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Acceptable Use Policy

Acceptable Use Policy

Overview

Sprott Shaw College’s (SSC) intentions for publishing an Acceptable Use Policy are not to impose restrictions that are contrary to SSC’s established culture of openness, trust and integrity. SSC is committed to protecting its employees, students, partners and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.

Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, internet use are the property of SSC. These systems are to be used for business and academic purposes in serving the interests of the company and of our students in the course of normal operations.

Effective security is a team effort involving the participation and support of every SSC employee, student and affiliate who deals with information and/or information systems. It is the responsibility of every computer user to know these guidelines, and to conduct their activities accordingly.

Purpose

The purpose of this policy is to outline the acceptable use of computer and other technological equipment at SSC. These rules are in place to protect the employees, students and SSC. Inappropriate use exposes SSC to risks including virus attacks, compromise of network systems and services, and confidentiality and other legal issues.

Scope

This policy applies to employees, students, contractors, consultants, temporaries, and other workers at SSC, including all personnel affiliated with third parties. This policy applies to all equipment that is owned or leased by SSC.

POLICY

General Use and Ownership

1. Users should be aware that the data they create on SSC’s Technology remains the property of SSC. Because of the need to protect SSC’s network, management cannot guarantee the confidentiality of information stored on any network device belonging to SSC.

2. Employees and students are responsible for exercising good judgment regarding the reasonableness of any use of SSC Technology.

3. By using SSC Technology, you hereby acknowledge that for business, employment, security, and network maintenance reasons, authorized individuals within SSC may monitor SSC Technology at any time.

4. SSC reserves the right to audit SSC Technology to ensure compliance with this policy.

5. SSC reserves the right to block or re-direct inappropriate web sites at its sole discretion.

6. Use of any SSC Technology is restricted to employees and students who are actively working or enrolled at SSC. Priority is given to those employees and students who are scheduled for a specific time period to train on the computer systems. Any employee or student, who is not scheduled to use a computer, may not enter the computer lab without having booked a set time period in advance of when they need access. Exceptions are made at the discretion of the computer instructor or director.

7. Employees and students that bring in their own personal equipment including but not limited to computers, smart phones and notebooks are responsible for their own equipment. Such equipment must comply with acceptable use guidelines including use and anti-virus protection. At no time does SSC assume any responsibility for either lost or stolen equipment or damage to equipment or data files stored on such equipment.

8. Wireless network access is provided “as is” with no express warranties of service availability nor security. Employees and students assume all responsibility for the use of such service.

Security and Proprietary Information

1. The user interface for information contained on Internet/Intranet/Extranet-related systems should be classified as either confidential or not confidential. Examples of confidential information include but are not limited to: company privacy, corporate strategies, competitor sensitivity, trade secrets, curriculum, specifications, customer lists, student lists, and research data. Employees should take all necessary steps to prevent unauthorized access to this information.

2. Keep passwords secure and do not share accounts except those accounts specifically indented for shared access such as student logon accounts. Authorized users are responsible for the security of their passwords and accounts.

3. Postings by employees from a SSC email address to newsgroups should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of SSC, unless posting is in the course of business duties.

4. All computers used by employees and students that are connected to the SSC Internet/Intranet/Extranet, shall be continually executing approved virus-scanning software.

5. All storage media used on SSC Technology will be subject to random virus and malware scanning and usage logging. Any storage media device which is suspected of being infected with a computer virus or other form of malicious software may have files deleted, damaged, or the device or item may be immediately destroyed. If this is the case, then SSC shall not be held responsible for restoring, repairing or replacing affected files or such devices. SSC shall not be held responsible for any personal device or storage media device infected by any computer viruses or malicious computer programs, including but not limited to loss of data or programming, regardless of means of digital infection, computer use is at own risk.

6. Employees and students must use extreme caution when opening e-mail attachments received from unknown senders which may contain viruses, e-mail bombs, Trojan horse or other forms of malicious code.

Unacceptable Use

The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities (e.g., systems administration staff may have a need to disable the network access of a computer or other device if that device is disrupting production services).

Under no circumstances is an employee or student of SSC authorized to engage in any activity that is illegal under local, provincial, federal or international law while utilizing SSC Technology.

The lists below are by no means exhaustive, but attempt to provide a framework for activities which fall into the category of unacceptable use.

