ITS Policies Please Read Carefully
Guiding Principles of ITS
ITS's planning and initiatives are derived from the ITS Mission and Vision Statements and the College's overall Strategic Plan. The ITS Mission is to work in partnership with the faculty to make Grinnell College a leader among liberal arts colleges in the application of information technology to teaching, research, and scholarship. The ITS Mission is also to work in partnership with other administrative offices to implement efficient and cost-effective administrative processes and information systems (From Trustee Presentation, 9/30/05).
ITS seeks to advance the College's Strategic Plan, especially Strategies 1-3 from the Plan (May, 2005), to:
- a) "Increase the emphasis on inquiry-based learning and broaden our liberal arts curriculum,"
- b) "Foster student, faculty, and staff sense of ambition, adventure, and well-being,"
- c) "Advance Grinnell College as a more diverse, robust intellectual community."
Vision Statement Information Technology Services
- Faculty, staff and students have computing systems that are easy to use, powerful, flexible, and reliable and which can connect to campus and internet based systems and resources with high bandwidth capabilities. Campus-wide systems offer the services desired by the wide variety of users at Grinnell and these services are reliable, secure and have high availability.
In order to reach our mission ITS must ensure that:
- a) Grinnell College is well-connected externally and internally,
- b) that Grinnellians have access to the best software tools running on powerful systems,
- c) Grinnellians receive the training and support needed to make them successful, and that
- d) Grinnell's systems are as secure as possible.
To these ends, Grinnell will continue or initiate new operational initiatives in these four areas: Campus IT Connections, Software and Hardware Systems, Support and Training, and Security.
Academic Computer Usage
Table of Contents
I. Purpose of this Document
II. Access to Academic Computing
III. General Use Policies
IV. Allocation and Maintenance of Computing Resources
V.Policy Enforcement and Modifications
I. Purpose of this Document
This document describes the general policies covering the use of academic computing facilities which are under the direction of Grinnell College Information Technology Services (ITS). "Academic computing'' means any use of college-owned computing machinery (central processors, printers, microcomputers, and other types of peripheral equipment), software (programs and documentation) related to teaching, learning and research activities, and related facilities. Every user of academic computing resources is expected to understand and follow these policies.
II. Access to Academic Computing
A. Computer Accounts
Users gain access to computer systems by being assigned an account on the college's Windows NT network. Possession of an NT account may allow the owner to use storage space on disks, and services of peripheral devices such as printers.
B. Access to Computing
ITS provides access to computing appropriate for the needs of particular users. Access may include Internet connection, access to local area networks and file servers, or use of microcomputers. Computer access is made available only to authorized individuals and organizations, according to the following guidelines:
1. Students: Each Grinnell College student is assigned an NT account during the first semester of his/her enrollment at Grinnell College. Each student is required to sign a document that indicates that he or she has read the ITS Academic Computer Use Policies document (this document), and agrees to abide by those policies. This account may be used while the student is currently enrolled for classes at the college. Suspended and dismissed students do not have access to the Grinnell College computer systems.
Students on academic leave within the Off-Campus Study programs are considered current students. However , unless a student requests that his or her account remain active, that account will be disabled for security purposes while he or she is away.
Information Technology Services requests that all users going on leave sign off all inter-campus mailing list distribution services. If a user fails to sign off all automatic distribution lists, Information Technology Services may log into the account and take this action. In some cases Information Technology Services may need to examine mail headers to determine the list maintainer's address.
Students on personal or medical leave are not considered current students. The primary factor used to determine whether to merely disable or to delete a student computer account is the date of the last login to his/her computer account. The account is deleted unless the student logged in after the most recent semester backup, in which case the account is disabled until after the semester backup following the login date. Semester backup tapes are stored for a period of two years.
Students re-enrolling after a personal or medical leave may request that their files be restored provided they are re-enrolling within the two year period mentioned above. Contact ITS for details.
Each faculty member is assigned an account for his/her use in teaching and research activities.
Each Grinnell College staff member who has computing needs which support the overall goals of Grinnell College may apply at Information Technology Services for an NT account.
4. College organizations
Student organizations which are officially part of the Grinnell College community, as determined by the Office of Student Affairs, may apply at Information Technology Services to use the computing facilities. The application must include a written description of the computing needs of the organization. The application must be approved and signed by the organization's Faculty/Staff Sponsor. One specific group member must be designated as the computer account manager, and that person is responsible for all computing activities of the organization account. The application must be approved by the Director of Information Technology Services or an assigned representative.
5. Special students
High-school students and others who are taking classes at Grinnell College as special students are granted an NT account and may use existing facilities. They are subject to all the same policies as regular students. A special student account will be in effect until the owner is no longer classified as a student.
C. Approval of Account Applications
The Director of Information Technology Services approves or denies all requests for accounts on the College's computer systems.
D. Cost of Computing
Users of the Grinnell College computing facilities are not, in general, charged for use of those facilities. ITS provides reasonable supplies of expendable resources (e.g., printer paper) for publicly accessible peripherals such as printers. However, the college reserves the right to levy charges for some supplies (e.g., forms, labels, diskettes), some types of services (e.g., off-campus electronic mail), for inappropriately used resources (e.g., paper), and for computer use by college organizations and individuals or organizations that are not part of the college community.
