Policies and Procedures

Emory & Henry College
Information Technology Department
PO Box 948
Emory, VA 24327

Revised August 2010

The mission of the Information Technology Department at Emory & Henry College is to support the academic and administrative technology initiatives of the College. We will provide integrated technological support for all College educational, administrative and student support services in a receptive and courteous manner. Via ongoing research and development, the Information Technology Department will take the lead in identifying, testing and integrating new technologies and formats for the College community in support of the College’s academic mission.

Disclaimer

Revised August 2010

Emory & Henry College makes no warranties of any kind, whether expressed or implied, with respect to the information technology services it provides. The College will not be responsible for damages resulting from the use of communication facilities and services, including, but not limited to, loss of data resulting from delays, non-deliveries, missed deliveries, service interruptions caused by the negligence of a College employee, or by the user’s error or omissions. Use of any information obtained via the Internet is at the user’s risk. The College specifically denies any responsibility for the accuracy or quality of information obtained through its electronic communication facilities and services, except material represented as an official College record.

The College reserves the right to append or modify these policies and procedures and also to extend, limit, restrict, or deny privileges and access to its information resources without notice.

Information Support Services for Students

Revised August 2010

E&H Information Technology will help students with network, e-mail and server access problems. Our service is limited to assisting students with connections and access to our college network. We do not help students with general repairs, maintenance, or upgrades to personal computers.

E&H does not recommend any particular local computer service providers and cannot be responsible for making arrangements with vendors on behalf of students.

Security and Acceptable Use of the Campus Network and Technology Policy

Revised August 2010

The Library and Information Technology Services department, with the oversight of the College’s Executive Council, determines the campus network and technology security and acceptable use policy in accordance with the security and preservation needs of the Emory & Henry College, best practices in the IT industry, and in compliance with federal, state, and local legal requirements.  All students, faculty, staff, and others affiliated with Emory & Henry College receiving a network access account must adhere to the following policies and guidelines. Employment or enrollment at Emory & Henry College signifies agreement to abide by all rules, regulations and policies of the College. Please note that all policies are subject to change. Notification of changes will be posted. This document will be reviewed and published regularly on the College website and in various official College publications such as the Student Handbook, Faculty Handbook and the Staff Handbook.  All network users must adhere to the most current published revision.

Guests of the College utilizing Internet access through the College’s network are expected to practice good Internet citizenship in their online activities, so as to avoid reflecting negatively on Emory & Henry College. Specifically, they must adhere to all local, state, and federal laws, not download illegally obtained copyright protected materials, and not access websites or materials which are not in keeping with the teaching, research, and educational goals of the institution. Anyone affiliated with Emory & Henry College who allows minor children to utilize public access computers on campus must be responsible for the actions of those children and should remember that Emory & Henry College does not have any filtering hardware or software in place for Internet content.

All students, faculty, and staff, have a network account assigned to them for their individual use while at Emory & Henry College. Emory & Henry College computerized information systems exist to promote shared access to computing, communication, and information necessary to serve the teaching, research, and administrative needs of the entire campus community. These systems and the data they contain are vital resources of considerable monetary and intellectual value, in addition to important personal information which must be handled in a secure and confidential manner. Access to computer systems and networks, including e-mail and web material placed on or distributed through the systems and networks owned or operated by Emory & Henry College is a privilege, not a right, and requires adherence to College policies and to federal, state, and local laws. Thus, all account holders of the College’s information facilities have a responsibility to use these systems in a respectful, ethical, professional, and legal manner. 

The purpose of the network is to support the teaching, research, and administrative needs of the College.  The network is not designed nor intended to support the downloading of copyrighted material, such as, unlawfully obtained music, videos, and software. Such activities are not permitted at any time.  Online activities which require disproportionately large amounts of bandwidth (such as online gaming or watching full-length movies online) are strongly discouraged as they require a major portion of the College’s available internet bandwidth for the use of a single individual, which can disrupt the research and other legitimate activities of the College community of network users.

