Trinity University
Faculty and Contract Staff Handbook

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(7)    Administrative Policies

(7A)    FISCAL, SAFETY, AND HEALTH POLICIES

(7B)    COMPUTER POLICIES

(7C)    USE OF TRINITY UNIVERSITY FACILITIES

(7D)    CONFERENCES AND SPECIAL PROGRAMS

(7E)    BOOKSTORE POLICIES AND PROCEDURES

(7F)    CONFLICT OF INTEREST POLICY


(7B)    INFORMATION TECHNOLOGY POLICIES

(Articles I-XIV approved by the President July 2008)

For a summary of recent changes to this chapter, see Chapter 9A: Summary of Recent Revisions to this Handbook.

Contents of this page: 

  1. Acceptable Use Policy 

  2. Network Protection Policy

  3. Password Policy

  4. Recurring Mass Email Opt-Out Policy

  5. Information Technology Security Policy

  6. Information Security Incident Response Policy

  7. Cell Phone Purchasing Policy

  8. Administrator Access Policy

  9. Student Computer Service Center Policy

  10. Computing Lab Policy

  11. Patch Management Policy

  12. Web Privacy Statement

  13. Virtual Private Network (VPN) Policy

  14. Electronic Communication

  15. World-Wide Web Policy

 

I.    ACCEPTABLE USE POLICY

A.    Purpose

 

The hardware and software that constitute Trinity’s computing network are vital to the operation of the university. Inappropriate use of the network can detrimentally affect our ability to accomplish the institution’s mission. Every user of the network has a responsibility to utilize these shared resources in an appropriate manner. The Acceptable Use Policy addresses that responsibility.

 

B.    Scope

 

The Acceptable Use Policy applies to all users of the Trinity computing network.

 

C.    Policy

 

Network users are expected to respect restrictions on authorized access to network information and resources. Violations of this policy include activities such as:

Network users are expected to treat all network hardware with care and are expected to utilize all network resources in ways that respect the other network users. The following activities constitute violations of this policy:

 

 

Discriminatory, demeaning, or abusive behavior may be subject to the University’s Policy Statement on Harassment as described in the Faculty and Contract Handbook or the Student Conduct Polices on Respect for Self, Others, and the Community, Respect for Property, Personal Responsibility, or Harassment as described in the Student Handbook.

 

Network users are expected to use systems for authorized purposes only.Violations include activities such as:

D.    Definitions

 

The Trinity computing network is the group of stations (computers, telephones, or other devices) owned or operated by Trinity University connected by communications facilities owned or operated by Trinity University for exchanging information. Connection can be permanent, via cable, or temporary, through telephone or other communications links. The transmission medium can be physical (e.g., fiber optic cable) or wireless (e.g.. satellite, wi-fi).

 


II.    NETWORK PROTECTION POLICY
 

A.    Purpose

The hardware and software that constitute Trinity’s computing network are vital to the operation of the university. Viruses, malware, computer vulnerabilities and inappropriate use of the network are a threat to these resources and can detrimentally affect the ability to accomplish the institution’s mission. Trinity University has a responsibility to maintain these resources and ensure they are used in an appropriate manner.

B.    Scope

The Network Protection Policy applies to all users of the Trinity computing network.

C.    Policy

Trinity University has the responsibility to protect valuable network resources and the confidentiality of sensitive personal information from any and all threats. In keeping with this responsibility, Trinity University scans computer hardware devices connected to the Trinity computing network for key security vulnerabilities. Where sufficient cause has been found to indicate a threat to the network, a threat to the university or a violation of federal or state law, Trinity may disable the network access of the offending hardware device. Any attempt by a user to circumvent the system or process of scanning for key security vulnerabilities is a violation of this policy.

Use of the Trinity computing network constitutes the user’s acceptance of this policy.

D.    Definitions

 

The Trinity computing network is the group of stations (computers, telephones, or other devices) owned or operated by Trinity University connected by communications facilities owned or operated by Trinity University for exchanging information. Connection can be permanent, via cable, or temporary, through telephone or other communications links. The transmission medium can be physical (i.e. fiber optic cable) or wireless (i.e. satellite).

