Acceptable Use of Information Technology - Rights and Responsibilities
1. User Rights and Responsibilities
1.1. Users are granted access and privileges to Pierce College District (hereinafter referred to as "District") information technology and information according to their role (employee, student, community member/guest, volunteer, intern, contractor, etc.) in the District.
1.2. To provide a predictable and secure computing environment, users will adhere to both the letter and spirit of this district policy and its related procedures, state and federal laws, and the common-sense standards of courtesy and civility. Failure to comply may result in loss of information access privileges and/or other penalties.
1.3. Users have the right to appeal the suspension of services. Request for reinstatement of suspended services must be submitted in writing within 7 business days of the start/notice of suspension. The appeal process will include the supervisor of record, unit administrator, and the Vice President for Technology and Infrastructure. All final decision(s) rest with the Vice President for Technology and Infrastructure.
1.4. Users are responsible for checking policies and procedures whenever changes are announced or when they return from an extended leave. Users acknowledge that the District accepts no responsibility or liability for the specific acts of individuals that violate this or any applicable law, policy, or procedure.
1.5. Users with authorized password access will be required to sign an Acceptable Use of Information Technology Agreement, which will be retained by the District.
1.6. Users must adhere to the limitations and requirements for the use of technology covered in the Washington State Ethics Act.
1.7. Users are required to retain and preserve all work-related electronic records and messages (e.g. mobile texting and electronic messages, files, data, etc.) in accordance with and for the duration of the state-approved retention schedules (40.41 RCW).
2. Prohibitions
Specifically prohibited uses of the District information technology include, but not limited to:
2.1 Subverting, attempting to subvert, or assisting others to subvert, breach, or bypass the security of any District data, network, or information technology, or to facilitate any unauthorized access.
2.2 Using any District information technology system to create, disseminate or execute self-replicating or destructive software programs (e.g., viruses, worms, Trojan horses).
2.3 Unauthorized disclosure of information to a third party.
2.4 Accessing District data for any purpose other than performing official duties.
2.5 Viewing, copying, altering or destroying data, software, documentation or communications records belonging to the District or to another individual without permission.
2.6 Allowing another individual to use one’s own login accounts and passwords–whether that individual might otherwise be authorized to use the District information technology or not.
2.7 Downloading or storage of software or files solely for personal use unrelated to college business.
2.8 Personal use of District's email distribution lists.
2.9 Accessing, downloading, or disseminating any information that a reasonable person would deem inappropriate for the workplace, such as pornography or racist materials, except for materials being used for a specific academic purpose.
2.10 Using security privileges to elevate one’s own privileges, to elevate the privileges of another user, or provide access to information technology to unauthorized individuals without explicit permission.
3. District Rights & Responsibilities
3.1. The District reserves all rights to, and control of electronic information systems, facilities, and accounts owned or operated by the District, while adhering to the principle of open access to information necessary to our student educational mission. The District does not restrict access to information based upon its content unless otherwise prohibited by law.
3.2. There may be circumstances that warrant access to individual data files or system resources without the consent of the user. Access without a user’s consent occurs only when written or verbal approval is received from an appropriate president or vice president, to include but not limited to the following:
3.2.1. When necessary to identify or diagnose systems or security vulnerabilities and problems, or otherwise to preserve the integrity of the District information technology and systems.
3.2.2. When required by federal, state, or local law or rules.
3.2.3. When there are reasonable grounds to believe that a violation of law or a significant breach of District policy has occurred.
3.2.4. When there are reasonable grounds to believe that access and inspection or monitoring will produce evidence considered misconduct by students or employees.
3.2.5. When such access to District information technology is required to carry out essential business functions of the District.
3.2.6. When required to preserve public health and safety.
3.3. In order to carry out administrative functions, the Vice President for Technology and Infrastructure or designee is authorized to:
3.3.1. Suspend service. The Vice President for Technology and Infrastructure will provide written notification with cause of suspension of service to the user, supervisor of record and unit administrator.
3.3.2. Limit or restrict individual use and hours of operation.
3.3.3. Inspect, copy, or remove data files or system resources.
3.3.4. Conduct routine monitoring and logging of activities for maintenance and security of the network systems.
3.3.5. Publish system backup and backup retention schedule.
3.4. The District makes no warranties, whether implicitly expressed or otherwise implied, for information technology or services. The District will not be liable, in any event, for incidental or consequential damages, direct or indirect, resulting from the use of information technology or services. This includes but is not limited to loss of data, a breach of security, or the transmission of misinformation. The District cannot guarantee that messages or files are private and secure.
3.5. The District cannot protect individuals against the existence or receipt of material that may be offensive to them. As such, those who make use of electronic communications are cautioned that they may encounter or be the recipients of material they find offensive or objectionable in nature or content.
3.6. Files stored on District systems may be subject to disclosure under the State Public Records Act (RCW 42.56). In addition, the District will cooperate with a court order such as warrant or subpoena. This may include archives of electronic mail sent or received.
3.7. All System and Network Administrators will be required to sign an Ethics Agreement, which will be retained by the District (see Systems Network Administrations form).
4. Expectations of Privacy
Users should not expect privacy in their use of information technology, whether that use is for official business or for allowable, personal de minimis use.
4.1. The use of District technologies such as computers, mobile devices, networks, email, instant messaging, voicemail and the Internet creates electronic records that are reproducible and are considered not private by state law (WAC 292-110-010[4]). All such records may be subject to disclosure at any time pursuant to the Washington State Public Records Act (42.56 RWC); under applicable rules of discovery in the event of a civil or criminal investigation; or for audit and other legitimate District operational or management purposes.
4.2. The District automatically logs statistics and other data regarding all connections to District information technology, all accounts used to access that technology, all use of its computers, all data that passes through its network, and all data stored on its individual computers and network servers.