This policy pertains to all computers, printers, scanners, networks, Internet connections, and communication systems transmitting voice, data, or video information owned or leased by the College or connected to the College network. Appropriate use is always ethical, reflects academic honesty, the security and confidentiality of personal information, and shows restraint in the consumption of shared resources.

All users of College information facilities are required to demonstrate respect for intellectual property, ownership of data, system security mechanisms, and the individual’s right to privacy and freedom from intimidation, harassment, and unwarranted annoyance. While recognizing the respect for privacy, the College cannot guarantee confidentiality in the use of any College information system.  Electronic records retained on College systems are subject to state and federal Privacy Acts, the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (US PATRIOT Act), and Commission on Accreditation for Law Enforcement Agencies (CALEA), as well as Freedom of Information Acts.  World Wide Web information located in designated web directories will be considered public information if “read” access is granted. Access to and the utilization of data contained within College administrative, academic, and student support administrative systems are also subject to Family Educational Rights and Privacy Act (FERPA) regulations and authorized users agree under this acceptable use policy to adhere to and abide by FERPA privacy and security guidelines. Student and staff medical and counseling records may be subject to Health Insurance Portability and Accountability Act (HIPAA) regulations and must be accessed and handled in accordance with those established guidelines and regulations.

Appropriate Use Guidelines

In making appropriate use of resources Emory & Henry students, faculty, and staff must:

In making appropriate use of resources Emory & Henry students, faculty, and staff must NOT:

Abuse of E-mail Privileges

E-mail and network connectivity are a privilege, not a right. These privileges can be revoked for violations of this Acceptable Use policy. Unacceptable behavior includes, but is not limited to:

Penalties for unacceptable behavior range from deactivation of the account through College judicial action or referral to law enforcement authorities.  For minor first offenses, the Chief Information Officer/Director of the Library will notify the offender with a simple e-mail warning.

Mass E-mail Guidelines

The ability to send mass e-mail messages to all employees is currently available to each employee with an Emory & Henry e-mail address. In addition, a few individuals have the ability to send mass e-mail messages to all students. Mass electronic mailings shall be concise and to the point, and shall consist of a plain-text message without graphics or bolding, italics, or other formatting.  The use of attachments should be limited to small size files, such as MS Word and Excel files. Larger files can be posted on the password-protected section of the website or on ANGEL. To post a document on the web site, please contact the Web Administrator, Jed Arnold, at jarnold@ehc.edu. If you need assistance with ANGEL, please contact the Instructional Technologist, Harry Baya, at hbaya@ehc.edu.

Using the All E&H Employees E-mail Distribution List

Mass e-mail is recognized as an important medium for facilitating communication within the Emory & Henry community. However, the potential misuse of mass e-mail is also recognized. The policies and procedures found in this document attempt to provide guidance for the appropriate use of the All Employees e-mail distribution list.  Please note that there is a list “EHC Community” that was created for community members who wish to advertise or announce items such as garage sales, items for sale, babysitting services, etc. Membership on that list is voluntary and can be joined by contacting the Help Desk.

Remember that the College’s official internal electronic newsletter, The Scoop (not e-mail), should be used for all general College-related announcements and for providing information about programs, projects and activities.  If you need assistance with including these events in the College’s electronic calendar, please contact Jed Arnold at jarnold@ehc.edu or Assistant to the Director of Public Relations, Alicia Phelps, at aphelps@ehc.edu. In order to have your news or event featured in The Scoop, a request should be submitted to Scoop@ehc.edu by 2 p.m. the day before the announcement should appear in the e-newsletter. If you are unsure about where to post an announcement, please contact the Help Desk for assistance.

In addition, discussion forums should be set up through the use of ANGEL (not e-mail).  If you need assistance with setting up an ANGEL account for a discussion forum, contact Harry Baya (hbaya@ehc.edu).