 


III.    PASSWORD POLICY

A.    Purpose

Passwords are an important aspect of computer security. A poorly chosen password may result in the compromise of Trinity University’s entire network. The purpose of having a password policy is to ensure a more consistent measure of security for Trinity’s network and the information it contains. The implementation of this policy will better safeguard the personal and confidential information of all individuals and organizations affiliated, associated, or employed by Trinity University. Additionally, this policy establishes a standard for creation of strong passwords, the protection of those passwords, and the frequency of change of passwords.

B.    Scope

The Password Policy applies to all persons accessing the Trinity University network regardless of their capacity, role or function.  Such persons include students, faculty, staff, third party contractors, visitors (guests), consultants and employees fulfilling temporary or part-time roles.

 

C.    Policy

 

Guidelines and suggestions for creating strong passwords can be found at: http://www.trinity.edu/its/faqs/faq.asp?ID=23

 


IV.    Recurring Mass E-mail Opt-Out Policy

A.    Purpose

To ensure that network system resources are not strained and important communications via email are not overlooked or discarded by users, the number of recurring, large mass email messages received by users from university departments and offices should be kept to a minimum. 

B.    Scope

The Recurring Mass Electronic Messaging Opt-Out Policy applies to all users, departments and offices that send recurring mass email messages to Trinity email accounts through the Trinity computing network.

C.    Policy

Recurring mass e-mail messages, with a total size of 1MB or larger (including any attachments), sent to Trinity email accounts through the Trinity computing network, must provide the recipients with the option to opt-out from receiving further messages. Therefore, all recurring mass e-mail messages with a total size of 1MB or larger must be sent through the Lyris listserv ListManager. Initial set up of a recurring e-mail list in Lyris, must be requested through the ITS Helpdesk.  Upon set up, lists may include all students, faculty, staff and alumni if requested. Thereafter, all messages sent to the Lyris list will automatically include an opt-out notice in the footer of the message. The opt-out notice will instruct users how to opt-out from receiving further messages.

D.    Definitions

Trinity email accounts are individual email accounts provided by the university to students, faculty and staff with an address of @trinity.edu. 

The Trinity computing network is the group of stations (computers, telephones, or other devices) owned or operated by Trinity University connected by communications facilities owned or operated by Trinity University for exchanging information. Connection can be permanent, via cable, or temporary, through telephone or other communications links.  The transmission medium can be physical (i.e. fiber optic cable) or wireless (i.e. satellite).

Recurring mass email messages are mass e-mail based messages that are sent by users, departments or offices regularly or on a scheduled basis to many recipients of the Trinity University community.  This includes, but is not limited to, newsletters.

 


 

V.    Information Technology Security Policy

(Pursuant to Gramm Leach Bliley Act Information Safeguards Rule)

A.    Purpose

This document summarizes Trinity University’s comprehensive written information security policy (the “Policy”) mandated by the Federal Trade Commission’s Safeguards Rule and the Gramm – Leach – Bliley Act (“GLBA”). In particular, this document describes the Program elements pursuant to which the Institution intends to (i) ensure the security and confidentiality of covered records, (ii) protect against any anticipated threats or hazards to the security of such records, and (iii) protect against the unauthorized access or use of such records or information in ways that could result in substantial harm or inconvenience to clients. The policy incorporates by reference, the Institution’s existing policies and procedures and is in addition to any institutional policies and procedures that may be required pursuant to other federal and state laws and regulations, including, without limitation, Family Education Rights and Privacy Act (FERPA).

 

Designation of Representatives: The Institution’s Information Security Administrator is designated as the Program Officer who shall be responsible for coordinating and overseeing the Policy. The Program Officer may designate other representatives of the Institution to oversee and coordinate particular elements of the Policy. Any questions regarding the implementation of the Program or the interpretation of this document should be directed to the Program Officer or his or her designees.

 

B.    Scope

The Information Technology Security Policy applies to any record containing nonpublic financial information about a student or other third party who has a relationship with the Institution, whether in paper, electronic or other form, that is handled or maintained by or on behalf of the Institution or its affiliates. For these purposes, the term nonpublic financial information shall mean any information (i) a student or other third party provides in order to obtain a financial service from the Institution, (ii) about a student or other third party resulting from any transaction with the Institution involving a financial service, or (iii) otherwise obtained about a student or other third party in connection with providing a financial service to that person.

