Employee information technology resources

Purpose

The purpose of this policy is to establish University policies, guidelines, and procedures that apply to all employees authorized to use Lynn University’s Information Technology Resources.

Policy

Below please find Information Technology Resources policies that apply to all employee users of Lynn University’s Information Technology Resources. Employees authorized to use a University Information Technology Resource assumes personal responsibility for the appropriate use of the resource and agrees to comply with the Information Technology Resources policies, guidelines and procedures set forth below. In addition to these policies, the University has developed policies that apply to all authorized users of the University’s Information Technology Resources. Should you have questions about any University Information Technology Resources policies, please do not hesitate to contact the Lynn University Information Technology Department.

I. Employee Acceptable Use of University Information Technology Resources

The University’s Information Technology Resources are the property of Lynn University. Every Lynn University employee is responsible for using the University’s Information Technology Resources properly and in accordance with this Policy, as well as the University’s other Information Technology policies, including but not limited to the Acceptable Use Policy. Any questions about this Policy should be addressed to Employee Services.

The University’s Information Technology Resources have been provided by Lynn University for use in conducting University business (with the exception of the limited circumstances described below). All communications and information transmitted by, received from, or stored in these systems are University records and property of Lynn University. While the University’s Information Technology Resources are to be used for University purposes only, an incidental, limited use for personal purposes is allowed so long as it does not directly or indirectly relate to solicitation. Use of the University’s Information Technology Resources for solicitation or proselytizing for commercial ventures, religious or political causes, outside organizations, or other non-job-related solicitations or proselytizing is prohibited.

II. No Expectation of Privacy

Employees have no right of personal privacy in any matter stored in, created, deleted, received, or sent over University’s Information Technology Resources. The University has the right, but not the duty to monitor any and all aspects of its Information Technology Resources for any reason and without the permission of any employee. Employee use of the University’s Information Technology Resources constitutes consent to all the terms and conditions of this Policy.

III. Professional Use of Computing & Information Technology Resources

Lynn University’s policies against discrimination and harassment, sexual or otherwise, apply fully to the University’s computing and information resources, and any violation of those policies is grounds for discipline up to and including termination. Violation of those policies is grounds for discipline up to and including termination and criminal prosecution. Therefore, no electronic communication should be created, sent, or received if they contain intimidating, hostile, or offensive material concerning race, color, religion, sex, sexual orientation, sexual identity, gender, gender expression, or gender identity, age, national origin, ancestry, citizenship, disability, gender related status, pregnancy, genetic disposition, veteran or military status, marital status, familial status or any other legally protected characteristic in accordance with federal and Florida State law. Similarly, material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful, inappropriate, offensive (including offensive material concerning race, color, religion, sex, sexual orientation, sexual identity, gender, gender expression, or gender identity, age, national origin, ancestry, citizenship, disability, gender related status, pregnancy, genetic disposition, veteran or military status, marital status, familial status or any other legally protected characteristic in accordance with federal and Florida State law) may not be downloaded from the Internet or displayed or stored in the University’s computers. Employees encountering or receiving this kind of material should immediately report the incident to their supervisor.

Other examples of inappropriate use of the University’s computing and information resources include but are not limited to:

  1. Displaying or transmitting graphic sexual images, messages, and cartoons;
  2. Transmitting racial and ethnic slurs, off-color jokes, and other disrespectful language;
  3. Transmitting to public bulletin boards, chat rooms, and other public forums, and to individuals or other entities, information about Lynn University and its employees and students without prior approval;
  4. Broadcasting or transmitting inappropriate personal views on business or non-business matters, or representing personal views as those of Lynn University;
  5. Using Lynn University’s communications systems for personal gain;
  6. Gambling or conducting illegal activities;
  7. Interfering with the normal operation or performance of the communications systems of Lynn University
  8. Unauthorized use of passwords;
  9. Unauthorized access to systems or data;
  10. Creating or forwarding “chain letters”, “Ponzi” or other “pyramid” schemes of any type;
  11. Use of unsolicited email originating from within Lynn University’s networks of other Internet/Intranet/Extranet service providers on behalf of, or to advertise, any service hosted by Lynn University or connected via Lynn University’s network;
  12. Posting the same or similar non-business-related messages to large numbers of Usenet newsgroups (newsgroup spam);
  13. The installation of any non-essential software programs on University owned equipment;
  14. Using a Lynn University computing asset to transmit, obtain possession, or request the transmission of:
    1. Pornography of any kind or form;
    2. Material that promotes crime or violence, or incites or instructs in matters of crime or violence;
    3. Material that is discriminatory or harassing in nature; or
    4. Material that describes or depicts material, in a manner that is likely to be offensive to others.
  15. Making fraudulent offers of products, items, or services originating from any Lynn University account;
  16. Making statements about warranty, expressly or implied, unless it is a part of normal job duties.

A. Remote Access

All authorized users connecting to the Lynn University network via remote access, utilizing any of the approved methods must comply and follow all Information Technology policies.

