AP 3721 Information Technology - Acceptable Use
References:
None
Rogue Community College (“RCC,” “the College”) provides a variety of information technology resources (“IT resources”) to support its educational, administrative, and operational mission. IT resources include, but are not limited to, College-owned or managed electronic hardware, software, systems, and associated data used to support services such as administrative information systems, desktop computing, library systems, multimedia services, data, voice, and video networks, email, Internet access, scanners, telephone and voicemail systems, copiers, fax machines, electronic publications (including video), websites, and other similar electronic technologies.
The use of these resources must be consistent with the mission and objectives of the College. Employees and students are encouraged to utilize these resources in support of educational, administrative, and institutional activities. Access to and use of College information technology systems is a privilege, and all users are expected to act responsibly and comply with applicable College policies, procedures, and guidelines, as well as relevant Federal and State laws and regulations. The College’s Information Technology Acceptable Use Procedure (“Procedure”) requires that all individuals who access or use these resources adhere to the standards and responsibilities outlined in this document.- Accept responsibility for learning how to use information technology. Users are responsible for learning the proper and secure use of College information technology resources. The College provides training and educational opportunities related to the use of information technology, and users are encouraged to develop appropriate skills through self-learning, training sessions, or formal instruction. Access to certain IT resources may be limited to individuals who demonstrate the required knowledge or skill level. Users are responsible for ensuring that any software or files they introduce to College computers or networks are checked for viruses or other malicious code using approved security practices. Failure to follow these procedures, resulting in the introduction of malware or other harmful software, may lead to the restriction or suspension of access to College IT resources.
Users who suspect that viruses, spyware, or other malicious software have been introduced into College systems must report the issue to Information Technology as soon as possible. - Accept responsibility for the backup and security of your own work. Users are responsible for maintaining the backup and security of their own work. While the College performs routine backups of certain IT resources and systems, data stored on local hard drives, removable media (such as USB drives), or other personal storage devices is not routinely backed up by the College. Users are responsible for ensuring that important information stored on such devices or media is properly backed up or archived. .
- Use resources efficiently and respectfully. Users must use College IT resources efficiently and in a manner that ensures fair access for all members of the College community. The College may establish limits or restrictions on computing resources, including storage space, system usage time, or overall resource consumption. Users are expected to comply with such limitations when they are implemented. Each email user is responsible for managing their mailbox and message storage. Attempts to evade, modify, or exceed established resource or storage quotas are prohibited.
Users must not degrade, disrupt, damage, or vandalize College equipment, software, materials, data, or the resources of other users connected to the system.
The installation or loading of programs, software, personal files, or data onto College computers or networks requires prior authorization from Information Technology (IT) management. IT management maintains a list of approved software, and technical support will not be provided for privately owned or unauthorized software.
Connecting unauthorized equipment to the College’s networks is prohibited. Privately owned devices may connect to the College wireless network when permitted, provided that such use complies with all RCC policies and procedures. Connection of privately owned equipment to other portions of the College network requires prior authorization from IT management. IT management maintains a list of approved devices. The College does not provide technical support for privately owned equipment and is not responsible for damage to such equipment when connected to College networks. - Abide by all security provisions. Users must comply with all College security measures designed to protect information systems and data. Sharing passwords, access codes, or authentication credentials with unauthorized individuals, or attempting to evade, disable, or compromise security controls—including assisting others in doing so—is strictly prohibited, as such actions threaten the security, privacy, and integrity of College systems and user information.
Users may not supply false or misleading information or improperly obtain another person’s credentials in order to gain access to computers, networks, systems, data, or other information resources. Obtaining access to an account or password through the negligence or unintentional disclosure of another user is also prohibited. The use of IT resources to gain unauthorized access to records, data, or other information owned by, maintained by, or pertaining to the College or its users is prohibited.
Users who believe their password, account, or other security credentials may have been compromised must report the incident to IT as soon as possible. - Respect software copyright laws. Software licensed by the College must be used only in accordance with the terms and conditions of the applicable license agreements and all relevant copyright laws.
- Respect proprietary information of others. Users must respect the intellectual property and proprietary rights of others. Subject to College policies and appropriate authorization, users may upload or distribute information, software, photographs, videos, graphics, music, sounds, or other materials (“content”) to online networks only if the content is not protected by copyright, trademark, trade secret, or other proprietary rights, or if the user has obtained express written permission from the rights holder for such distribution. When copyrighted content is used or distributed with the permission of the copyright owner, appropriate attribution should be included, such as: “Copyright owned by [name of owner]; used by permission.” Unauthorized use, copying, or distribution of copyrighted or other proprietary content is prohibited.
- Respect the rights of others to have freedom from harassment or intimidation. Users must respect the rights of others to work and learn in an environment free from harassment or intimidation. Sending abusive, threatening, or unwanted communications through College IT resources is prohibited and may violate College policy and applicable law. Targeting an individual, group, or organization through electronic communications to cause distress, embarrassment, injury, unwanted attention, or other substantial discomfort constitutes harassment and is prohibited. Personal attacks, threats, intimidation, or disparaging communications directed at individuals or groups—including those based on protected characteristics such as race, national origin, ethnicity, disability, religion, gender, veteran status, sexual orientation, or other legally protected status—are not permitted. The College will determine whether conduct violates this policy in accordance with applicable College procedures. Concerns or complaints related to harassment should be reported to the RCC Human Rights Network or other appropriate College office.