C.    Policy

 

1.    Risk Identification and Assessment. The Institution intends, as part of the Policy, to undertake to identify and assess external and internal risks to the security, confidentiality, and integrity of nonpublic financial information that could result in the unauthorized disclosure, misuse, alteration, destruction or other compromise of such information. In implementing the Policy, the Program Officer will establish procedures for identifying and assessing such risks in each relevant area of the Institution’s operations, including:

 

2.    Designing and Implementing Safeguards. The risk assessment and analysis described above shall apply to all methods of handling or disposing of nonpublic financial information, whether in electronic, paper or other form. The Program Officer will, on a regular basis, implement safeguards to control the risks identified through such assessments and to regularly test or otherwise monitor the effectiveness of such safeguards. Such testing and monitoring may be accomplished through existing network monitoring and problem escalation procedures.

 

3.    Overseeing Service Providers. The Program Officer shall coordinate with those responsible for the third party service procurement activities among the Department of Information Technology and other affected departments to raise awareness of, and to institute methods for, selecting and retaining only those service providers that are capable of maintaining appropriate safeguards for nonpublic financial information of students and other third parties to which they will have access. These standards shall apply to all existing and future contracts entered into with such third party service providers, provided that amendments to contracts entered into prior to June 24, 2002 are not required to be effective until May 2004.

 

4.    Adjustments to Program. The Program Officer is responsible for evaluating and adjusting the Program based on the risk identification and assessment activities undertaken pursuant to the Program, as well as any material changes to the Institution’s operations or other circumstances that may have a material impact on the Program.

 


VI.    Information Security Incident Response Policy

A.    Purpose

According to Texas Senate Bill 122 Section 48.102 the university “shall implement and maintain reasonable procedures, including taking any appropriate corrective action, to protect and safeguard from unlawful use or disclosure of any sensitive personal information collected or maintained in the regular course of business.”

The purpose of this policy is to provide the basis of appropriate response to incidents that threaten the confidentiality, integrity, and availability of university digital assets, information systems, and the networks that deliver the information.

B.    Scope

The Information Security Incident Response Policy applies to all users of the Trinity computing network.

C.    Policy 

Intrusion attempts, security breaches, theft or loss of hardware and other security related incidents perpetrated against the University must be reported to Information Technology Services.

Anyone with knowledge or a reasonable suspicion of an incident which violates the confidentiality, integrity, or availability of digital information will make an immediate report to the following e-mail address infosec@trinity.edu. Upon notification of an incident the Information Security Administrator will investigate and, as needed, escalate, remediate, or refer to others. The incident will be documented providing a general description of events, approximate timelines, parties involved, resolution of the incident, external notifications required and recommendations for prevention and remediation. All external notification must be approved by the V.P. for Information Resources and carried out in accordance with Texas Senate Bill 122 known as the Identity Theft and Protection Act. 

D.    Definitions

The Trinity Computing Network is the group of stations (computers, telephones, or other electronic devices) owned or operated by Trinity University, connected by communications facilities owned or operated by Trinity University for exchanging information. Connection can be permanent, via cable, or temporary, through telephone or other communications links. The transmission medium can be physical (i.e. fiber optic cable) or wireless (i.e. satellite, radio or otherwise).

Sensitive Personal Information as defined by the Texas Senate Bill 122 means “an individual’s first name or first initial and last name combination with any one or more of the following data elements (when the name or data element is not encrypted):

Examples of Security Incidents:

______________

Texas. Legislature of the State of Texas. Identity Theft Enforcement and Protection Act.

By Juan Hinojosa. 2005. 27 Mar. 2007 http://www.legis.state.tx.us/tlodocs/79R/billtext/pdf/SB00122F.pdf

 


VII.    Cell Phone Purchasing Policy

A.    Purpose

To provide guidance to departments and employees regarding cell phone purchases and services supplied by Trinity University.

B.    Scope

The Cell Phone Purchasing Policy applies to anyone currently possessing or purchasing a cell phone or device through a Trinity University account or with Trinity University funds.

C.    Policy

How to switch from your current provider:

Please contact the Manager of Telecommunications in ITS (x7414).  Please be ready to provide the following information:

Proper disposal of cell phones no longer in use:

Cell phones and cell phone equipment purchased through Trinity University accounts or with Trinity University funds that have been replaced and or are no longer in use should be sent to Trinity Information Technology Services (ITS) for proper disposal.

Before cell phones are turned over to ITS for disposal, a reasonable attempt should be made to delete and erase all information from the phone.  ITS will then wipe clean the memory of the phone again before properly disposing of it.

