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Computer And Software Use Policy

  •   Purpose

    Lincoln Memorial University (LMU) relies on its computer network to conduct its business.  To ensure that its computer resources are used properly by its employees, independent contractors, agents, and other computer uses, LMU has created a Computer Use Policy (the “Policy”).

    The rules and obligations described in the Policy apply to all users (the “Users”) of LMU’s computer network, wherever they may be located.  Violations will be taken very seriously and may result in disciplinary action, including possible termination, and civil and criminal liability.

    It is every employee’s duty to use LMU’s computer resources responsibly, professionally, ethically, and lawfully.

  •   Definitions

    From time to time in this Policy, we refer to terms that require definitions:

    The term Computer Resources refers to LMU’s entire computer network.  Specifically, Computer Resources includes, but are not limited to: host computers, file servers, application servers, communication servers, mail servers, fax servers, Web servers, workstations, stand-alone computers, laptops, software, data files, and all internal and external computer and communications networks (for example, Internet, commercial online services, value-added networks, e-mail systems) that may be accessed directly or indirectly from our computer network.

    The term Users refers to all employees, independent contractors, consultants, temporary workers, and other persons or entities that use our Computer Resources.

  •   Policy

    The computer system belongs to the University and may only be used for approved purposes. Users are permitted access to the computer system to assist them in the performance of their jobs. Occasional, limited appropriate personal use of the computer system is permitted when the use does not (1) interfere with the User’s work performance; (2) interfere with any other User’s work performance; (3) have undue impact on the operation of the computer system; or (4) violate any other provision of this policy or any other policy, guideline, or standard of LMU. At all times Users have the responsibility to use computer resources in a professional, ethical and lawful manner. Personal use of the computer system is a privilege that may be revoked at any time.

  •   Practices

    In using or accessing our Computer Resources, Users must comply with the following provisions:

    No expectation of privacy

    The computers and computer accounts given to Users are to assist them in performance of their jobs.  Users should not have an expectation of privacy in anything they create, store, send, or receive on the computer system. 

    Waiver of privacy rights

    Users expressly waive any right of privacy in anything they create, store, send, or receive on the computer or through the Internet or any other computer network.  Users consent to allowing personnel of the University to access and review all materials users create, store, send, or receive on the computer or through the Internet or any other computer network.  Users understand that LMU may use human or automated means to monitor use of its Computer Resources.

    Prohibited Activities

    Inappropriate or unlawful material.  Material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate may not be sent by e-mail or other form of electronic communication (such as bulletin board systems, news groups, chat groups) or displayed on or stored in LMU’s computers.  Users encountering or receiving this kind of material should immediately report the incident to their supervisor.

    Prohibited uses

    Without prior written permission from the office’s designated information technology person, LMU’s Computer Resources may not be used for dissemination or storage of commercial or personal advertisements, solicitations, promotions, destructive programs (that is, viruses or self-replicating code), political material, or any other unauthorized use.

    Waste of computer resources.

    Users may not deliberately perform acts that waste Computer Resources or unfairly monopolize resources to the exclusion of others.  These acts include, but are not limited to, Internet radio, streaming audio, streaming video services such as (but not limited to) Netflix and Hulu, sending mass mailings or chain letters, spending excessive amounts of time on the Internet, playing games, shopping, engaging in online chat groups, printing multiple copies of documents, or otherwise creating unnecessary network traffic.

    Secure storage of student data

    All personally identifiable student data (including, but not limited to: student name, contact information, major, academic standing, Colleague ID, Social Security Number) must be stored within IS approved data warehouses.  Current approved data warehouses include: Colleague, ImageNow, Blackboard, LiveText, BLINE Medical, Active Directory, Recruiter, TWEN, Web Admit, LSAC and iSupport.

    Misuse of software

    Software may only be used in compliance with the terms of the applicable license agreements.  Without prior written authorization from the offices’ designated information technology person, users may not do any of the following: (1) copy software for use on their home computers; (2) provide copies of software to any independent contractors or clients of LMU or to any third person; (3) install software on any of LMU’s workstations or servers; (4) download any software from the Internet or other online service to any of LMU’s workstations or servers; (5) modify, revise, transform, recast, or adapt any software; or (6) reverse-engineer, disassemble, or decompile any software.  Users who become aware of any misuse of software or violation of copyright law should immediately report the incident to their supervisors.

    Communication of confidential information.

    Sending, transmitting, or otherwise disseminating proprietary data or other confidential information of the University, or held for others by the University is strictly prohibited.  Unauthorized dissemination of this information may result in substantial civil liability as well as severe criminal penalties under the Economic Espionage Act of 1996.