III. General Use Policies
A. Account Access1. No person may use, or attempt to use, any computer accounts other than his/her own assigned account. The negligence or naivete of another user in revealing an account name and password does not confer authorization to use the account.
2. An account owner may not lend his/her account(s) to another user.
3. A user should only access, or attempt to access, files in his/her own accounts, files which have been made accessible to him/her by the files' owner, or files which have been made publicly accessible by the files' owner.
In general, Information Technology Services discourages, but does not prohibit except where legally required to do so, the running of programs out of other users' accounts. Since such programs may operate in unpredictable or destructive ways, and since they may become unavailable without notice or recourse, they represent a significant risk that is borne entirely by the user. Information Technology Services does not assume any liability for damages done by programs devised by College users. Publicly accessible, user-written "macros," templates, and graphics may also be shared at the user's personal risk. In addition, the user of such programs and files is responsible for any consequent damage to the computing systems at the College or the files or accounts of other students or faculty.
4. All students offering programs and applications hosted on a personal or group account must review and follow applicable principles of the IEEE-CS/ACM's "Software Engineering Code of Ethics and Professional Practice" http://www.computer.org/tab/seprof/code.htm. Students offering applications hosted on a personal or group account using a username and password login system have special responsibilities as "software engineers" and should take note of the following sections of the ACM Code of Ethics: 1.01 - 1.07, 3.03, 3.10, 3.12, 3.13, 3.14, 4.01, 5.12, 7.05.
5. Students developing applications on College systems requiring individual login for membership and offering membership to the broader Grinnell College community have more stringent rules to follow. In the case of virtual communities* based at Grinnell College, Grinnell software authors must ensure compliance with College policies regarding accepted student community standards in addition to standards of academic computer use. For example, one of the "Core Values of Grinnell College" as stated in the Grinnell College catalog is that the College encourages "personal, egalitarian, and respectful interactions among all members of the community." Accordingly, Grinnell software authors must publish clear, complete, and publicly available guidelines detailing acceptable behavior & membership policies for the virtual community. Due process must be ensured before any sanctions of members are carried out. The software authors must make provision for appropriate Grinnell College staff to ha ve full access to the virtual community. Communities or individuals in violation of the Academic Computer Use Policies or standards of student community at Grinnell College are subject to immediate disconnection from the campus network pending completion of review procedures by Information Technology Services or Student Affairs, as appropriate Accordingly, a system of logging of the community entries on a nightly basis must be in place in order to establish an evidential base for proper hearings of complaints brought by students, faculty or staff to appropriate College committees or boards. The content of any student or student group virtual community must not be viewable by non-members of that community, either directly or via internet search engines. The members of student-created virtual communities must be current students, faculty, staff. or Trustees, and members of these groups cannot be excluded from a virtual community on an a priori basis.
6. Each account owner or manager is responsible for all computing activities involving that account, and will be held liable for any misuse of that account.
7. Any exception to the access policies stated above must be approved by the Director of Information Technology Services.
B. Proper Use of Computing Resources
1. Grinnell College's computing resources may not be used for any activity which is contradictory to the educational goals of the College as defined in the Grinnell College Catalog.
2. Grinnell College's computing resources may not be used for any activity which violates the College's policies on academic honesty as defined in the Grinnell College Catalog.
3. Grinnell College's computing resources may not be used for any activities which violate state or federal laws. Computing resources may not be used to intimidate, threaten or harass individuals, or violate the college's policies concerning relationships between college constituencies. Such activities include, but are not limited to, using computing resources to store, print, or send obscene, slanderous, or threatening messages. Using electronic messaging to contact strangers (e.g., "Who are you?" messages) is considered a form of harassment. Please review the Grinnell College Student Handbook (Part IV - Students' Rights and Responsibilities) for definitions of harassment and "hate crimes."
4. Grinnell College's computing resources may not be used for profit-making or commercial purposes, unless special arrangements have been made with the college. In addition, soliciting donations using services such as the WWW servers is prohibited.
5. Use of Grinnell College's computing resources for the purposes of partisan political lobbying via mass electronic mailings and/or mass printing is prohibited. Authors should not use the name of the College in any way that implies endorsement of the author's personal ideas and opinions.
6. No person may store or use programs on college-owned systems which violate or hamper another person's use of computing resources. Examples of such programs are ones which attempt to obtain another user's password, acquire another user's files, circumvent system security measures, crash the computer system, harass users, etc. The devising and/or spreading of computer viruses is expressly forbidden.
7. The use of computer games is strictly prohibited on college-owned microcomputers, except as assignments for courses in which the student is registered. Users of MathLAN should consult the Mathematics Department regarding the games policy on MathLAN systems.
Every user is expected to use the computing facilities in a manner which does not infringe upon use of those facilities by other people and which does not waste "soft" resources (e.g., computer time) or "hard'' resources (e.g., paper, disk space, documentation materials). The printing of multiple copies of a document is forbidden.
Anyone wishing to send a mass, unsolicited e-mail to others on campus need prior approval by the appropriate department(s).
Specifically, someone who wishes to send an e-mail to all students on campus should make a request to the Office of Student Services (x3700).
Someone wanting to send an e-mail to all staff on campus should make a request to the Office of Human Resources via email at HR[at]grinnell[dot]edu. If the request is urgent, please call (x4818).