 


VIII.    Administrator Access Policy

 

A.    Purpose

 

This document defines Trinity University’s policy regarding local administrator rights to Trinity University owned workstations.

 

The University is committed to providing members of Trinity community with reliable technology in stable operating condition while appropriately addressing the University needs and maintaining University system integrity and data security.

 

B.    Scope

 

The Administrator Access Policy applies to all users who are granted “Administrator” access on Trinity University owned computers or workstations.

 

C.    Policy

 

By default all Trinity Faculty/Staff members are assigned General access level rights on their individual workstations. Exceptions may be granted to Faculty/Staff members who require Administrator level access to perform job related tasks. 

 

Individuals may request administrator level access through the ITS Helpdesk (helpdesk@trinity.edu or x7409) and sign the Request for Administrator Access document (provided by ITS), acknowledging that they have read the Use of Trinity University Computing Network policy and Administrator Access policy.  The use of these rights and the level of access to the workstation are to be in accordance with the “Use of Trinity University Computing Network” policy.

 

D.    Guidelines

 E.    Support

F.    Definitions

 

Administrator access level allows the user to have complete and unrestricted access to the computer. This includes the ability to install any hardware or software, edit the registry, manage the default access accounts and change file level permissions. Manipulating these may cause serious stability issues with your system.

 

General access level allows most administrative powers with some restrictions. Installation of software or hardware that makes changes to the underlying operating system will require the assistance of ITS. General Access Level will generally assure the highest level of stability for a computer.

 


IX.    Student Computer Service Center Policy

A.    Purpose

The purpose of the Student Computer Service Center Policy is to provide guidelines for students administering and receiving computer and network related services.

B.    Scope

The Student Computer Service Center policy applies to Residential Computer Consultants (RCC) and students.

C.    Policy

RCC Responsibilities

RCCs are required to:

Student Responsibilities

Students receiving computer assistance will:

Services and Associated Fees

When servicing student computers the Student Computing Services Fee Schedule will apply to the services rendered.

Please see the Student Computing Services Fee Schedule (http://www.trinity.edu/its) for the current fee associated with the following services:

Please note that hardware removal or installation is not supported.

Reinstalling Operating Systems

Reinstalling operating systems may be necessary if damage to the existing operating system occurs through virus infection, intrusion by a hacker, or spyware related programs, to name a few. A student may either have a Residential Computer Consultant (RCC) or ITS technician reinstall the operating system for the fee listed above, or may choose to reinstall the operating system him or herself.

Whether an RCC or ITS technician reinstalls the operating system or the student reinstalls the operating system, the student is responsible for backing up the data he or she wishes to keep. RCCs will not be responsible for backing up data.

If a student chooses to have his or her operating system reinstalled by an RCC or ITS technician, the software and license must be legitimately owned by the student or licensed through the university.

Trinity University provides all students with the software and instructions necessary to perform an installation of supported and university provided software.  These materials can be found at the Circulation Desk located on the third floor, main entrance level, of the Elizabeth Huth Coates Library.

Before installing such software, the person conducting the installation should:

RCCs or ITS technicians who reinstall an operating system will ensure that drivers to any hardware that was determined to be compatible with the software are installed and functioning correctly. The RCC or ITS technician will also ensure that Symantec Anti-Virus software is installed and configured appropriately on the (Windows) machine before the project will be considered completed. Only with reinstallations of operating systems performed by an RCC or ITS technician will a student not be charged for the installation of Symantec Anti-Virus software.

Software Installation

Software installation refers to anti-virus, Microsoft, or MAC software that is legitimately licensed to the student or licensed through Trinity University for student use. Examples include Microsoft Office products, Symantec Anti-Virus Corporate Edition.  Trinity University technicians or RCC’s will not install other types of software such as games, AIM, or BitTorrent clients.

Virus, Spyware, and Adware Removal

Malicious code and spyware can dramatically affect a computer’s performance. Such code includes viruses, worms, and spyware.  To learn more about the differences among these types of malicious code, see Understanding the Difference between Trojan Horses, Viruses, Worms, and Spyware (http://www.trinity.edu/its/policies/understandingdifferences.asp).

While some malicious code can be removed without also installing software, the removal of spyware will require software to be installed on the computer in question and configured properly for effective cleaning.