The All E&H Employees list should be used only for the following purposes:

Urgent Messages

Urgent mass e-mails are reserved for highly important, time-sensitive emergency notices. In those cases, faculty and staff need to contact one of the following offices and request the message to be distributed to the College-wide community. Urgent messages must be sent in plain text and contain no graphics, bolding, or other HTML formatting. The following is a list of the office authorized to distribute mass e-mails to the campus-wide community:

Urgent messages include the following:

Web pages on College Servers

The privilege of presenting material on the College web site can be revoked, with or without cause, at the College’s discretion.  Web pages found to be in non-compliance may be removed immediately by the web administrator or upon failure to revise web pages and conform to these guidelines.

Accessing Data in the Administrative Systems of Emory & Henry College

The College recognizes that personnel must have access to student records and other data that is protected under the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA) in order to conduct the legitimate business of the College. All Emory & Henry College administrative system users agree that use of systems maintained by partners, consortia arrangements, etc. is governed by the rules and regulations set forth in this policy.  Acceptance of this policy implies cooperation with the spirit and intent of any complimenting acceptable use policies which may be provided by E&H’s service providers. College personnel must adhere to the following policies:

Enforcement

The CIO and staff members of the Library and Information Services Department reserve the right to enforce this policy as deemed necessary to protect the security of the network, data and files, as well as the rights and privileges of its users. These policies have been developed in consultation with IT directors from the Council of the Independent Colleges of Virginia member institutions as well as the information technology security officials at The Ohio State University, the University of Chicago, and Loyola University, and represent widespread practices in public and private institutions of higher education throughout the United States.

Emory & Henry College considers any violation of appropriate use principles or guidelines to be a serious offense and reserves the right to copy, examine, and remove any files or information resident on College systems allegedly related to unacceptable use and behavior.  Violation of these rules will be reported to the appropriate campus office for further action. Punishments may include temporary or permanent suspension of user privileges on the network and/or disconnection from the campus network, or other sanctions as described in the Faculty and Faculty Status handbooks, or the Staff handbook. Offenders may be prosecuted under laws including (but not limited to) the Privacy Protections Act of 1974, the Computer Fraud and Abuse Act of 1986, the Computer Virus Eradication Act of 1989, the Interstate Transportation of Stolen Property statutes, the Virginia Computer Crimes Act, the Electronic Communications Privacy Act, and the Telecommunications Act of 1996.

Cooperation with Law Enforcement Investigations

The proper procedures for staff members in the Emory & Henry Library and Information Services Department regarding cooperation with and participation in investigations of suspected misconduct involving the use of the campus network or technology hardware and/or software are as follows:

Any questions or comments can be directed to the Chief Information Officer/Director of the Library.

Hardware Policy

Revised August 2010

All computer equipment purchased by Emory & Henry College for the business use of its faculty, staff and students shall be managed and maintained by the Information Technology Department and shall remain the sole property of Emory & Henry College. Disposal or reallocation of all computer technology at Emory & Henry College shall be at the discretion of the College.

Using Non-College Owned Equipment on Campus

Revised August 2010

Personal equipment that will be used on the College’s network must be approved by the Information Technology Department prior to installation. The Department reserves the right to refuse to allow any faculty, staff or student to attach non-approved equipment to the College network.

All student computers will be subject to a security inspection by the Information Technology Department prior to being connected to the College network. No student computer will be allowed to be connected to the College network without updated anti-virus software and a complete registration record of computer identification data.

Emory & Henry College is not responsible for the maintenance, repair or replacement of non-College owned equipment, nor are they responsible for any tangible or intangible losses resulting from any College-owned equipment.

Independent Departmental Servers on the E&H Network

Revised August 2010

The Information Technology Department strongly discourages the use of independent departmental servers which are attached to the E&H network, but understands that some servers have been a part of the network for some time. No new independent servers will be added to the E&H network unless they are located and maintained within the server facilities of the College by the Information Technology Department. All existing independent departmental servers must be located within the firewall security system of the College network. All servers attached to the College network must be inspected and approved by the Information Technology Department to insure that they meet stringent levels of network security. The Information Technology Department reserves the right to refuse to attach any independent server to the College network and to disconnect any server which is deemed by the Department to be a security risk to the College network. Emory & Henry College is not responsible for the maintenance, repair or replacement of non-College owned equipment.