System and Network Activities

The following activities are strictly prohibited, with no exceptions:

1. Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of “pirated” or other software products that are not appropriately licensed for use by SSC employees and students.

2. Visiting any objectionable Internet site, including, but not limited to, pornography or advocacy of illegal actions of any form, sites which negatively depict race, sex or creed, violence or any site which violates the rights of another human being.

3. Unauthorized copying or downloading of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books, internet or other copyrighted sources, copyrighted music, videos and movies nor the installation of any copyrighted software for which SSC or the end user does not have an active license is strictly prohibited.

4. Employees and students are not authorized to download and/or install any software on any SSC Technology including but not limited to freeware, shareware, games, helpers and tool bars or point to point sharing programs such as Bit Torrent.

5. Tampering with any data files, program files, or software defaults on any computer system.

6. Exporting software, technical information, encryption software or Technology, in violation of international or regional export control laws, is illegal. The appropriate management should be consulted prior to export of any material that is in question.

7. Introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, e-mail bombs or any other malicious code).

8. Revealing your account password to others or allowing use of your account by others except shared staff and student accounts. This includes family and other household members when work is being done at home.

9. Using SSC Technology to actively engage in procuring or transmitting material that is in violation of any laws or regulations in the user’s local jurisdiction.

10. Making fraudulent offers of products, items, or services originating from any SSC account.

11. Making statements about warranty, expressly or implied, unless it is a part of normal job duties.

12. Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee or student is not an intended recipient or logging into a server or account that the employee is not expressly authorized to access, unless these duties are within the scope of regular duties. For purposes of this section, “disruption” includes, but is not limited to, port scanning or security scanning, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious or non-malicious purposes.

13. Executing any form of network monitoring which will intercept data not intended for the employee or student, unless this activity is a part of the employee’s normal job duty.

14. Circumventing user authentication or security of any computer, server, network or logon account.

15. Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user’s terminal session, via any means, locally or via the Internet/Intranet/ Extranet.

16. Providing information about, or lists of, SSC employees or students to parties outside SSC.

17. Personal use of SSC Technology shall not interfere with ones work or studies and is restricted to non-working hours and breaks.

Email and Communications Activities

1. Sending unsolicited email messages, including the sending of “junk mail” or other advertising material to individuals who did not specifically request such material (email spam).

2. Any form of harassment via email, telephone or paging, whether through language, frequency, or size of messages.

3. Unauthorized use, or forging, of email header information.

4. Solicitation of email for any other email address, other than that of the poster’s account, with the intent to harass or to collect replies.

5. Creating or forwarding “chain letters”, “Ponzi” or other “pyramid” schemes of any type.

6. Use of unsolicited email originating from within SSC networks of other Internet/ Intranet/Extranet service providers on behalf of, or to advertise, any service hosted by SSC or connected via SSC network.

7. Posting the same or similar non-business-related messages to large numbers of Usenet newsgroups.

Social Networking

1. Any use of social networking, including but not limited to MySpace, Facebook, Friendster, LinkedIn, LiveJournal, Twitter and Bebo, shall not interfere with work and school commitments.

2. Employees and students are legally liable for anything they write or present online. Users of SSC’s Technology are responsible for any unauthorized charges, fees, costs, damages or resulting injuries from their use of SSC Technology.

3. Employees and students may be disciplined by SSC for commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libelous, or that can create a hostile work environment, or might otherwise result in legal action.

4. Most individuals view their personal email and social networking pages as private. However, employees and students should be aware that any of the information or communications posted on their email or social networking sites can potentially be accessed by current or potential employers, co-workers, agencies, other students or employees, clients, employer’s competitors, government and law enforcement agencies and others outside your trusted network.

5. Depending on the privacy settings set by the individual user, personal information and communications posted on a social networking site can be read by unintended people. Above confidentiality and privacy rules apply to social networking.

Enforcement

Any employee or student found to have violated this policy may be subject to disciplinary action, up to and including termination of employment or studies.

Definitions

“Blogging” means writing or publishing a blog, being a personal online journal that is frequently updated and intended for general public consumption.

“Sprott Shaw College Technology” means any electronic device, service or system designed or used to assist in extending human potential (including but not limited to computers, mobile communication devices, cameras, social networking sites, email and voice services, school networks, etc.) owned, leased and/or operated by SSC.

“Spam” means unauthorized and/or unsolicited electronic mass mailings.

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