Someone wanting to send an e-mail to all faculty on campus should make a request to the Office of the Dean of the College (x3100)
If the e-mail is to go to all users at Grinnell (faculty, staff, and students), please make a request to the Office of the Dean of College Services (x4300)
9. Users may not send anonymous mail, mail with altered headers giving erroneous information ( e.g., an erroneous "sender" name), or anonymous files from anywhere on campus.
10. All users accessing inter-campus networks using College owned computers must know and respect the rules and policies of that network.
11. General college-wide policies, as detailed in the Grinnell College Student Handbook, apply to the College's computer laboratories. Thus, smoking, eating and drinking, and making excessive noise is prohibited in these facilities.
12. Users of the computing labs should refer to relevant statements of procedure posted on bulletin boards in each of these labs.
13. Advice to Authors of WWW Pages Grinnell College supports the free expression and exchange of ideas and opinions and hopes that users of its computer systems will actively explore the possibilities of electronic publication on the World Wide Web. The College encourages students, faculty, and staff to develop and publish WWW pages through its servers (www.grinnell.edu, www.lib.grin.edu, web.grinnell.edu, and www.math.grin.edu).
Exercising one's right to free speech in an academic community, however, also entails some responsibilities that authors should be aware of:
It is improper and inappropriate to use the College's World Wide Web servers purposely to annoy, abuse, libel, threaten, or harass anyone, individually or collectively, or to violate state or federal laws.
It is improper to make Grinnell College directory information (regarding faculty, students and staff) viewable by off-campus computer users.
The author of a text or the creator of a graphic is protected by copyright law unless she specifically releases her work into the public domain. Other authors should not copy such texts or graphics onto their own WWW pages without the original author's permission.
In particular, authors should secure the permission of Grinnell College before using the College logo or reproducing parts of any College publication, and should not use the name of the College in any way that implies endorsement of the author's personal ideas and opinions.
According to the Student Handbook, a Grinnell College student who wishes to start a business or to organize a fund-raising campaign must have prior approval and should apply to the Dean of Student Affairs.
According to the College's Academic Computer Use Policies, no one may use the World Wide Web servers for any activity that violates the College's policies on academic honesty.
The College's computing resources are finite. If one user's WWW pages are so frequently accessed or involve the transmission of such large amounts of data that other uses of the equipment are impeded, the system administrators may remove the pages. (Normally, the user will first be given the opportunity to find a different Internet service provider better equipped to distribute those pages.)
14. Computer users should not open up microcomputers, printers, or other peripheral devices. Problems with equipment should be reported to Information Technology Services via HOTLINE or telephone. Users should not put transparencies or special paper into laser printers since this frequently causes the printer to jam. Users should not attach peripheral devices to microcomputers.
C. Use of Licensed Software and Copyrighted Electronic Materials
1. No user is allowed to store or use personal, private, or departmental copies of licensed software (any software not provided by ITS other than software explicitly identified as freeware or public domain) on any Grinnell College computer system or network unless the user provides ITS with copies of the license agreement for the software and proof of ownership or purchase. It will be that person's responsibility to assure that installation of personal or private copies complies with the provisions of the license agreement. In general, ITS will not permit the installation of personal or private copies of software on laboratory computers. The author of a text or the creator of a graphic is protected by copyright law unless she or he specifically releases that work into the public domain. Users should always obtain written permission from the original authors before copying electronic materials that are not in the public domain.
2. Stolen or bootleg copies of software are not allowed on any Grinnell College computing system.
3. All shareware programs must be registered in accordance with their license and use provisions.
4. No user may copy, or attempt to copy, any proprietary or licensed software provided or installed by ITS. This includes software that is provided for use on microcomputers. The College subscribes to the 1993 EDUCOM/ITAA guidelines on microcomputer software. A copy of those guidelines, "Using Software: A Guide to the Ethical and Legal Use of Software for Members of the Academic Community," is attached to this document.
IV. Allocation and Maintenance of Computing Resources
A. QuotasEach account is assigned storage space (a "quota'') on one or more disk storage devices. Adequate storage is given to each user when their account is created.
Users may apply for additional quota by filling out request forms located at the Information Technology Services office. Before granting a request for additional storage from a student user, the Director of Information Technology Services or his/her representative may meet with the user and review the appropriateness of the request and the current use of disk storage. The user may be required to show that currently stored programs and files lie within the guidelines laid out in this document. Additional space is granted (if it is available), when it can be established that current storage is properly used and that the request is related to the educational missions of the college.
Information Technology Services may take up to 10 working days to respond to an application for additional storage.
In addition, storage for email messages is granted on the mail server.
B. Account Maintenance
Each account owner or manager is responsible for maintaining the account and files stored in the account. This maintenance includes removing old and unused files, reading the start up news to be aware of changes in computing procedures, and changing the account password regularly to prevent other users from gaining access to the account.
C. Account and File Security
ITS makes strong efforts to maintain the security of account names, numbers, passwords, directories, and files. However, no computer system is completely secure, and it is possible that some user could gain access to another user's accounts through actions or accidents beyond reasonable control. Each user must take full advantage of password and file protection security mechanisms provided by the computer systems.
D. File Backups
ITS performs regular backup procedures to maintain relatively current copies of all users' files stored on network file servers. In addition, ITS copies onto backup media all files in all users' accounts in January and June. Senior accounts are removed in June after backup. Seniors wishing to retain their accounts should notify ITS in writing prior to the deletion. Semester back-up tapes are saved for a period of two years.
