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Use of Technology and Communication Systems Operating Procedure 510.01
Johnson County Community College
Series: 500 Information Services
Section: College Technology and Communication Systems

Cross-Reference: Use of Technology and Communication Systems Policy 510.00

Applicability: This Operating Procedure applies to the Johnson County Community College (“JCCC” or the “College”) campus community, including all students, personnel, and visitors or other individuals using JCCC Technology and Communication Systems or JCCC Information (“Users”), regardless of whether the access or use is from a JCCC device or occurs on campus.

Purpose: This Operating Procedure addresses the appropriate access and use of College Technology and Communication Systems, as defined in Use of Technology and Communication Systems Policy 510.00.

Procedures: 

I. Property of JCCC

A. Technology and Communication Systems and JCCC Information

College Technology, Communication Systems and JCCC Information are owned and controlled by JCCC, subject to any ownership, access or control rights Users or third parties may have in the underlying information (i.e. JCCC stumail accounts are monitored and accessible by JCCC only in accordance with third party provider terms and conditions). JCCC reserves the right, in its sole discretion, to determine whether a User is entitled to establish, access, or maintain a particular JCCC Technology or Communication System, such as an e-mail account. Users should not access or transmit JCCC Information by personal email or other messaging tools to ensure that it can be appropriately protected and secured by JCCC.

B. Equipment, Hardware and Software

All JCCC Technology, including any equipment, hardware or software provided by JCCC, shall remain the property of JCCC and must be returned upon demand. Users must report lost or stolen JCCC Technology as soon as discovered to the Information Technology Security Office at infosec@jccc.edu. Users shall use reasonable care with all JCCC Technology and may be held financially responsible for JCCC Technology that is damaged or not returned. Users must not attempt unauthorized modification or repair to any JCCC Technology. User should contact the JCCC Technical Support Center at techsupport@jccc.edu if repair of JCCC Technology is needed.

Personal technology (i.e. equipment, hardware, and other devices) should not be attached to JCCC Communications Systems, including the network, except when used for JCCC business purposes. Users should be aware that attaching personal technology to JCCC Communications Systems may allow the personal technology or information to be viewable by JCCC. Information Services (“IS”), in its sole discretion, can require a User to disconnect personal technology from JCCC Communications Systems at any time.

Software installed on a JCCC computer or other device must either be licensed to JCCC or to the User (with the license readily available to be produced for inspection during a software audit), except for software in the public domain. All other software is licensed to JCCC and is not to be copied for personal use. Unless otherwise indicated in the applicable license, Users may not copy or modify third-party software, or use licensed software on more than one machine at a time.

II. Appropriate Use of Technology and Communication Systems

A. Technology and Communication Systems are provided to Users for the purpose of supporting JCCC educational activities and operations.  Personnel are limited to minimal and incidental personal use of the Technology and Communication Systems, and such use is at the sole risk of the personnel and must not interfere with job responsibilities.

B. JCCC reserves the right to set priorities on the use of Technology and Communication Systems, such as bandwidth. Any personal electronic information accessed, created, input, stored, copied, sent, received or downloaded from the Technology or Communication Systems is not confidential, will be accessible by JCCC, and Users shall have no expectation of privacy in such information. 

C. Using Technology and Communication Systems for any illegal activity is strictly prohibited. 

D. Users must comply with all applicable College policies and operating procedures when using JCCC Technology and Communication Systems, including but not limited to the following:

E. Users may not reverse engineer, decompile, disassemble, or dispose of third-party software licensed to JCCC, without first obtaining written approval from IS regarding legal and contractual limitations. Users may not disclose or distribute any JCCC software or JCCC licensed software to anyone outside JCCC. Unauthorized copying or distribution of software (including associated media, such as user manuals or software data) can be both a violation of applicable license agreements and a violation of federal law. Individual Users, as well as JCCC, can be held liable for violations and can be required to pay substantial damages, depending on the circumstances.

F. Computer accounts and passwords to JCCC Technology and Communication Systems may not be shared. Users may not attempt to gain access to another’s JCCC account.

G. Users should be aware that some Technology and Communication Systems are controlled by third parties (e.g., a third-party cloud storage service). Therefore, Users should exercise appropriate caution in using those Systems as they may be modified, restricted or shut down without prior notice and content may be lost or damaged.

III. Privacy with Respect to Technology and Communication Systems

A. Users should be aware that Technology, Communication Systems and JCCC Information, as those terms are defined in the Use of Technology and Communication Systems Policy 510.00, are the property of JCCC (subject to any ownership, access and control rights of Users and third parties), and therefore are monitored and secured by JCCC in accordance with IS standard operating procedures. Further, information that is outside the scope of JCCC Information but accessible on JCCC Technology and Communication Systems will also be monitored by JCCC in accordance with IS standard operating procedures.  As set forth above, Users shall have no expectation of privacy in the Technology and Communication Systems, with respect to both JCCC Information and non-JCCC Information.

B. Backup systems, which are part of the JCCC Technology and Communication Systems, may save information and communications that can later be forensically retrieved and read by JCCC or others, even after they have been deleted. In accordance with IS standard operating procedures, JCCC may be required (e.g. for business reasons or by law) to utilize backup systems and other methods to search and view Technology and Communication Systems and any information passing through them. This use may result in incidental access and viewing of personal information that Users have accessed, stored or transmitted over the Technology and Communication Systems, and therefore Users should exercise appropriate caution when accessing, storing and transmitting personal information on the Technology and Communication Systems.

C. Users must not attempt to gain access to another User’s data or programs without appropriate authorization. Users should take reasonable steps to ensure sensitive information and files (such as personnel information or student data) are protected and should not disclose their passwords to anyone.

D. Use of Technology and Communication Systems to transmit or store data must comply with privacy laws and guidelines such as the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley (GLB) Act. Disclosure of sensitive or protected personal information for any other purpose is strictly prohibited. 

IV. Violation of Policy

Users who violate College policies and operating procedures concerning JCCC Technology, Communication Systems and JCCC Information may have User’s accounts or privileges revoked, and such misuse may result in disciplinary and legal action. All Users, including personnel, students, and College Trustees, are required to report any suspected violation of the Use of Technology and Communication Systems Policy 510.00 and this Operating Procedure to IS.

Signature on File in Policy Office
President


Date of Adoption: 03/13/2014 (created on this date, portions retained/updated from original policy)
Revised: 05/13/2021