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.

Code of Conduct

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.

Information Sensitivity Policy

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 Sensitivity Policy.

Password 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

E-mail Policies and Procedures

George Fox University maintains an electronic messaging system to support academic and administrative communications, and to support the social and service needs of our community. As the electronic messaging system has a finite capacity, policies have been adopted to safeguard its continued operation. Additional policies have been adopted to support the code of conduct of the University.

Hardware Purchasing Policy

Faculty and staff technology rotation plans cover the majority of University purchases of computers and peripherals. Any purchase made outside of a rotation plan requires the pre-approval of the Director of User Services. Purchases of software and supplies are not included in the above policy. Although departments have authority to buy any software, support of software (including installation, operation, troubleshooting, and connectivity to network and printing) may be limited.

Media Production Services (MPS) Policies

Media Production Services provides consistent and customer friendly assistance with access to audio, video, and computer equipment and services. All requests are made through the Institutional Technology Service Desk. You may visit the Service Desk on the third floor of the Stevens Center in Newberg, call 503-554-2569, email servicedesk@georgefox.edu or visit our website for the IT Service Desk.

Network Usage and Access Policy

The electronic networks at George Fox are maintained to support the academic and administrative goals of the University. Priority will always be given to these uses whenever possible. It is clear that in today's world our electronic networks are mission critical to the University. These policies have been adopted to ensure the usability, reliability, and recoverability of these resources.

IT Service Desk Policy

Requests for Institutional Technology services must be directed to the Service Desk. 

Contacting IT Policy

Service starts by contacting the IT service desk to generate a work request. Because Institutional Technology utilizes a campus-wide work order system, it is necessary for all requests to go through the service desk and not to individual IT technicians. 

Network Extensions (Wireless) Policy

Coordinating Wireless Local Area Network (WLAN) hardware across the GFU campuses is required to ensure optimal network coverage, secure access, and general network stability. This policy provides the structure for a campus-wide solution for the implementation of wireless technology, which includes centralized determination and authentication (network registration) in order to provide the appropriate level of network security.

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