It is the purpose of this policy to set forth the policy of California State University, Dominguez Hills (University) relating to the use of the University's Information Technology Services & Resources (hereinafter referred to as "information technology resources") and the University's electronic mail systems or services. The intent of this policy is to:
For purposes of this policy, the following definitions shall apply:
The University encourages the use of its information technology resources and electronic mail systems or services to share information and knowledge in support of the University’s mission of education, research and public service and to conduct the University’s business. In this regard, the University supports and provides information technology resources to faculty, staff and students, including, but not limited to, electronic mail systems or services, Web access and publishing and information sharing. This policy governs all use of the University’s information technology resources and electronic mail systems or services.
Access to the University’s information technology resources and electronic mail systems or services is a privilege, not a right, and must be treated as such by all users of these resources. All users must act honestly and responsibly. Every user is responsible for the integrity of the information technology resources and electronic mail systems or services. All users must respect the rights of other users, respect the integrity of the physical facilities and controls, and respect all pertinent license and contractual agreements related to the University’s information technology resources and electronic mail systems or services. All users shall act in accordance with these responsibilities, and the relevant local, state and federal laws and regulations. Failure to so conduct oneself in compliance with this policy may result in the denial of access to the University’s information technology resources and/or electronic mail systems or services in part or in whole.
The University is a provider of a means to access the vast and growing amount of information available through electronic information resources. The University is not a regulator of the content of that information and takes no responsibility for the content of the information except for that information the University itself and those acting on this behalf create. Any person accessing information through the University’s information technology resources must determine for themselves and their charges whether any source is appropriate for viewing.
Accepting any account and/or using the University’s information technology resources or the University’s electronic mail systems or services shall constitute an agreement on behalf of the user or other individuals accessing such information technology resources or electronic mail systems or services to abide and be bound by the provisions of this policy.
The University may restrict or prohibit the use of its information technology resources and/or its electronic mail systems or services in response to complaints presenting evidence of violations of University policies or state or federal laws. When it has been determined that there has been a violation, the University may restrict or prohibit access by an offending party to its information technology resources or its electronic mail systems or services through University-owned or other computers or remove or limit access to material posted on University-owned computers or networks.
This policy applies to:
The Chief Information Officer of the University is responsible for working with the University community to keep this policy current. Each unit of the University may develop, publish and maintain specific procedures necessary to implement this policy.
The University allows members of the University community to use its electronic mail systems or services and information technology resources. Members of the University community include registered students, faculty and staff and faculty and staff emeriti in all University units (including auxiliary units). Permitted users also include California Academy of Mathematics and Science (CAMS) students and faculty as well as registered members of the University Alumni Association.
Every permitted user has four basic rights regarding use of the University’s electronic mail systems or services and information technology resources:
It is unethical and a violation of this policy for any person to violate these rights.
All permitted users are expected to exercise common sense and decency (due regard for the rights of others) with respect to the University’s electronic mail systems or services and information technology resources, thereby reflecting the spirit of the community and intellectual inquiry at the University.
While the University supports each individual’s right to personal communication, and will take reasonable steps to ensure the security of the network, messages on University computing resources are potentially accessible to others through normal system administration activities and to the public through public record laws. Accordingly, the University cannot guarantee privacy of electronic mail systems services. Users, therefore, should exercise extreme caution in using electronic mail systems or services to communicate confidential or sensitive matters. It is best when using electronic mail systems or services to do so with the understanding that your electronic communication may be subject to disclosure.
The University supports each individual’s right to privacy of personal files. However, in the normal course of system administration, it may become necessary to examine user files to gather information to diagnose and correct problems. Additionally, while the University dos not routinely inspect, monitor or disclose an individual’s electronic communications or use of information technology resources without the user’s consent, with reasonable cause for suspicion and appropriate administrative authority, files may be examined to determine if a user is acting in violation of this policy, other University policies or state or federal laws.
Finally, all users of information technology resources and electronic mail systems or services must comply with all applicable University regulations and laws governing personal privacy and the confidentiality of information. Some state and federal laws preserve the confidentiality of identified classes of information (e.g., student educational records, personal employment information or proprietary commercial software). Therefore, all users of information technology resources and electronic mail systems or services are prohibited from seeking, using or disclosing confidential information about others without authorization. This prohibition extends to the use of either electronic mail systems or services or information technology resources for this purpose. All University employees must take necessary precautions to protect the confidentiality of confidential information encountered in the performance of their duties.
