following year and progress on those of the past year.
  • Serve as the principal forum for the discussion of technology problems and priorities for the institution.
  • Provide input to the Budget Advisory Committee and other committees on funding strategies for growth and replacement of core information technology resources.

Membership of the ITAC:

Term of non-ex officio members is two years. Exceptions are for Academic Support Committee if two-year term is inconsistent with membership on that committee and ASLC if a junior or lower class nominee can not be obtained. Membership is as follows:

  • Two faculty members from the Academic Support Committee.
  • One student appointed by the president from nominations presented by the ASLC.
  • One non-exempt employee appointed by the president from nominations presented by the LEA.
  • One McMinnville campus exempt employee appointed by the president from nominations presented by the ALC.
  • One Portland campus faculty, exempt or non-exempt employee appointed by the president from nominations presented by the Director of the Portland Campus.
  • One Division of Continuing Education exempt or non-exempt employee appointed by the president from nominations presented by the Director of DCE.
  • One exempt employee appointed by the president. This position may at president's discretion be unfilled.
  • Chief Technology Officer (chair) (ex officio).
  • Director of the Library (or designee) (ex officio).
  • Vice President for Business and Finance (or other VP the CTO reports to) (ex officio).
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Scheduled Downtime

There is no good time to take down mission critical systems. The ITS policy regarding down time for maintenance has the goals of reducing impact on the community and taking systems off line on a predictable schedule as much as possible to aid the community in scheduling around these events.

ITS will make every attempt to schedule maintenance on its systems Sunday mornings starting at 5:00am with the goal of bringing systems back on line by noon. Urgent maintenance activities that cannot adhere to this time frame will be scheduled with as much advance notice as possible and at a time of day to minimize disruptions to the community.

Not every Sunday morning will be needed for maintenance. A link on the Linfield web page will contain information on scheduled down times and the predicted impact. ITS will also announce impacts via college wide email announcements.

All ITS systems are covered by this policy including the phone switch, voice mail, email, web services, Colleague, Benefactor, WebCT, various file servers, the campus network and associated services.

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Server Backup Policy

Purpose:
Servers are backed up as a precaution against equipment, media, or data failure. Linfield does not expend funds on either software or personnel to recover files accidentally or unintentionally deleted from servers.

Servers backed up:
Unix servers associated with central computing functions are backed up on an appropriate schedule, either regularly or on an as-needed basis as follows:

  • Servers with rapidly changing information are backed daily. This includes the administrative computing server running Colleague and the academic computing server containing home directories including personal web pages. The important exceptions to this general rule are that neither email messages in the email server nor the content of USENET news is backed up.
  • Servers with relatively stable, but changing, information are backed up weekly. This includes the institutional web pages.
  • Servers associated with network administration tasks have static information and are only backed up when changes are made to that information. This includes servers such as DNS and DHCP.
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Smartphone and Cell Phone Policy

Purpose of Policy
This policy outlines the use of cell phones, including smartphones, for authorized employee users. Linfield College recognizes the need for a number of its employees to utilize cell phones and smart phones to facilitate effective communication. The college therefore provides a program to support the use of cell phones and smartphones in connection with conducting the operations of the college that defrays the cost of purchasing and operating these devices. It also recognizes that these devices are used for personal as well as business use.

Linfield College’s goal is to provide the most consistent, convenient and cost effective cellular/smart phone and data plan services possible to its employees. The objectives of this policy are to:

  • Provide guidelines to employees who may require a cellular/smart phone and/or data service plan to conduct college business.
  • Apply standards to the cellular/smart phone equipment and service agreements used by college employees.
  • Simplify and make more manageable the college’s relationship with cellular/smart phone and data service vendors.
  • Ensure that the college’s acquisition of cellular/smart phone and data services is cost- effective.

This policy applies to all faculty and staff of the college.

Eligibility
College cellular/smart phones may be an appropriate tool to conduct college business when it is demonstrated that an employee’s communication needs cannot be met with other available alternatives such as a standard telephone or computing (laptop/desktop) equipment.

