UNIVERSITY HELP DESK

Computer & Technology Use Policy for Johnson & Wales University

This policy covers the proper usage of university technology which includes telephone and fax equipment as well as computers, peripheral devices, and networks. The university provides and maintains this technology to support the mission of the institution and this policy applies to all Johnson & Wales University technology owned or maintained by the university and to all users of or users connected to this technology, whether on campus or off campus.

Definitions

The university technology - The university’s telecommunications systems (including telephone, cell phone, fax, and radio equipment, lines, transmitters, and receivers) and data communications and processing systems (including wired and wireless networks, e-mail, public folders, Internet access, University web sites, security devices, jwuLink, computers, workstations, laptops, PDAs, printers, servers) and other computer hardware and equipment, computer labs, software, data files, and internal and external computer and communications networks that can be accessed directly from the university’s computer network.

Users - All members of the university community, including students, faculty, staff, independent contractors, consultants, temporary workers, and others who use or connect to university technology.

IT - The university’s Information Technology Department.

Ownership and Access
University technology is the property of the university and is made available to several user groups: students in support of their academic and student life objectives and requirements; faculty in support of their teaching and administrative activities; staff in support of their assigned responsibilities; and other authorized users in support of authorized use of university technology.

Anyone using university technology does so at his or her own risk. Johnson & Wales University, including its employees and agents, is not responsible for any equipment damage or data corruption or loss that may be suffered by users of university technology.

As a condition of using university technology, all users of university technology agree to comply with this policy as well as with all other applicable laws, rules, policies, and regulations. Access to university technology is a privilege which the University can suspend or revoke at any time.

No Expectation of Privacy
While the university does not routinely monitor communications sent or received by users or their use of the internet, the university does reserve the right, in accordance with applicable laws, to monitor the activities of users. The university may monitor the activities and communications of employees, independent contractors, consultants, volunteers, and temporary workers using university technology at any time and for any reason. The university may monitor the activities of students when needed to investigate a possible violation of law or the university’s Student Code of Conduct or to help insure the proper operation of university technology. All users agree to such monitoring through their use of university technology. If monitoring shows possible evidence of improper or illegal activity, such evidence may be turned over to university authorities and/or law enforcement officials. The university is not obliged to inform a user that it has reviewed the user’s communications or technology use.

Prohibited Activities
Users shall not use university technology, directly or indirectly, to do or attempt any of the following:

Use and Operation of JWU Technology
Passwords and PIN Numbers Users must safeguard their passwords, account numbers, and PINs, and must not print, display, save locally, store online, or give out their passwords or PINs. Users are responsible for all transactions made using their passwords and PINs. No user may use university technology with another user’s password or account. Users should choose appropriate and “strong” password(s) and guard their security. “Strong” passwords consist of an 8-character minimum with at least one number and one special character. “Strong” passwords do not contain words that can be found in the dictionary or parts of the user’s own name. Users should change their passwords frequently and must change them when required by IT.

Data Security Users are responsible for the security and integrity of applications, information, and data stored on their workstations, laptops, or other technology used by them. Users should control and secure physical and network access to data and to university technology and should monitor access to their accounts and data. If a user suspects that his or her computer has been compromised or that there has been unauthorized activity, the user must report it immediately to the IT Help Desk. The university is not responsible for lost/corrupt data or work. Users must properly log out of computer sessions or lock their computers when they leave the area. It is the responsibility of users to make backup copies of their work and University employees must make such back-ups on IT-approved servers (e.g. shared [:H] or personal [:G] drives).

Anti-virus and Operating System Patches All computers that are a part of or connect to university technology must have an active subscription to anti-virus software which has been properly installed. In addition, these computers must be configured for automatic operating system patches and must have the latest operating system patches applied, as well as any other applications required by IT. Current requirements are available on this website or by contacting the Help Desk.

Personal and Recreational Use Use of university technology for educational purposes and university business has priority over other (i.e. personal or recreational) uses. Students may use their personally-owned computers, devices, and residence hall telephones for personal purposes. Employees should not use university technology for personal purposes except in emergencies or when extenuating circumstances may occasionally warrant such use. When personal use is unavoidable, such use must not interfere materially with the performance of the employee’s job and employees must properly log any user charges and reimburse the university for them. Whenever possible, personal communications that incur user charges should be placed on a collect basis or charged directly to the employee's personal credit card or account. Employees must insure that no personal communication appears to be an official communication of the university. Online internet games are banned from all academic and administrative areas, including the computer labs, classrooms, libraries, and office locations.

IT Authority Computer settings such as network configuration or applications required or provided by IT may not be changed without express authorization from IT. Routers, DHCP servers, and wireless access points are not allowed unless provided by the university. Only people authorized by IT may repair or adjust university hardware, software, or other university technology. Users should not attempt repairs on their own. All problems with university technology must be referred to the IT Help Desk.

Help Desk Contact 401-598-HELP (401-598-4357) or toll free 1-866-598-4357 or helpdesk@jwu.edu

Mass Email Policy

No student or employee may send or distribute a mass email without the prior university approval. To seek approval to send a mass email, please contact the following:

Providence Campus: Lisa Pelosi or Miriam Weinstein

North Miami Campus: Tonya Evans or Jordan Fickess

Denver Campus: Peter Hemschoot or Holli Keyser

Charlotte Campus: Melinda Law, Tarun Malik or Mark Norman

Universitywide: Lisa Pelosi or Miriam Weinstein

Mass emails are reserved for time-sensitive, critical items related to university academic or administrative policy, procedures, and activities.  Mass emails may not be used for personal purposes. In addition, the university generally does not approve the use of mass email for commercial purposes.

Individuals, groups or departments wishing to promote events or announcements must use existing campus communication tools. For further information, please contact the individuals designated above.

Key Guidelines for All JWU Email Users:

  1. Every member of the JWU community must be familiar with the Computer & Technology Use Policy for JWU Technology.
  2. Email is a formal method of communication.
    • All JWU employees must activate the "spelling and grammar check" on their JWU email, and ensure their communications adhere to JWU editorial standards.
    • Easy-to-read and professional font choices within the body of the email are encouraged (Times New Roman, Arial, Verdana and Calibri)
  3. All JWU employees are required to include a formal signature on university emails.
    • Email signatures must include name, professional title, department name, university name, phone and fax numbers and email and Web addresses. (www.jwu.edu or a campus/college specific URL).
    • JWU employees may add certain items (e.g., academic credentials, mobile numbers, specific building address or class years if they are JWU alumni). A short statement regarding confidentiality or request to consider the environment before printing the email is also permissible.
    • JWU employees may not include quotations, graphics, emoticons, email stationary or more personal items.
  4. Embedded logos and pictures or attachments of significant size (3MB or larger) severely impede the server. When used they must be limited to academic or administrative matters.
  5. JWU employees must work with the designated campus contacts on mass email requests. Assigned campus contacts will determine the urgency of the message and upon approval, mass emails may only be sent to valid JWU email addresses and formal distribution and target groups.
  6. To protect the JWU community, the university's electronic mailing lists will not be distributed to third parties for commercial purposes. This includes emails promoting the products, services, events or information regarding a person or entity other than the university or its approved contractors and affiliates.

Policy issues or concerns should be directed to General Counsel or his/her designee.

© 2013 Johnson & Wales University. All rights reserved.

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