E. Notification of Changes in the Computing Environment
ITS will announce all non-transparent changes in operating procedures, hardware and software at least one week before the change is to take place. Such announcements will be made using the online startup NEWS program, using messages which appear automatically when the user signs on to the central computers, or with notices in the Campus MEMO, or by other appropriate means.
V. Policy Enforcement and Modifications
A. Interpretation of PoliciesThe ITS staff is responsible for interpreting the general computing philosophy and policies of the College, and for implementing operational procedures to support the philosophy and policies.
B. Examination of Computer Accounts
ITS reserves the right to examine any information stored in any account on any college computer system. The Vice-President for Academic Affairs or Director of Information Technology Services may authorize examination by a ITS staff member of any files, programs, passwords, accounting information, printouts, tapes, or other computing media used on college computer systems. A user whose computing information has been examined will be notified of the reason for the examination and of any actions taken by ITS as a consequence of that examination.
C. Violations of Computing Policies
1. The college may take disciplinary and/or legal action against any individual who violates any computing policies.
2. ITS may temporarily or permanently suspend an individual's use of all or part of the college computing facilities in response to computing violations on one type of system. Specifically, a student who has misused a communication facility (such as campus electronic mail, Internet, or PHONE) for the first time will have all computer communication facilities suspended for one month while school is in session. A second violation will result in suspension of communication facilities for one semester. Additional violations will result in the suspension of all computing privileges. In addition to computer sanctions, a student may have charges filed against him/her with the appropriate judicial body on campus. ITS will investigate complaints it receives from computer users at other institutions when those complaints pertain to messages that are sent by on-campus users. If ITS finds that threatening, obscene, or harassing messages have been sent by a Grinnell College student to someone off-campus, the complaint will be referred to the Computer Telephone Hearing Board.
A student who has committed an offense such as breaking into another person's account, destroying another person's files, etc., will have all computing privileges suspended and Information Technology Services will initiate campus judicial action. The account will remain suspended pending the results of this action.
Other violations may also result in the suspension of computing privileges and/or the initiation of judicial action. When a student's account will be suspended for a period longer than one week, ITS reserves the right to sign that user off all inter-campus mail distribution systems. See Section II, B 1.
3. ITS will report any violation of computing policies which bear on academic dishonesty or plagiarism to the Academic Honesty Sub-Committee of the Committee on Academic Standing (CAS). The CAS will pursue such reports by their usual procedures. This process will be independent of computer sanctions.
4. A student suspected of violating Computer Use Policies will be notified via campus mail or telephone. The student must respond to the notification within 5 working days by contacting the Systems Coordinator (or designated alternate) at Information Technology Services in order to set up an appointment. If the student fails to respond to notification, his/her case will be forwarded to the Computer/Telephone Hearing Board for disciplinary action.
5. It should be understood that the above policies do not preclude prosecution in cases of criminal misconduct under the laws and regulations of the City of Grinnell, the State of Iowa and the United States of America.
D. Modifications of Computing Policies
Students who have suggestions about Information Technology Services policies or procedures should contact the Student Academic Computing Committee (SACC). The SACC will discuss the matter with the Director of Information Technology Services.
If an individual disagrees with a college computing policy or with an implementation of that policy, the individual should first discuss the matter with the Director of Information Technology Services. If the concern is not resolved, the individual may notify the Chair of the Instructional Support Committee. The Chair may then convene an ad hoc committee to gather information, review the concern, and advise the Vice-President for Academic Affairs of its findings. The Vice-President will make the final decision on the matter.
* Note: "Virtual communities", a term coined by Howard Rheingoldhttp://www.rheingold.com/vc/book/, are comprised by a group of people sharing common interests, ideas, and feelings over the Internet or other collaborative networks (seehttp://whatis.techtarget.com/definition/0,,sid9_gci213295,00.html ). Students offering applications of this type bear special responsibilities since the software product they offer is more than executable code, rather, the software features of membership, interpersonal communication, and a long time horizon sometimes engender strong feelings of community. Community is characterized by shared values, goals, concerns, routines, procedures, practices, rituals, symbols, artifacts, history and institutions as well as mutual commitment and responsibility to community and to community members, not necessarily based on personal relationships.)
Advice to Webpage Authors
Grinnell College supports the free expression and exchange of ideas and opinions and hopes that users of its computer systems will actively explore the possibilities of electronic publication on the World Wide Web. The College encourages students, faculty, and staff to develop and publish WWW pages through its servers (www.grinnell.edu, and www.math.grinnell.edu).
Exercising one's right to free speech in an academic community, however, also entails some responsibilities that authors should be aware of:
- It is improper and inappropriate to use the College's World Wide Web servers purposely to annoy, abuse, libel, threaten, or harass anyone, individually or collectively, or to violate state or federal laws.
- The author of a text or the creator of a graphic is protected by copyright law unless she specifically releases her work into the public domain. Other authors should not copy such texts or graphics onto their own WWW pages without the original author's permission.
- In particular, authors should secure the permission of Grinnell College before using the College logo or reproducing parts of any College publication, and should not use the name of the College in any way that implies endorsement of the author's personal ideas and opinions.