Software Policy and Approved Software List

Revised August 2010

The following is the Approved Software List of the software that Emory & Henry College has approved for use on all College-owned computer technology equipment. Please note that the Information Technology Department reserves the right to remove any third party software installed by the user that is not listed on the Approved Software List. Third party software will be removed if it interferes with the smooth operation of any College-approved software or if violates the Acceptable Use of College Computer Technology Policy.

Approved Software List

Operating Systems
MS Windows 7, all versions
MS Windows Vista, all versions
MS Windows XP, all versions
MS Windows 2000
Apple OS 10.x and above
Word Processing
MS Word for PC's or Macs
Database
MS Access for PC's or Macs
Presentations
MS PowerPoint for PC's or Macs
Spreadsheets
MS Excel for PC's or Macs
Email
MS Outlook
MS Web Outlook
MacMail
Entourage
Internet Software
MS Internet Explorer
Safari for Macs
Adobe Acrobat and Acrobat Reader
Desktop Publishing
Recent Adobe desktop publishing applications
MS Publisher
*Others as specifically identified, please contact Help Desk for info
Class Specific Software (may change from semester to semester)
SPSS
Maple VIII
Sniffy the Virtual Lab Rat
Minitab
MathType
ArcView
Adobe Applications

Availability of Software for College Use on Home Computers (Faculty & Staff)

Revised August 2010

The Information Technology Department maintains Microsoft site licensing for the use of faculty and staff. A two-install CD or DVD of Microsoft Office suite of applications can be purchased at a very reduced rate for installation on faculty and staff personal computers on which the faculty or staff member conducts College business. Currently, the cost is $20, but is subject to change per Microsoft. Please contact the Help Desk for information on the availability of these CD’s/DVD’s.

At the end of each fiscal year, the College must renew the software license with Microsoft. At that time, software installed on home computers may be required to be removed for the College to remain in compliance with its license agreement with Microsoft. Some teaching software may be loaded on the home computers of those faculty members teaching courses utilizing specific course-related software. At the conclusion of the semester during which the course was taught, the faculty member will be expected to remove the software application from his or her home computer. The Information Technology Department is not responsible for installing, maintaining or troubleshooting software borrowed or purchased from the College and installed on home computers.

Anti-Virus Software Policy

Revised August 2010

Maintaining an active and updated anti-virus program on every computer connected to the E & H network is a very important part of the foundation of security for the network. The Emory & Henry College network is set up to automatically verify the presence of updated anti-virus software on all faculty and student computers that connect to our network. In accordance with the Security and Acceptable Use of College Computer Technology Policy for Emory & Henry College, to which each user is subject in order to receive a user account, Information Technology must insist on implementing necessary system protection measures. The policy states, "All users of college information facilities are required to demonstrate respect for intellectual property, ownership of data, system security mechanisms…" Anyone who voluntarily connects to our campus network with their personal computer becomes a component of the campus computer network system. In order to protect the system, we need to have what we consider adequate anti-virus protection in place.

Network Accounts for Students, Faculty & Staff

Revised August 2010

User Accounts

Every student, faculty and staff member will be issued a network account, an e-mail account, and a data storage account on the network. These accounts are required to access all computers and network resources available on the Emory & Henry College campus. These accounts are issued by the Information Technology Department and are subject to College rules and regulations as outlined in the Security and Acceptable Use of the Network policy. Please refer to this policy for specific information regarding these regulations.

Each account is assigned for the use of a single user. Sharing of accounts is prohibited. The user for whom the account was created is responsible for the security of that account and all actions associated with that account.