Trinity cannot guarantee a student’s machine will function normally after the computer has been cleaned and cannot be held liable for the loss of intellectual data or integrity of the computer’s operating system. If the computer is experiencing residual effects after the malicious code has been removed, the computer’s operating system may have to be reinstalled. If the student’s operating system is functioning abnormally the student will be encouraged to reinstall it or have an RCC or ITS technician reinstall it.

Port Deactivation and Reactivation

Port deactivation can occur for, but is not limited to, a violation of the Acceptable Use policy. One of the main reasons that a port may be disabled would be if the Information Technology Services Department determines that a student’s PC is infected with malicious code. The port to that machine will be turned off until that machine has been cleaned. The computer can be cleaned by an RCC, a technician from the university’s ITS department, or by an outside source. If someone other than Trinity personnel cleaned the system, that computer must be inspected by a Trinity representative prior to accessing or connecting it to TigerNet.

Port deactivation may also occur for violations of copyright as in the illegal downloading of music, games, movies and other such media.

There is a charge for port reactivation.  (See ResNet Fees Schedule)

Something to Consider

RCCs will attempt to resolve software related issues. However, depending on the degree of damage sustained to a computer’s operating system by malicious code or a file corruption, there may be residual effects that inhibit application features or reduce system performance. RCCs and Trinity University cannot be held liable either for virus infections or how the operating system responds to the removal.

Beware! If an issue has been resolved, such as spyware removal, it is possible and quite common for the same or similar problem to return quickly depending on the student’s Internet surfing and computing habits. If an RCC has to remove a virus or spyware problem again, the situation will be treated as a separate work order with the appropriate fees charged to the student.

 

D.    Definitions

 

An RCC is a Resident Computer Consultant.  RCC's are students hired by Information Technology Services to assist students with their network configuration and connection to TigerNet. A student with connectivity issues may contact the Helpdesk x7409 or helpdesk@trinity.edu to receive assistance from an RCC.

 


X.    Computing Lab Policy

 

A.    Purpose

 

Trinity University maintains computing labs for academic, instructional, research, administrative and public service purposes. This policy is in place to ensure that the computing labs are kept functioning at an optimal level of effectiveness for all users.

 

B.    Scope

 

All persons using Trinity University Computer Labs and equipment must abide by this policy. Violation of these policies may result in loss of computer lab privileges and other disciplinary action as described in the various handbooks issued by the University to students, faculty, and staff.

 

C.    Policy


XI.    Patch Management Policy

 

A.    Purpose

 

Security vulnerabilities are inherent in computing systems and applications. These flaws allow the development and propagation of malicious software which can disrupt normal business operations in addition to placing university data at risk. In order to effectively mitigate this risk, software “patches” are made available to remove a given security vulnerability.

 

Given the large number of computer workstations and servers that comprise the Trinity University network, it is necessary to utilize a comprehensive patch management solution that can effectively distribute security patches automatically when they are made available. The patch management solution has the ability to evaluate individual computer workstations and servers for vulnerabilities. Patches may then be automatically installed and, when necessary, the affected machine rebooted.

 

Effective security is a team effort involving the participation and support of every Trinity University employee and affiliate who is a user of the Trinity University computer network.

 

B.    Scope

 

This policy applies to employees, contractors, consultants, temporaries, and other workers at Trinity University including all personnel affiliated with third parties. This policy applies to all equipment that is owned or leased by Trinity University such as all electronic devices, servers, application software, computers, peripherals, routers, and switches.

 

C.    Policy

 

Many computer operating systems such as Microsoft Windows, Linux, Mac OS and others include software application programs which may contain security flaws. 

 

Occasionally, one of those flaws permits a hacker to compromise a computer.  A compromised computer threatens the integrity of the network and all computers connected to it.  Almost all operating systems and many software applications have periodic security patches released by the vendor that need to be applied. Patches which are security related or critical in nature should be installed. 

Failure to properly configure new workstations is a violation of this policy.  Disabling, circumventing or tampering with patch management protections and/or software constitutes a violation of policy.

 

D.    Definitions

 

The Microsoft Windows Server Update Services (WSUS):  enables information technology administrators to deploy the latest Microsoft product updates to computers running Microsoft windows Server 2003, Microsoft Windows® XP with Service Pack 1, and Windows 2000 with Service Pack 4 operating systems. By using WSUS, administrators can fully manage the distribution of updates that are released through Microsoft Update to computers in their network.