- According to the Student Handbook, a Grinnell College student who wishes to start a business or to organize a fund-raising campaign must have prior approval and should apply to the Dean of Student Affairs.
- According to the College's Academic Computer Use Policies, no one may use the World Wide Web servers for any activity that violates the College's policies on academic honesty.
- The College's computing resources are finite. If one user's WWW pages are so frequently accessed or involve the transmission of such large amounts of data that other uses of the equipment are impeded, the system administrators may remove the pages. (Normally, the user will first be given the opportunity to find a different Internet service provider better equipped to distribute those pages.)
- On each page, authors should provide either a ``mailto:'' link (in an HTML document) or an e-mail address, so that a reader can easily identify the author and send comments and criticism.
- Authors should ensure that their pages do not go out of date and should include the date of last revision on pages containing time-sensitive information.
Content Copyright © 1997 Grinnell College
All rights reserved
Grinnell College, P.O. Box 805, Grinnell, Iowa 50112-0810
Send comments to its-policy-hotline[at]lyris.grinnell[dot]edu
Revised July 12, 1999
Digital Millennium Copyright Act of 1998
Designated Agent to Receive Complaints of Copyright Infringement & Procedures of Grinnell College
On October 12, 1998 the Congress passed the Digital Millennium Copyright Act of 1998 (DMCA); complex legislation that makes changes in copyright law to take account of digital, networked, information. Grinnell College subscribes to the DMCA. In accordance with this act, Grinnell College must follow a prescribed set of steps to allow for appropriate resolution of alleged copyright infringement. These steps are presented below.
The College must select a Designated Agent to receive complaints of copyright infringement on Grinnell College's website, and make contact information for the agent available on the website. Accordingly, Grinnell College's agent is:
Information Technology Services
1119 6th Avenue
Grinnell, IA 50112
The Digital Millennium Copyright Act of 1998: U.S. Copyright Office Summary, stipulates requirements for any complainant, for the services provider (Grinnell College), and for any user (called "subscriber" below) of Grinnell College's network in the event of a copyright dispute. According to the DMCA, a copyright owner must submit a proper written notification to a network "service provider" (such as Grinnell College) alleging misuse of material. This notification must include:
- the name, address, and electronic address or physical signature of the complainant
- sufficient information to identify the copyrighted work
- sufficient information to allow the College to identify the web-based or electronic documents alleged to infringe copyright
- a statement by the copyright owner that it has a good faith belief that there is no legal basis for the use of the materials complained of
- a statement that the information contained in the notification is accurate, and, under penalty of perjury, that the complainant is authorized to act on behalf of the copyright owner.
The DMCA further requires that: Upon receipt of a proper, written notification of alleged copyright violation, the College's designated agent will promptly remove or block access to the material identified in the notification. At Grinnell, the designated agent will attempt to contact the account or computer owner where the material is stored, forward the complaint to the owner, review the basic provisions of the DMCA with the owner, when possible, and ask that the owner remove or block the material. If the owner does not promptly comply with this request the agent will take action to block or remove the material. If, after removal or blocking of the material the account owner sends a written "counter-notification" to the designated agent that includes a statement, under penalty of perjury, that the material removed or disabled was done so through mistake or misidentification, then, unless the complainant files an action seeking a court order against the account or computer owner, the College will unblock access to the material or put the material back online within 10-14 business days after receiving the counter-notification. Whenever a counter-notification is received by the designated agent, he or she will promptly forward that counter-notice to the complainant.
As stated above, these are the steps that the College will take when it receives proper notification of an alleged copyright violation. If you have any questions about the requirements of the DMCA or Grinnell College's interpretation of that act, please send email to Donald Tom (TomD[at]grinnell[dot]edu).
August 26, 2013
Disclaimer of Responsibility
Grinnell College supports the free expression and exchange of ideas and opinions and hopes that users of its computer systems will actively explore the possibilities of electronic publication on the World Wide Web. The College encourages students, faculty, and staff to create and publish WWW pages through its servers, believing that such creative work develops analytical and imaginative thinking, critical independence, and respect for intellectual and social diversity.
Since members of the College are free to express their views, even ones with which the College as a whole officially disagrees or on which it takes no official position, the College takes no responsibility for the contents of the pages published by individual users. The College does not regularly monitor or censor users' pages.
However, the College intends that its computing facilities be used towards the achievement of the educational goals mentioned above, and specifically disclaims any intention to annoy, abuse, libel, threaten, or harass anyone, individually or collectively, or to violate applicable state or federal laws. The College advises authors of WWW pages distributed through College servers of the legal and moral responsibilities that accompany the exercise of the right to free speech and expects members of the College comunity to recognize and accept these responsibilities.
Content Copyright © 1997 Grinnell College
All rights reserved
Grinnell College, P.O. Box 805, Grinnell, Iowa 50112-0810
Send comments to its-policy-hotline[at]lyris.grinnell[dot]edu
Created February 6, 1996
Revised July 12, 1999
Information Technology Services
Graduating Senior Account Extension Policy
Issue Date:November 1, 2004
Approval Date:November 1, 2004
Approved by:Bill Francis
Purpose: This policy defines the rules for granting account extension to graduating seniors, including ninth semester education students.