Student e-mail accounts are limited in size. When the account approaches maximum capacity, a warning is issued regarding the account, followed by the system prohibiting the sending of email. At critical capacity, the user cannot send or receive e-mail. It is important for the user to keep his or her mailbox within its space quota by removing unneeded e-mails, and by emptying the "Deleted Items" folder regularly. The Information Technology Department reserves the right to empty mailboxes that are full if they pose a resource problem for the mail server. E-mails from full mailboxes will be deleted and lost in the emptying process, and cannot be retrieved.

Visitor accounts are only available with permission of the Information Technology Department. A request may be made at the Help Desk. The visitor accepts full responsibility and liability for all activity related to the use of the account in accordance with the Security and Acceptable Use of the Network policy.

Account Status Changes

The status of an Emory & Henry College network account can be changed for many reasons:

Network Security and Password Control

It is important to select a password which is not easily guessed, but that is easy to remember. Do not share your password with anyone else.

If a student, staff or faculty member forgets his or her password, a new password change can be requested in person at the Help Desk on the ground floor of the Kelly Library building, upon presentation of a photo ID. Password changes cannot be requested via email or by phone. The user must present his or her Emory & Henry College ID. There will be no exceptions to this rule.

Students may have access to a data storage directory (H:\ drive) on the college network upon request from the help desk. All faculty and staff are issued a data storage directory upon employment at the College. Users are responsible for protecting their own files. The College does not guarantee that data stored on its network will be safe from system failures or operator errors. Furthermore, the College cannot guarantee the protection of any data and thus the user expressly waives any claim or cause of action in regard to the maintenance and protection of the user’s data. Personal files stored on the hard drives of lab and classroom computers will be deleted. Users should store their data on removable technology in addition to to their H:\ drive directory to ensure data integrity.

Computer Lab Policy

Emory & Henry College maintains several Computer Labs located throughout the campus. These shared facilities are available for open access computing and for classroom instruction. Unless reserved for classroom instruction these facilities are available on a first-come first-serve basis to students, faculty, and staff.

Hours for lab use vary due to the classroom teaching schedule for each classroom lab. One lab is designated the “overnight” lab and is available after hours. Currently this lab is MS 231. Please note that this lab is regularly patrolled and kept under video surveillance by the Campus Security Police.

Downtime & Network Patches & Update Policy

Revised August 2010

The Library and IT Services Department is committed to ensuring reliable Information Technology services. In order to meet this objective, the network needs to be taken offline from time to time to maintain or improve system performance, install important patches and upgrades, safeguard data, or to respond to emergency situations.

The Library and IT Services Department has scheduled downtime at 4:30 pm on Friday afternoons. In order to minimize the inconvenience to network users, this corresponds to the routine downtime of the Datatel system by ICE. Please be sure to be off the network by 4:30 pm every Friday. The IT staff will complete the necessary maintenance and bring the network back online as soon as possible.

Planned Downtime: Fridays at 4:30 pm
Network servers, routers, switches, and other network equipment all need regular maintenance and to have patches and upgrades installed and configured. It is also necessary to reboot network equipment to ensure data integrity and security. The goal of these tasks is to ensure maximum system performance and prevent future system failures. These tasks include:

Exceptions to this downtime policy must be requested in advance and will be authorized only by the Chief Information Officer or the Network Administrator.

Emergency Downtime
The Library and IT Services Department works diligently to keep the Emory & Henry computer network fully functional at all times. Unexpected circumstances may arise, however, when systems or services will be interrupted without prior notice. Every effort will be made to avoid such circumstances, although incidences may arise involving a compromise of system security, the potential for damage to equipment or data, or emergency repairs.

If possible, IT Services will notify everyone by e-mail when the network needs to be brought offline for unanticipated maintenance and support. Users will receive a telephone message stating that the network is offline if it is not possible to send email. Users will be notified via telephone that the network is back online as soon as the network is restored.