- Identify yourself clearly and accurately in electronic communication. Users must identify themselves clearly and accurately in electronic communications conducted through College IT resources. Anonymous or pseudonymous communications do not relieve users of responsibility for their actions. The use of a false name, unauthorized designation, or any identity that misrepresents the user—including implying representation of or authority from Rogue Community College (RCC) without authorization—is prohibited.
- Present a proper image for the College. Information published electronically through the World Wide Web, kiosks, bulletin board systems, or other electronic platforms intended for distribution outside the College should support the mission and reputation of Rogue Community College. Such communications may serve to promote the College and its educational activities. Electronic publications representing the College are subject to the same standards and guidelines that apply to traditional institutional publications regarding accuracy, professionalism, and appropriate representation of the College.
- Recognize limitations to privacy in electronic communications. Users may expect that information they create, store, or transmit electronically will be viewed only by the intended recipients; however, electronic communications on shared systems and networks cannot be guaranteed to remain private. The security of such communications is similar to that of paper documents sent in sealed or unsealed envelopes—generally respected, but potentially accessible by individuals with sufficient authority or technical capability. All electronic communications created, transmitted, or stored using College systems—including those labeled “private,” “personal,” or “confidential”—may be considered College records and may be subject to disclosure under applicable public records laws, subpoenas, or other legal requirements.
The College reserves the right to inspect, access, or retrieve data and information stored on equipment owned, leased, or operated by the College. Users who store personal or confidential information on College systems should not assume that such information will remain private. Additionally, authorized technical staff or other designated personnel may access electronic files or communications when necessary to maintain systems, diagnose or correct technical problems, investigate potential policy violations, or comply with legal or administrative requirements. - Cooperate as necessary. To maintain reliable and secure services, the College may, at its discretion, suspend user privileges, restrict access to College IT resources, or prohibit the connection of devices—including personally owned devices—to the College network when necessary to address operational needs or instances of unauthorized or irresponsible use. All users are expected to cooperate with investigations conducted by Information Technology staff, resource managers, or other authorized College personnel regarding technical issues or potential violations of this Procedure, College guidelines, other College policies and procedures, or applicable Federal and State laws and regulations.
- Observe proper online etiquette. Online networks must be used only as permitted by the College, in accordance with applicable College policies and procedures, and for lawful purposes. Users must not engage in conduct that restricts, disrupts, or interferes with others’ ability to use College networks or that violates College policies, procedures, or applicable laws. Users are prohibited from intentionally accessing, posting, or transmitting through College networks any material that is unlawful, harmful, threatening, abusive, harassing, defamatory, obscene, sexually explicit, pornographic, profane, hateful, racially or ethnically offensive, or otherwise objectionable. This includes any material that promotes conduct which could constitute a criminal offense, give rise to civil liability, or otherwise violate applicable law or College policies and procedures.
- Refrain from certain kinds of communications. Transmission of chain letters, pyramid schemes, or similar mass distribution messages is prohibited.
The use of College networks to send unsolicited advertising, promotional materials, or other forms of solicitation is prohibited, except where permitted by law and consistent with College policies and procedures.
Users may not download, create, transmit, or distribute messages or other content on behalf of organizations or activities that are not related to the mission or official activities of Rogue Community College, including but not limited to religious, fraternal, political, private, or athletic organizations, unless such use is authorized by the College.
Personal Use: IT resources are intended primarily for educational use by students and for employees performing official College business. Limited, occasional, and reasonable personal use of IT resources may be permitted, provided such use does not interfere with College operations or the educational and administrative purposes of the systems. Users are expected to exercise responsibility and not abuse this privilege. The College email system is intended primarily for communications related to the College’s mission and operations. Personal email should generally be conducted through personal accounts rather than the College email system. Use of College IT resources for personal financial gain or other for-profit activities is prohibited. All personal use remains subject to applicable College policies and procedures, as well as Federal and State laws and regulations.
Information Content/Third-Party Supplied Information: Opinions, advice, services, and other information expressed by users of IT resources, information providers, service providers, or other third parties represent the views of those individuals and not those of Rogue Community College. The College does not guarantee that the services provided through IT resources will meet users’ requirements or that such services will be uninterrupted, error-free, or free of defects.
INTERNET CONTENT DISCLAIMER: Rogue Community College is not responsible for materials accessed, viewed, or downloaded by users from the Internet. The Internet is a global network containing a vast range of information, some of which may be offensive, sexually explicit, or otherwise inappropriate. Users should be aware that even routine searches may lead to such content, and that unsolicited email may contain similar material. Users access Internet resources at their own discretion and risk.
Summary: College information technology resources may be used for lawful and authorized purposes. Failure to comply with this Procedure may result in sanctions, including immediate suspension or termination of computing or network access privileges, and disciplinary action in accordance with applicable College policies and procedures, up to and including termination of employment or student expulsion. Unlawful or unauthorized use may also result in civil or criminal liability under applicable laws. The College reserves the right to restrict or interrupt communications or system use that it determines may be harmful to the College, its systems, or other users. This Procedure also applies to external information systems accessed through College facilities or networks. Concerns or reports regarding improper use of IT resources should be directed to Information Technology management.
Rescinds Procedure Number: AP-037
Approved: December 6, 2022
Revised: May 12, 2026