Scope: This policy is concerned with graduating seniors and ninth semester education program participants only. For purposes of this policy, a May graduate is considered to be a student who completes all work related to the program of study in May of the calendar year, typically the second semester of the fourth year of study. A December graduate is a student who completes all work related to the program of study during the first academic semester, or December of the calendar year, and who will not register for additional course work during the spring term. For purposes of this policy, participation in the commencement exercise does not determine the term of graduation.
For purposes of account access, ninth semester education program participants are considered to be current students while enrolled in the ninth semester curriculum.
Policy: All graduating seniors, except those enrolling in the ninth semester education program, will be granted an automatic six month extension of their active directory account upon completion of their program of study and graduation. Graduating seniors who enroll in the ninth semester education program will receive an automatic six month account extension upon completing the ninth semester of study. Graduating seniors and ninth semester enrollees who do not wish to have their account extended, that is, who do not wish to retain access to the services available through ITS upon completion of their program of study, can request immediate account termination using the ITS form "Policy ACCOUNT-001 Decline Senior Account Extension Form (pdf),"available on the ITS web site.
Automatic account extension will provide account access as follows:
Account will automatically be extended through November 30 of the calendar year. Account will be deactivated on December 1 of the calendar year following graduation, or at the earliest convenient work day after December 1. The account will be removed from the system after the next post-December 1 backup.
Account will automatically be extended through June 30 of the calendar year following graduation. Account will be deactivated on July 1 of the calendar year, or at the earliest convenient work day after June 30. The account will be removed from the system after the next post-June 30 backup.
Ninth-semester education program
First semester program participants will receive extensions as do December graduates. Second semester participants will receive extensions as do May graduates.
There will be no extensions of a graduated senior's account or ninth-semester program participant's account beyond the six-month automatic extension.
Individuals retaining account access through this policy are subject to the provisions of all applicableGrinnell College policies, including the Academic Computer Use Policy, state and Federal laws. ITS reserves the right to terminate any and all accounts for cause.
Policy Administration: The ITS Telecommunications and Internal Support Team (TIS) will be responsible for developing the procedures necessary to manage the account extensions.
Policy Enforcement: The director of ITS is responsible for interpreting and enforcing this policy.
Academic Computing Lab Reservation Policy
Policy for non-ITS use of selected microcomputer labs during the academic year (as recommended by the Academic Computing Committee, 4/17/95, and with modifications by ACC, 2/13/97)
This policy governs computing areas of the PC Instructional Lab (ARH 124), Science General Computing Lab (Science 2231) and the Younker Memorial Computing Area (YMCA). All lab use must conform to the Grinnell College Information Technology Services Academic Computer Use Policies.
User Consultants will not be provided for reserved labs. Instructors may choose to hire assistants from their own budgets. The User Consultants responsibility regarding the lab is to clear the lab of regular users before the reserved time.
Due to high student use during "crunch" times, Instructional Labs may not be reserved during final examination week. The weeks immediately preceding mid-semester break and preceding final examination week the labs will only be available for course related instruction and only from the hours of 8 am to 4:15 pm.
Individuals wishing to reserve computing facilities must post notification of the reservation at the reserved lab at least 24 hours in advance of the date and time of which the lab is reserved. A schedule will be posted at the beginning of each semester listing the times of classes that meet regularly in the computing facilities.
Lab reservations fall into two categories, Course Related Instruction and Public Instruction:
- Microcomputer labs may be reserved for course-related instruction for the hours that fall between the building's regularly scheduled lab opening time and 4:15pm, Monday through Friday.
- Reservations for course-related instruction may be made by faculty and staff of the College.
- Reservations for the ARH Instructional Computing Lab for course-related instruction will be made by contacting the Office of the Registrar.
- The course instructor or assistant must be present in the lab during reserved times. Reservations for the YMCA Macintosh Computing Area for course-related instruction will be made by contacting ITS.
- Labs may be reserved for public instruction between 4:15pm and regularly scheduled building close time, Monday through Friday, and during regular lab hours on Saturday and Sundays.
- No lab shall be reserved for more than two hours on any single day, or more than three days in any week, or for more than thirty hours in any given semester.
- Reservations for public instruction may be made by Grinnell College faculty, staff and recognized campus organizations.
- Reservations will be made on a first come, first served basis.
- The instructor or an assistant must be present in the lab till the end of use.
- Reservations for the purpose of public instruction will be made by contacting ITS.
Mass, Unsolicited Email Approval
Grinnell Policy For Approval of Mass, Unsolicited E-mail
On occasion, mass emails are distributed to faculty, staff and students to convey timely or urgent campus information. Mass emails should only be sent when it is not possible or practical to send communication via regular communication methods, such as the Campus Memo or Laurel Leaf. Mailings of this type are strictly reserved for college related business and are a rare occurrence.
1) Individuals or groups wishing to have information distributed electronically, should first contact the area in which they want the email sent and describe the nature of their request. If the constituency is:
a) Students on campus, then the individual should make a request to the Office of Student Affairs (ext. 3700)
b) Staff on campus, then the individual should make a request to the Office of Human Resources (ext. 4818)
c) Faculty on campus, then the individual should make a request to the Office of the Dean of the College (ext. 3100)
d) Campus emergencies are handled through the security office (ext. 4600)
2) After speaking with a representative from the associated office, the individual or group should send a formatted email directly to:
a) students[at]lyris.grinnell[dot]edu for distribution to students
b) staff[at]lyris.grinnell[dot]edu for distribution to staff
c) faculty[at]lyris.grinnell[dot]edu for distribution to faculty
3) The moderator of the list will then approve or reject the message, following departmental guidelines. If approved, the message will be distributed to its respective list. Moderators do not format or correct email messages. The sender is responsible for the content and format of the email message. Please be aware that listserv technologies do not always recognize special formatting (i.e., Bold, color, etc.) and images, and therefore, these formatting options may appear distorted, or not at all in the distributed message.