    Usage of University Instant Messaging Service. 

    Lincoln Memorial University utilizes a program called Skype for Business to allow employees to send short text messages to each other through their LMU issued computers.  Department managers have the right to prohibit access to certain members of their departments as needed.  If you are notified that a communication with a particular employee is prohibited, please refrain from utilizing Skype to communicate with that person.  Failure to follow this policy can result in loss of access to Skype for Business and other disciplinary actions, up to and including loss of employment.

    Hardware brought from home. Users should not bring any technology items (such as computers, printers, scanners, etc) from home for use in their offices. The IS department must approve any such item in writing.

    Reallocation of resources. Users should not move any technology asset (computers, monitors, printers, phones, etc) without the approval and assistance of the IS department.  IS must approve any such move and an IS representative must be present while the technology is being moved.


    Responsibility for passwords.  Users are responsible for safeguarding their passwords for access to the computer system.  Individual passwords should not be printed or stored on any system.  Users are responsible for all transactions made using their passwords, and must not provide that password to any other user.  No user may access the computer system with another User’s password or account.  

    Passwords do not imply privacy. Use of passwords to gain access to the computer system or to encode particular files or messages does not imply that users have an expectation of privacy in the material they create or receive on the computer system.  LMU has global passwords that permit access to all material stored on its computer system-regardless of whether that material has been encoded with a particular User’s password.


    Accessing other user’s files.  Users may not alter a copy of a file belonging to another user without first obtaining permission from the owner of the file.  Ability to read, alter, or copy a file belonging to another User does not imply permission to read, alter, or copy that file.  Users may not use the computer system to “snoop” or pry into the affairs of other users by unnecessarily reviewing their files and e-mail.

    Accessing other computers and networks.  A User’s ability to connect to other computer systems through the network or by a modem does not imply a right to connect to those systems or to make use of those systems unless specifically authorized by the operators of those systems.

    S.I.S Usage. Before access into the production environment on the University's Student Information System (SIS) is granted, the following conditions must be met: 

    - the new employee must have spent a minimum of 10 business days training in the SIS test environment under the mentorship of another member of their department.

    - the department supervisor must be confident in the new employee's competency in the usage of the SIS

    Upon completion of these conditions, the department supervisor will certify their completion in writing to the Information Services department.  After receipt of this certification, IS will grant access to the SIS production environment to the new employee.

    Computer security.  Each user is responsible for ensuring that use of outside computers and networks, such as the Internet, does not compromise the security of LMU’s Computer Resources.  This duty includes taking reasonable precautions to prevent intruders from accessing the University’s network without authorization and to prevent introduction and spread of viruses.


    Virus detection.  Viruses can cause substantial damage to computer systems.  Each user is responsible for taking reasonable precautions to ensure he or she does not introduce viruses into LMU’s network.  To that end, all material received on floppy disk or other magnetic or optical medium and all material downloaded from the Internet, received via e-mail attachment or from computers or networks that do not belong to LMU MUST be scanned for viruses and other destructive programs before being placed onto the computer system.  Users should understand that their home computers and laptops might contain viruses.  All disks transferred from these computers to LMU’s network MUST be scanned for viruses. University approved virus-checking procedures can be obtained from the offices designated information technology person.

    Accessing the Internet. To ensure security and avoid the spread of viruses, users accessing the Internet through a computer attached to LMU’s network must do so through an approved Internet firewall.  Accessing the Internet directly, by modem, is strictly prohibited, unless the computer being used is not connected to the University’s network.

    Encryption Software

    Use of encryption software.  Users may not install or use encryption software on any of LMU’s computers without first obtaining written permission from their supervisors.  Users may not use passwords or encryption keys that are unknown to their supervisors.

    Export restrictions.  The federal government has imposed restrictions on export of programs or files containing encryption technology (such as e-mail programs that permit encryption of messages and electronic commerce software that encodes transactions).  Software containing encryption technology is not to be placed on the Internet or transmitted in any way outside the United States without prior written authorization from the offices designated information technology person.


    Compliance with applicable laws and licenses. In their use of Computer Resources, users must comply with all software licenses; copyrights, and all other state, federal, and international laws governing intellectual property and online activities.

    Purchasing Requirements: IT Assets used in the University must be purchased through the IS Department. Any item found to be purchased with university funds without the knowledge of the IS department may be removed from the users’ office.

    Other policies applicable.  In their use of Computer Resources, users must observe and comply with all other policies and guidelines of the University, including but not limited to the following: 

    [ View: Email And Internet Use Policy ]

    No additional rights.  This Policy is not intended to, and does not grant, Users any contractual rights.