Remote access to the University network must be used and given the same consideration as the user’s onsite.

Configuration of a home user’s computer for the purpose of split-tunneling (allowing access to another network at the same time) is not permitted.

B. Approval of Software Use

Any software program deemed essential to business process but not currently on the Approved Software List shall be reviewed for approval by the Change Management Committee and installed by the IT Department once approved. The downloading of any non-approved software is strictly prohibited.

IV. Telephone Use

The University provides access to telephones to all employees. The University telephone system is available to conduct University business. Abuse of the University telephone system, including but not limited to charging personal long-distance calls to the University, conducting business related to outside employment or business ownership, making or receiving excessive personal calls, and disclosing confidential information over the phone may result in disciplinary action, including termination.

As a general rule, employees are discouraged from making or receiving personal telephone calls through the University’s telephone system. The University recognizes that under certain circumstances, an employee will need to make or receive a telephone call of a personal nature from a business phone. Those calls must be held to a minimum in both time and number. When an employee lives outside the immediate area and a personal call results in a charge being assessed to the department, established procedures should be followed to reimburse the University for the cost of the call(s).

V. Multifunctioning Printer Use

This policy applies to all University authorized users utilizing any of the multifunction printers, network printers and non-network printers provided by the University.

All non-network, network and multifunction printers must be installed and configured by the IT Department. The use of local or personal printers is prohibited. Exceptions will need approval from both the Director of requesting department and the Director of Network Services in the Information Technology Department before purchasing and installation of any such equipment.

VI. Limitations on Internet Use

Lynn University’s internal network is connected to the Internet. Each authorized user with computer access to the University’s internal network has the ability to access the Internet, including use of electronic mail and the World Wide Web. While the Internet is a great resource for the University, it is the responsibility of each employee to use this resource responsibly and respectfully. It is assumed that the predominant use of these resources will be for official work use, and that any personal use of electronic mail or the World Wide Web will be limited. If an employee is found spending excessive time on personal use of these resources, this privilege may be revoked for that employee and disciplinary action, up to and including termination, may be taken. Use is defined as “excessive” if it interferes with normal job functions, responsiveness, or the ability to perform daily job activities.

Management approval is required before anyone can post any information on commercial on-line systems or the Internet on behalf of Lynn University. Any approved material that is posted should contain all proper copyright and trademark notices. Absent prior approval from Lynn University to act as an official representative of Lynn University, employees posting any information about Lynn University, Lynn University employees, or students must include a disclaimer in that information stating, “Views expressed by the author do not necessarily represent those of Lynn University.”

VII. Maintaining and Securing the Systems

Authorized users should routinely delete outdated or otherwise unnecessary e-mails, voice mails, and computer files. These deletions will help keep the system running smoothly and effectively, as well as minimize maintenance costs.

Employees are expected to comply with the policies, procedures, and guidelines established by Lynn University regarding the protection of data held on their computers, mobile devices, or other applicable Information Technology Resources, as well as the types and contents of information that may be originated, stored, or sent on their systems. See the Acceptable Use, Computing Security Responsibilities, Encryption, Mobile Devices, Network Connectivity, Password Maintenance, and Wireless Network use policies for additional information. See also the Confidential Information Policy.

VIII. Violations of Computing and Information Resources Policies

Any employee who discovers misuse of any of the University’s Information Technology Resources should immediately contact their supervisor or the Director of Employee Services.

Violations of Lynn University’s Information Technology Resources policies, including those set forth in this Policy, may result in disciplinary action up to and including termination.

Lynn University reserves the right to modify this policy at any time, with or without notice.

Employees are required to sign the University’s Employee Information Technology Resources Policy Acknowledgment Form as a condition of employment. The form is to be signed on acceptance of an employment offer by Lynn University.

Definitions

Authorized User(s)-are all employees authorized to use an Information Technology Resource.

Information Technology Resources - are assigned computer accounts, email services, and the shared University network(s), which includes resources, staff and facilities operated by the University, whether owned, leased, used under license or by agreement, including, but not limited to: telephones (including Electronic Devices) and telephone equipment, voice mail, SMS, desktop laptop computers, mobile devices, hardware, software, networks, computing laboratories, databases, files, information, software licenses, computing-related contracts, network bandwidth, usernames, passwords, documentation, disks, CD-ROMs, DVDs, magnetic tapes, and other electronic media or storage devices. Email, chat, facsimiles, mail, any connection to the University's network(s) or use of any part of the University’s network(s) to access other networks, connections to the Internet that are intended to fulfill information processing and communications functions, communication services, hardware, including printers, scanners, facsimile machines, any off-campus computers and associated equipment provided for the purpose of University work or associated activities.

Mobile Device - any handheld or portable computing device including running an operating system optimized or designed for mobile computing. Any device running a full desktop version operating system is not included in this definition.

Procedures/Guidelines

See Policy statements above.

To learn more about this policy or the supporting procedures, please contact Information Systems.

Policy updated on: Oct. 24, 2018