George Fox University | Offices and Services | Institutional Technology | Policies and Procedures

This document has been created by the Directors of Institutional Technology, along with several other staff members, to inform our community about technology issues. These policies and procedures will help guide all of us in our daily use of technology as we pursue the mission of George Fox University. The rest of this introduction is a big-picture view of the use of technology within the framework of our University mission. I encourage both a careful reading and any feedback you may have on the issues and topics presented in this manual.

The computing and network facilities of George Fox University exist to support the academic and administrative uses of our students, faculty, staff, and other members of the George Fox community. Uses other than instruction, research, service, and/or university business are not supported and, in many cases, are not allowed. The concept of "academic use" leaves a certain amount of space for interpretation, but any use for personal gain, or uses that adversely affect other users, are specifically not allowed.

Access to and use of George Fox computing and network facilities comes with the responsibility to be a good steward of these resources. Before acting, consider what effect your actions may have on others users and on the facilities themselves. All of the policies contained in the rest of this document stem from this simple truth: we are all responsible for our use of God's provisions.

The "cyber" world is not a separate world from the rest of our lives. The Code of Conduct that you agreed to upon becoming a student or employee applies equally to actions taken "in cyberspace" or in the "normal" world.

The policies and procedures listed are current and authorized as of January 2006. Policies and procedures are subject to change at any time, and George Fox University reserves the right to make such changes either by regular review or as circumstances warrant.

George Fox University maintains multiple databases, as well as legacy information stored in files that require employees to exercise care in use of the data. The need for discretion and confidentiality exists in every department of the University. The University expects employees to handle in a professional and ethical manner any confidential information entrusted to them. Confidential information should not be shared or discussed with anyone who does not have a legitimate need to know the information. Best practices should be observed in managing, updating, printing, transmitting and sharing institutional as outlined in the Information Security Policy.

Many University computing and network resources are password protected. Only those authorized to use these resources are allowed access according to the Password Policy. Sharing of login names and/or passwords is specifically prohibited. This policy includes, but is not limited to, access to the University electronic messaging system, even by immediate family members.

If you have reason to believe that your password has been compromised, you are required to change it immediately, or to contact the Service Desk to have it changed. Additionally, you are strongly encouraged to strengthen the security of your password by mixing letters, numbers, and characters and by making it at least six characters long. For more details review 'strong passwords" in the Password Policy.

Most email programs and many remote access setups can remember or "auto-save" your password. You are strongly encouraged not to use this feature as it makes your email and/or the University network accessible to anyone gaining physical or electronic access to your computer. Remember, anyone with access to your email can act on your behalf and you may be liable for their actions. Clear passwords saved by your web browser. If using Firefox, select tools, internet options, security, and clear saved passwords. If using Internet explorer as your web browser, select tools, internet options, content, AutoComplete..., Clear Passwords

Advances in technology provide a variety of devices to download, import, store and share data. Properly managing data is essential when using mass storage devices as it relates to university information assets. Individuals authorized to access institutional information need to exercise appropriate action in guaranteeing the security of the data as described in this policy and the Information Security Policy.