Cell phones/smartphones are authorized for a limited number of Linfield College employees based on the responsibilities associated with their positions. The following criteria are provided in order to determine an employee’s need for a cellular phone, smart phone, and/or data plan:

  • Substantial travel for the college making use of college office telephones impractical.
  • A requirement that the employee be away from their office a significant portion of their time (on or off campus) and be in constant contact with the college.
  • Providing significant support to college operations outside of normal college hours.
  • Being available for college emergency calls anywhere, any time.

Policy
To facilitate the above objectives, the college may at its discretion enter into contracts with telephone and data service providers. During the period when one or more of these contracts is in force, the college will only purchase cellular telephones and data service agreements for employee use on the basis of these contracts, unless a specific exception is granted by the appropriate Vice President in consultation with the Chief Technology Officer.

Information Technology Services (ITS) manages all cellular devices and contracts owned by the college. The college will not directly pay a provider for private cell phone charge, nor reimburse a department for a cell phone contract that is not arranged by ITS. The college will not take over a private cell phone contract from an employee.

Employees who use a smart phone for college business must set up a password to protect the information stored on the device from unauthorized use. Email on the device should be limited to 4 weeks of historical data. For all Linfield owned devices, the Help Desk will be able to remotely wipe the device in the event that the device is lost or stolen.

All cellular contracts will utilize a local Oregon telephone number.

The college may either provide a college owned device to an employee or elect to contribute an allowance towards the cost of the employee’s cell phone contract. The Vice President will determine the appropriate level of cell phone support that is needed to meet the business needs of the department, and must approve the expense.

College Owned Devices:

  • For college owned devices, the employee may determine in conjunction with his or her supervisor which cell phone or smartphone he or she wishes to use.
  • In the case of smartphones, the employee must ensure that the device will, at a minimum, integrate with the college’s Exchange server to provide access to email and calendaring services.
  • A smartphone may be issued only to employees whose responsibilities require the functionality of such a device a significant proportion of their time. Because of the added expense, authorization for a smartphone requires approval by the appropriate Vice President.
  • College owned devices must be reviewed by ITS to ensure that any confidential data is properly handled before reassignment of the device.

Allowance:

  • The employee may choose the device and service plan. The arrangement is between the employee and the provider; the College is not involved in the contract with the provider.
  • An employee with a cell phone allowance must maintain an active cell phone contract for the life of the allowance.
  • In the case of smartphones, the employee must ensure that the device will, at a minimum, integrate with the college’s Exchange server to provide access to email and calendaring services.
  • The employee must inform his or her supervisor of the telephone number of the device. If this number changes, it is the responsibility of the employee to inform the supervisor.
  • The cell phone allowance is paid monthly through accounts payable and is non- taxable. This allowance does not increase the employee’s base salary and will not be included in the calculation of college benefits.
  • This allowance is not an entitlement. The amount may be changed or withdrawn.
  • Under no circumstances should the approved monthly allowance amount exceed the actual monthly cell charges incurred by the employee. The employee must provide evidence that the reimbursement amount is not greater than the employee’s current service plan.
  • Supervisors should use the following schedule to determine the appropriate allowance.
    • Tier 1 - $30/month. This allowance is for employees who have light cell phone and data usage for business purposes.
    • Tier 2 - $45/month. This allowance is for the employees who have average cell phone and data usage for business purposes.
    • Tier 3 - $70/mo – This allowance is for the employees who have heavy cell phone and data usage for business purposes.

Any employee who receives a college owned cell phone or an allowance is required to register their cell phone number with the college’s emergency notification system.

Employees must take appropriate safety precautions when using their cellular telephone. If your job requires that you keep your cell phone turned on while driving, you must use a hands-free device. Under no circumstances should employees place calls or read or write emails or text messages while operating a motor vehicle for college business and/or during college time.

The allowance or cell phone provided to employees is subject to annual review by the appropriate Vice President. Changes in employment status, reassignments and moves of employees between the divisions of the college, and job functions may affect continued eligibility for this program.

Allowances expire June 1st each year and must be renewed in order to ensure continuous reimbursement disbursement.

Cell Phone Reimbursement Request Form

Residential internet data plans are not covered under this policy and will not be reimbursed by the College.