Policy on Software Patches
Software patches are regularly issued by all software and operating system manufacturers in order to fix bugs, to enhance data and system security, and to add additional functionality. The Library and IT Services Department does not automatically apply software and operating system patches immediately. Depending on the type and size of the patch, the IT staff may install the patch on test servers or other equipment in order to ensure that it does not harm the system and to confirm that it works as intended with other software in use on our network equipment. The IT staff may also wait until testing by other software and hardware manufacturers has been completed and that the patch has been determined to be fully interoperational with all integrated network assets. The IT staff reserve the right to take up to 60 days to install patches and upgrades in order to ensure that these software changes are not harmful to the systems on the Emory & Henry computer network.

The Library and Information Services staff members reserve the right to take up to 60 days to install a patch or upgrade to any and all network assets and systems in order to test the safety and interoperability of the patch.

Revisions
The Library and IT Services Department reserves the right to revise, amend, or modify this Downtime and Patch Policy as necessary.

Website Policy and Standards

Revised August 2010

Note: As of June 2001, the Information Technology Department is no longer responsible for the management or maintenance of the Emory & Henry College website or other web pages affiliated with the College. All questions regarding website maintenance, design, policy and procedures should be addressed to the Office of Public Relations. The Information Technology Department’s responsibility for website functionality or set-up is limited to creating and maintaining pre-approved webserver access accounts and folders. The standards listed below have been developed by the Office of Public Relations. Any questions or concerns regarding these policies should be directed to the Office of Public Relations.

Website Standards

Revised by the Office of Public Relations June 2002

Primarily, the college’s web site functions as a recruitment tool for admissions. As such, this tool is designed to portray a certain image of the college. Because of this, all pages are subject to prior approval of the Office of Public Relations. These pages are also subject to periodic review. If the pages or their contents are deemed to be counter to or detracting from the mission of the college they are subject to removal or change by the Office of Public Relations.

Guidelines:

  1. The first page of your site (folder) must have the filename set as "default.html". Additional pages may be named as you desire; however, the file extension must be ".html". Do not include any spaces or special characters in the filename and make all filenames lowercase.
  2. An approved official Emory & Henry College logo should be at the top of each page, either on the left or centered.
  3. Keep text concise and use serif fonts (e.g. Times New Roman) for headlines and sans serif fonts (e.g. Arial) for body text.
  4. Please use an approved template from the Office of Public Relations. If you choose not to use a template, page backgrounds should be either white or a light pastel color and text should be dark. Patterns and gradients are not acceptable backgrounds. Color should be used to enhance a website, not dominate it.
  5. If not using an approved template, please keep your pages consistent within the site.
  6. If the site uses images as navigation items, the site must also have text navigation; this should be placed at the bottom of the page if it is in addition to image navigation.
  7. Do not use themes or other graphic sets on any pages as these affect all pages within the site. Avoid the use of frames.
  8. Animation will be allowed on an initial splash page. The splash page must have a link that allows users to skip the introduction. Animation will not be allowed anywhere on the departmental pages other than the splash page. Avoid JavaScript items as they may not work on all browsers and increase download time. No blinking or scrolling text will be allowed.
  9. Avoid images that are disproportionately large or the use of too many small images. Images should be either a .jpg or .gif and optimized for the web. Please have images properly scaled. Copyrighted images should not be used without permission.
  10. Design your page on the 800 x 600 display setting (in your Control Panel). This is a good compromise between people who use very large and very small monitors.
  11. Every page should have the following in small type in the footer or bottom of the page:
  1. Use a spell checking utility before submitting your page for approval by the Office of Public Relations.
  2. Each page should be no larger than 40K (including images) with each image no larger than 15K. It is recommended that no page take longer than 30-seconds to download at 28.8 kps.
  3. After the site is published, check each image to ensure it displays properly, test each link, look at each page, and test any forms or email links by submitting a test to the intended receiver. Check the links often, as most will change or be deleted without notice.
  4. We discourage the use of any plug-ins except RealAudio and Adobe Acrobat.
  5. When in doubt, keep it simple.