The WSUS server provides the features that administrators need to manage and distribute updates through the WSUS Administration Console, which can be installed and accessed on any Windows computer in the Trinity domain. It works by controlling the Automatic Updates applet already present on all Windows machines.  Instead of many machines at Trinity all going to Microsoft’s website to download updates, the WSUS server downloads all updates to an ITS owned server and workstations on the Trinity domain look for updates.

Push Technology is used in client/server applications, to send data to a client without the client requesting it.

 


XII.    Web Privacy Statement

 

Trinity University has adopted this Web Privacy Statement in order to inform users of University policies with respect to information collected on this website. Your use of this website constitutes your acceptance of this Privacy Statement and your consent to the practices it describes.


A.    Your Privacy

 

Trinity University is committed to respecting your privacy and recognizing your need for appropriate protection and management of the personally identifiable information you share with us. The purpose of this Privacy Statement is to let you know what personally identifiable information we may collect from you when you visit our website, how we use such information.


B.   
Information We Collect

 

There are three types of information that may be collected during your visit: Network traffic and Web server logs, cookies, and information voluntarily provided by you.


Network Traffic and Web Server Logs

 

In the course of ensuring network security and consistent service for all users, the University may use software programs to do such things as:

In the course of such monitoring, these programs may detect such information as e-mail headers, addresses from network packets and other information. Information from these activities is used solely for the purpose of maintaining the security and performance of the University's networks and computer systems. Personally identifiable information from these activities is not released to external parties unless required by law.

 

The University Web servers collect and store information from Web site visitors to monitor Web site performance and to improve service. This information includes the following:

The University makes no attempt to identify individual visitors from this information: any personally identifiable information is not released to external parties unless required by law.

 

Cookies

 

Cookies are small bits of data stored on your hard drive on behalf of a Web site and returned to the Web site on request. This site may use cookies for two purposes: to carry data about your current session at the site from one Web page to the next, and to identify you to the site between visits. If you prefer not to receive cookies, you may turn them off in your browser, or may set your browser to ask you before accepting a new cookie. Some pages may not function properly if the cookies are turned off. Unless otherwise notified on this site, we will not store data, other than for these two purposes:

 

Information Voluntarily Provided by You

 

In the course of using this web site, you may choose to provide us with information to help us serve your needs. Such as:

We will not sell, exchange or otherwise distribute your personally identifiable information without your consent, except to the extent required by law.

 

C.    Our Commitment to Data Security

 

To prevent unauthorized access to your personal data, maintain data accuracy, and ensure the correct use of information, we have put in place physical, electronic, and managerial procedures to safeguard and secure the information we collect through this website.

 

D.    External Links

 

Trinity University sites provide links to other World Wide Web sites or resources. We do not control these sites and resources, do not endorse them, and are not responsible for their availability, content, or delivery of services. In particular, external sites are not bound by the University's Web privacy policy; they may have their own policies or none at all.

 

E.    Changes to This Privacy Statement

 

We will occasionally amend this Privacy Statement. We encourage you to periodically review this policy to be informed of how we are committed to protecting your information and providing you with improved content on our website.

 

F.    Questions about Our Privacy Statement

 

If you have questions about this site, its collection of information, and its Web privacy statement, contact the Trinity Helpdesk at: helpdesk@trinity.edu.

 


XIII.    Virtual Private Network (VPN) Policy

 

A.    Purpose

 

The purpose of this policy is to provide guidelines for (Virtual Private Network) connections to access Trinity University’s internal network. Trinity University’s VPN server is designed to provide off campus access to network resources available on the Trinity campus. Using the VPN server to access Internet resources external to Trinity University is not recommended.

 

B.    Scope

 

This policy applies to employees with demonstrated need to access resources internal to the campus network.

 

C.    Policy 

D.    Definitions:

 

Virtual Private Network (VPN) is a method for accessing a remote network uses encryption and tunneling to connect users securely over a public network, usually the Internet.

 


XIV.    ELECTRONIC COMMUNICATION

A.    E-Mail

The Trinity e-mail system is an official means of communication. The university views communication via e-mail to constitute being duly informed for faculty, staff and students. Reading e-mail and checking one’s e-mail is thus an obligation for all faculty, staff and students. Having one’s university e-mail forwarded to an off-campus account does not alter this obligation.