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Technology Fee Policy

The technology fee is collected and administered as a capital equipment fund to support and maintain campus-wide information technology, including Information Technology Services, Library, and Media Services. Priority will be given to acquisitions in direct support of the instructional mission of the college. Wide student access to, and customary use of the equipment in question, are important criteria of award.

Because acquisition, replacement and upgrade of such equipment requires one-time expenditures of large sums, the funds will be held in a restricted account, with a precautionary balance carried over from one fiscal year to the next.

Allocations from the fund will be the responsibility of the Vice President for Finance and Vice President for Academic Affairs, with advice from appropriate constituencies. The Vice President for Finance will report to the campus community on all disbursements from the technology fee.

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Web Site Policy

Purpose of the Linfield Web Site

Linfield College's Web Site primarily serves two purposes in support of Linfield's mission. It is a tool to encourage and allow external and internal constituencies to interact with the college to further the mission of the college and enhance resources. Secondly, it is a tool to deliver current information and services to the Linfield community including students, faculty, staff and alumni.

Linfield Web Site Policy

The following section governs information contained within the Linfield web site. The Linfield web site shall be defined as all web pages that reside within the "linfield" directory on the college's web server, any web pages served by college owned servers and all dynamic web pages created by Linfield regardless of their point of origin.

1. Information published on the Linfield web site must be current. It is the responsibility of each information provider to monitor the accuracy and currency of the information contained on their web pages. This information may be provided to the Webmaster or individuals may update information themselves.
2. It is the responsibility of the Webmaster to facilitate the maintenance of Linfield's web site.
3. All official Linfield pages that do not require login authentication must contain a link back to the Linfield Home Page.
4. Sub-sites should include a contact section with an e-mail address and other appropriate contact information.
5. All official Linfield documents on the server must contain clear identification of Linfield affiliation, department or area.
6. All Linfield web content must be in compliance with existing college policies, as well as local, state and federal laws and regulations. In particular, web pages or documents on the Linfield server must NOT contain:
* Copyrighted materials in any form without the written consent of the original copyright owner.
* Materials in violation of federal copyright law. See the Linfield library web page for clarification of this legislation.
* Non-Linfield related merchandising or marketing without the approval of the Chief Technology Officer.
* Except as directed by other Linfield policy, any information, confidential or otherwise, pertaining to other individuals or groups who do not want the information published.
7. All reasonable effort shall be made to make the Linfield web site accessible as defined by the W3C Web Content Accessibility Guidelines.
8. Final responsibility for the content and appearance of the Linfield web site will reside with the Chief Technology Officer.
9. Pages not in compliance with this policy will be modified or removed by the Webmaster after notifying the author. Repeated or egregious violations will result in suspension of web access at the direction of the Chief Technology Officer.
10. Personal pages and web sites are not considered part of the official Linfield web site. Personal pages and web sites shall be defined as those pages or sites resident in Linfield student or employee's personal directories.

Approved by the President’s Advisory Council 3/23/02

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Wireless local area network policy

Information Technology Services (ITS) has primary responsibility for the design, installation, and operation of wireless local area networks connected to the Linfield College network in College owned or occupied space. Wireless networks allow computers equipped with appropriate wireless network equipment to connect to the regular campus data network. In order to achieve a robust and stable wireless infrastructure and prevent unintended interference to FCC licensed services, ITS must maintain administrative control of the radio frequency spectrum that wireless devices use as their base transport mechanism.

Current wireless local area networking equipment primarily use the 802.11a, 802.11b and 802.11g standard broadcasting on the FCC unlicensed 2.4 GHz and 5 GHz bands. Other local area network equipment that may use different standards and/or different unlicensed bands also are covered by this policy. Certain other wireless devices exist in the market place that also employ the same 2.4 or 5 GHz frequency bands and can cause interference to users of the wireless service. These devices include, but are not limited to other wireless LAN devices, cordless telephones, cameras, and audio speakers.

ITS will approach the use of the 2.4 and 5 GHz radio frequency in the same way that it manages the use of other information resources. While it will not actively monitor use of the airspace for potential interfering devices, we will seek out specific devices should we find it causing harmful interference to the campus network or other FCC licensed service. In these cases, ITS reserves the right to restrict the use of devices operating in the 2.4 and 5 GHz bands in college owned or occupied space.

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