The University respects the principle of academic freedom and does not attempt to censor permitted user’s electronic messages or publications. If there is any doubt, permitted users must include caveats to make it clear that they speak only for themselves, and not for the University. Threats to or harassment of other permitted users or groups whether on or off campus does not fall within the bounds of this protection and will not be tolerated. Also banned are flagrant actions that invite responses that could undermine the University’s ability to operate on the Internet. Freedom of speech may be limited to appropriate time, place, and manner of speech restrictions as prescribed by law. Any alleged violations of this section shall be processed pursuant to the procedures contained in Section 13, Violations.
Fair share of resources means access to hardware, software, connectivity, processing time and power, data storage space and similar resources to the extent that this access is:
All permitted users are entitled to their fair and appropriate share of the limited available electronic mail systems or services and information technology resources such as disk space, computer time and remote access connect time. The University will provide access to digital information resources an appropriate, e.g. office computers, classroom and individual access to computer laboratories as well as access to the Internet, email, World Wide Web, Usenet, data sets, appropriate software and training in the use of these resources.
All electronic mail systems or services and the use of information technology resources intended to accomplish the academic and administrative tasks of the University shall be accessible to users with disabilities in compliance with applicable laws and University policies. Any needed alternate accommodations to allow such usage shall conform to applicable laws and University policies and guidelines.
University information technology resources and University electronic mail systems or services are to be used for University-related business, i.e., in the support of the teaching, research and public service missions of the University, and of the administrative functions that support these missions. The University’s information technology resources or the University’s electronic mail systems or services shall not be provided to individual consumers or organizations outside the University except by approval of the President’s Office. Such services shall support the mission of the University and not be in competition with commercial providers. Many of the CSU bargaining unit contracts provide for access to the campus e-mail system for official union communications. Nothing in this section will limit or abridge these rights.
The use of the University’s name is governed by California Education Code Section 89005.5. Compliance with this statute is required by all users of electronic mail systems or services and information technology resources. Without obtaining the permission of the University’s President, this statute prohibits the use of the University’s name, or any abbreviation of it, in any of the following ways:
The contents of all electronic communications and Web publications shall conform to federal and state laws and University policies regarding protection of intellectual property, including laws and policies concerning copyright, patents and trademarks. When the content and distribution of electronic communications and Web publications exceed “fair use” as defined by the federal Digital Millennium Copyright Act of 1998 and the Technology, Education and Copyright Harmonization Act of 2002 (TEACH Act), users of information technology resources shall secure appropriate permission to distribute protected material in any form, including text, photographic images, audio, video, graphic illustrations and computer software.
Unauthorized access to the University’s information technology resources and the University’s electronic mail systems or services is prohibited. No one should use the ID or password of another; nor should anyone provide his or her ID or password to another, except in the cases of necessary to facilitate computer maintenance and repairs. When any user terminates his or her relation with the University, his or her ID and password shall be denied further access to University information technology resources and University electronic mail systems or services unless the user has emeritus standing.
Misuse of University information technology resources and the University’s electronic mail systems or services is prohibited. Any alleged misuse shall be processed according to Section 13, Violations of this Policy. Misuse includes, but is not limited to intentionally and knowingly, doing the following?
Suspected violations of this policy are to be reported to the Chief Information Officer at the University. Upon receipt of such a report or upon learning of a possible violation, the Chief Information Office, or his/her designee, shall conduct an investigation to determine whether a violation has occurred. Upon completion of his/her investigation, the Chief Information Officer, or his/her designee, shall decide what action, if any, should be recommended to the violator’s direct supervisor or vice president. Investigations into alleged violations of this policy shall be conducted with due respect for individual privacy, the security of other users and the rights of due process.
As stated previously, access to the University’s information technology resources and the University’s electronic mail systems or services is a privilege and not a right. Therefore, violations of this policy may result in discipline. Any discipline will be administered pursuant to the applicable provisions of the affected employee’s collective bargaining agreement or the applicable campus policy.
Violations of Section 502 of the California Penal Code (dealing with unlawful access or use of a computer) may be referred to the District Attorney or the police for investigation and/or prosecution. Similarly, violations of 18 U.S.C. 1030 (Federal laws dealing with unlawful access or use of a computer) may be referred to the Federal Bureau of Investigation. Sanctions for violations of these state and federal laws may be as severe as a $50,000 fine and/or up to five (5) years in jail.