The Trinity University e-mail system is a delivery system for communication and does not constitute a long term storage system for documents delivered by e-mail.   Therefore, the e-mail system ought not to be relied upon for the long-term retention of official records of the University. The University provides storage systems outside of the e-mail system for long-term retention such as the network storage drive. Storing such records may alternatively be accomplished by saving them to a CD, DVD, flash drive, or by printing them.

B.    Voice Mail

As with e-mail, voice mail records are retained for two weeks. The VoIP telephone system cannot serve as a long term storage system for important voice mail communications. The retention of voice mail for the longer term may be accomplished by utilizing the university network storage system  or copying such files to CD, DVD or flash drive.  

C.    Documents

Documents created by any user for which one needs reliable storage should utilize the university network based storage system and not rely solely on a copy stored on a local hard drive. Alternatively, such documents may be printed and stored.

D.    Privacy

Trinity operates the e-mail system with full respect for privacy and confidentiality in accordance with relevant laws, regulations and university policy. While Trinity permits limited personal use of the e-mail infrastructure, those availing themselves of such privilege are subject to the same rules, regulations laws and policies as university business e-mail.

The custodians of the e-mail system must not inappropriately access or disclose the content of mail on the university e-mail system unless required by law to disclose such contents or in certain circumstances only with the permission of the university President. For example: When the correspondent is unavailable and the information is necessary for the conduct of university business or in a health or safety emergency.

Trinity University e-mail is hosted and supported by Google Apps. Google has signed a contract committing them to uphold a strict privacy policy and to always treat your personal information with the utmost care and security. For more information on Google's privacy standards, please consult their Privacy Policy.

E.    E-Mail Accounts

Graduates of Trinity will have their e-mail accounts disabled one year after graduation.  Graduates who wish to maintain a Trinity e-mail address need to contact the Alumni Relations Office at alumni@trinity.edu.

Individuals resigning from Trinity Staff will not have access to their University-provided e-mail account effective on the date of resignation.

Trinity faculty designated "professor emeritus" will be provided a Trinity e-mail account for life unless that account is found to be in violation of the University policies or if dormant and unused for more than one year. Those who resign will no longer have access to their Trinity e-mail account effective on the date of resignation.

F.    Log Retention

DHCP and IP logs are retained for one week.

G.    Definitions

DHCP – Dynamic Host Configuration Protocol – Used by network devices to obtain the parameters required for operation in an Internet Protocol network

IP Address – Internet Protocol – The address of the client on the Internet. Essentially identifies the client making any given connection to a site. Every computer connected to the Internet has an IP address which enables the identification of that computer.

 


XV.    WORLD-WIDE WEB POLICY
(Approved by the President May 7, 1996)

A.    Introduction. The World-Wide Web is a powerful new medium of communication and a valuable resource to many members of the University community. This policy establishes guidelines for its use with two purposes in mind: to ensure free, fair access to and responsible use of the Web by the University community at large, and to establish an official University presence on the Web through a consistent, clearly identifiable set of Web pages administered by the Office of Public Relations.

B.    General Web Use. Any individual or group with authorized access to a University-owned computer or computer network may use it to gather information from and disseminate information via the World-Wide Web freely, subject to the terms of this policy, other applicable University policies, and state and federal laws. Applicable University policies include, but are not limited to:

C.    Official University Web Pages. The University’s official presence on the Web is through a set of Web pages administered by the Office of Public Relations. Only these official Web pages and the official University print publications listed in Chapter 9B: Other Handbooks, Bulletins, and Publications of the Faculty and Contract Staff Handbook are permitted to display facsimiles of the registered University seal or the University logo; exceptions require permission of the Office of Public Relations.

         

Upon request, direct links will be provided from the official University Web pages to Web pages maintained independently by individual departments and University offices listed in the University Administrative Structure Chart in the Faculty and Contract Staff Handbook, and sponsored student organizations as defined in the Student Handbook. Direct links to Web pages maintained independently by individual faculty members, recognized student organizations, or other individuals or groups may be provided at the discretion of the Office of Public Relations.

D.    Violations of Policy. Any violation of the provisions of Section B of this policy is necessarily a violation of an existing University policy and will be addressed through the procedures provided therein. The Office of Information Resources has the authority to restrict or prohibit Web use which it believes to be in violation of any provision of this policy on a temporary basis, until appropriate procedures resolve the matter. The Office of Public Relations has the authority to determine whether Web use is in violation of the provisions of Section C of this policy and to restrict or prohibit such use.


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