The following college departments will be responsible for maintaining the official college mailing lists and have the discretion to approve or reject any messages:
Office of the Dean of the College -- faculty mailing list
Office of Human Resources --staff mailing list
Office of Student Affairs -- student mailing list
Policies for Virtual Communities at Grinnell College
Policies for Virtual Communities at Grinnell College
Policies for Virtual Communities at Grinnell College (Please send questions, comments, suggestions totomd[at]grinnell[dot]edu) (Based upon Grinnell Online Community Advisory Committee/GOCAC Recommendations)
Prepared by Director, Information Technology Services February 1, 2004
The following policy statements are a supplement to the Academic Computer Use Policies (ACUP) and other pertinent computer policy statements. They provide policy guidance for the development and operation of virtual communities, online services, and account-based programs at Grinnell College. This policy statement is based largely upon the recommendations of the Grinnell Online Community Advisory Committee (GOCAC) as presented in their October 15, 2003 report. (Note: In several places, the policy recommendations make reference to documents that would provide sample policies or guidelines for administrators. The samples have not been drafted.)
1. Members of the College community may find it useful to create or install programs that act as communal services for a group of users. For example, a faculty member might create a chat board for a class or a student might create a book sharing service. Such services are an appropriate use of College computing resources.
2. Each such service must have at least one designated administrator. Typically, this administrator will be the author or installer of the service. The administrator must be a member of the faculty, staff, student body or board of trustees.
3. The administrators of any such service are subject to general Grinnell College guidelines and policies, including Academic Computer Use Policies (ACUP) and, where appropriate, the student handbook, staff handbook, or the faculty handbook. For example, someone may not create a service whose primary intent is to harass or to threaten harm to another member of the College community or a service whose primary intent is to gather confidential information. Similarly, a registered student organization that creates an online service must make that service available to all members of that organization. Online communities developed on computers not owned by Grinnell College are subject to all regulations of this policy while attached to the Grinnell College network.
4. Users of any such service are also subject to Grinnell College policies and guidelines. For example, the user of a service may not use it to harass or to threaten harm to other members of the College community.
5. At times, abuses of these services may occur. When someone reports an abuse to the administrator of a service, it is the responsibility of the administrator to make a record of that abuse and take appropriate action.
6. The administrators of such services must be prepared to take administrative action (e.g., deleting a posting or disabling an account) in response to violations of College policy or applicable laws when requested to do so by the Director of ITS or the Dean for Student Life. The College Administrator requesting the deletion will provide an explanation of the violation, any supporting evidence that can be shared, and the actions to be taken via email to the community administator and the affected community member. If an account or posting is deleted in such a manner, the community administrator(s), author(s) of the posting, or user(s) of the deleted account(s) may obtain a meeting with the initiating College Administrator. After such a meeting the community administator(s), author of a deleted posting(s), or user(s) of the deleted account(s) may, at their initiative, appeal the decision of the College administrators. Students may appeal to the Vice-President for Student Services, faculty may appeal to the ISC or the Vice-President for Academic Affairs, and staff may meet with the Director of Human Resources for a review. Notwithstanding any of the above, the College may take any steps necessary to comply with the law.
7. It is the responsibility of the community administrators of any such service to inform the users that they are subject to College guidelines. Typically, this announcement will be presented to users each time they use the service. Sample statements of the applicability of college guidelines are available separately.
8. Some users of services that require an account assume a certain level of security of the data stored and presented within the service. It is the responsibility of the administrators of such services to inform their users of the general state of security of the service (e.g., if passwords are unencrypted). Sample security policies are available separately.
9. Some users of services that require an account assume a certain level of privacy of the data stored and presented within the service. It is the responsibility of the administrators of such services to inform their users of the general state of privacy of data on the service, including whether the service is publicly searchable, indexable or linkable (e.g., that accounts are used primarily for identification, and that all information entered in the system is available to anyone on the World Wide Web). Sample privacy policies are available separately.
10. Many services will provide a forum in which members can communicate with one another. Since different communities may have different expectations as to appropriate behavior, administrators are encouraged, but not required, to post appropriate use guidelines. Sample guidelines are available separately.
11. Except where indicated by other College policies, administrators of services may treat them as private communities and limit membership. For example, a service associated with a regular or EXCO class may limit membership to the participants in that class. Just as a student may choose to include only a few friends in a small party, so may the administrator of a service choose to limit membership in that service. Creators and administrators of online communities must take responsibility for the administration and maintanence of membership and privileges.
12. It may be beneficial for a service to include users other than Grinnell College faculty, staff, students, and trustees. For example, a service might include alumni, parents, prospective students, or others. Such users are subject to the Academic Computer Use Policies and to the Grinnell External Computer User Policies. It is the responsibility of the administrator to make it clear to such users that they are subject to these policies. (see section below)
13. Members of the College community may be asked or choose to build or install these kinds of services for a class, independent study project, or for general exploration. Such services are not subject to regulations 7-9, above during their development time. In the event that a community is under development for more than one semester or the four months of summer break and is not following regulations 7-9 above, the Director of ITS will contact the developer and discuss reasonable limits on exemptions from regulations 7-9. During the development period the software author should present on the opening screen a brief statement naming the software author(s), informing the user that the software is under development, and that the ACUP applies during use of the software. At the conclusion of development, if the system remains in general use, then it becomes subject to policies 7-9 above.
14. Because the users of such services often rely on them for their regular work, ITS will provide the administrators of a service with both opportunity and reasonable time to correct any problems. In the event a service is terminated for policy infractions, the administrator or users of the service may obtain a meeting with the Director of ITS. After such a meeting the community administator may appeal. Students may appeal to the Vice-President for Student Services, faculty may appeal to the ISC or the Vice-President for Academic Affairs, and staff may meet with the Director of Human Resources for a review.
15. The administrators of an online community that provides service to alumni or outside users must gather the following information from each external user: (a) name; (b) email address; (c) mailing address; (d) telephone number. Administrators are required to verify only the email address for outside users. Administrators are required to verify the alumni status of alumni users with the Office of Alumni Relations and Development.
Required Functions and Features of Ongoing Virtual Communities:
All virtual communities at Grinnell College are be required to include the following features:
1. The virtual community must identify its administrator(s) and must provide contact information for the community administrator(s).
2. The virtual community must include a statement of purpose. In the minimum, the statement of purpose must include a description of why the community exists, which individuals or group will be the focus of membership for the community, and a disclaimer stating that the community is not a campus service.
a) Each virtual community must have a statement of terms and conditions for involvement in the community. The terms and conditions should address the following concerns
b) Security of content
c) Privacy of content
d) A statement that community members are subject to ACUP
e) Problem/complaint resolution process and due process
f) Procedures for backup, archiving and data retention
g) Acceptable behavior in the community
h) A statement that community members are expected to comply with inclusion, harassment and other college policies
i) A statement about copyright, including the statement that authors should secure the permission of Grinnell College before using the College logo or reproducing parts of any College publication,
j) A statement that authors should not use the name of the College in any way that implies endorsement of the author's personal ideas and opinions.
Desirable Functions and Features of Virtual Communities: In addition to the above requirements, there are a number of features and functions that are desirable in certain situations. These features are largely dependent upon the purpose and format of the virtual community. However, where appropriate, they should be considered for implementation in virtual communities. " The ability to see a list of members of the community " The ability to search the community for specific members " An option to allow/disallow other members of the community to comment on an entry " The ability to link to the entries of other members of the community from within an entry " The ability to find where references to your username or postings have been made " The ability to organize content by topics " The ability to see a listing of topics " No anonymous postings (unless appropriate to the purpose of the community) " Help " A means of contacting "expert members" " The facility to customize the interface " The facility to receive posting via email (push, not pull) " Regular backups of the community site " Digital signatures " Review of the IEEE/CS/ACM "Software Engineering Code of Ethics and Professional Practice" by the administrators of the community " Ability to archive (e.g., copy to a text file) one's own postings " Ability to take an official "snapshot" of others' postings
Access to Virtual Communities: In addition to current faculty, students and staff, the following two groups of individuals may request accounts for purpose of participation in virtual communities offered on campus.
Alumni of Grinnell College are permitted access to Grinnell College computer systems for purposes of participating in virtual communities offered on campus provided that such access is allowable under the terms of relevant licensing agreements between Grinnell College and its software vendors. Alumni wishing to receive an account must be registered with the Office of Alumni Relations and Development. Alumni users are responsible for providing name, email address, mailing address and telephone number to the administrators of the virtual community. Alumni requesting accounts must agree to the provisions of the alumni/outside users account agreement, which identifies the terms and conditions under which the account may be used.
Outside user accounts
An outside user is an invited guest who is not faculty, staff, students, trustees or alumni of the College in virtual communities. These individuals will typically be invited to participate in the virtual community and sponsored by the community administrator. Outside users are permitted access to Grinnell College computer systems for purposes of participating in virtual communities offered on campus provided that such access is allowable under the terms of relevant licensing agreements between Grinnell College and its software vendors. Outside users are responsible for providing name, email address, mailing address and telephone number to the administrators of the virtual community. An outside user for whom an account is requested must agree to the provisions of the alumni/outside users account agreement, which identifies the terms and conditions under which the account may be used. Outside user accounts will have an expiration date, which can be modified by the community administrator. After consultation with the community administrator, the Director of ITS can determine a fixed expiration date for outside user accounts.
Grinnell College External Computer User Policies: The usual ACUP policy provisions, especially those dealing with various forms of misconduct, are not easily enforced on alumni and outside users. Alumni and outside users must agree to the following terms and conditions before they will be provided an account providing access to a virtual community.
1. The external computer user must abide by the appropriate sections of the Grinnell College Academic Computer Use Policies.
2. When participating in an online community, the external computer user must abide by the guidelines of that online community.
3. Access to online communities at Grinnell is given to external computer users primarily so that it benefits current students, faculty, or staff. The College provides no guarantees of continued access.
4. The external computer user who has an account terminated may appeal through the Director of Information Technology Services.