• Network, Internet and E-Mail Regulations: AR-2060-B


  • Section: 2000 General Administration
    Network, Internet and E-Mail Regulations
    Administrative Regulation: AR-2060-B
    President’s Cabinet (PC) Approval: 3/8/06
    Revised: 1/28/08
    9/22/09

    This regulation refers to the use of the Mt. Hood Community College (MHCC) data network including networked and shared files and databases as well as access to the Internet and Intranet. Also included is e-mail which has not been stored or saved external to the MHCC e-mail system.

    This regulation will apply to all electronic mail (e-mail) accounts established by Mt. Hood Community College (MHCC) for staff and students. Persons who are given access to MHCC’s data network and e-mail system are expected to abide with this regulation. Violations of this regulation may result in loss of e-mail and / or network privileges at the College, disciplinary action up to and including dismissal and / or legal action where applicable.

    1. Appropriate Use
      1. The data network and e-mail are made available to staff and students to further the teaching, learning, service and extension goals and mission of the College. Use of the College's data network and e-mail services is intended to be in furtherance of such goals and mission. Individuals may not use the data network or e-mail system for any activities other than those that are sanctioned by the College. Employees may use the data network and e-mail system for reasonable, incidental personal use so long as the personal use is not done in a manner or at a time that interferes with the employees’ work, College business, the integrity or use of these systems and does not violate federal, state or local statutes.
      2. No one will be added to the data network or e-mail system for other than official College business without his or her consent. The data network and e-mail system may be used only for their intended purposes.
      3. The personal use of the College data network and e-mail system to solicit goods and services or to offer them to others is prohibited.
      4. All materials sent by the campus data network or e-mail system must be attributed to the individual, office, or organization sending the material. It is a violation of this regulation to originate e-mail, data files or websites in such a manner as to create the impression to the recipient that the data was originated from another source or individual.
    2. Issues Related to Privacy
      1. General Regulation Statements
        1. Under the Oregon Open Records Act (ORS192), all records that are created by, received by, under the authority of, or coming into the custody, control, or possession of the College or College officials presumptively are public records except specifically excluded under the Act. Such records include messages and data files stored in an electronic or magnetic format. All e-mail, electronic documents and data, unless subject to a specific statutory privilege, are subject to production under the Oregon Open Records Act and when relevant, to discovery in civil litigation. The federal Electronic Rights to Privacy Act as well as the Health Insurance Portability and Accountability Act and the Gramm-Leach-Bliley Act will, in some instances, provide such a privilege to electronic data and the College will observe and follow the requirements of all applicable state and federal statutes relating to privacy concerns in electronic data.
      2. Individual Expectations.
        1. E-mail messages and networked data will not be censored or interfered with in any way by the College other than:
          1. Virus and other malicious code filtering
          2. Speed regulation of file transfers to mitigate bandwidth deterioration
          3. Filtering of data received from “black-listed” sites
          4. Spam filtering
        2. Individually addressed files may not be intercepted by any third party except as noted below in 2.3.1. This does not prevent persons who have legitimately accessed electronic files from forwarding such files on to third parties
        3. Users of the College's e-mail and data network services are required at all times to observe all laws relating to copyright, trademark and trade secrets protection.
        4. Account holders may not use encrypting programs when engaging in data file transfers beyond those supplied by the College, except as specifically requested in advance in writing to the manager of computer services and approved by the vice president of administrative services.
        5. Account holders must safeguard their passwords and not share them with others. No account holder may use a password that has not been issued to or approved for that individual.
      3. College Requirements.
        1. The MHCC network administrator(s) or designee(s), PC / LAN technicians, programming staff, web administrator(s), or the chief information officer, may, in the course of his or her professional duties, access an individual's e-mail, data files or based files for management or maintenance purposes.
        2. If an occasion arises when the College believes that access to an individual's data network account is required for the conduct of College business and a system administrator is required to access the individual's e-mail or data network account, the following procedure will be followed:
          1. The College administrator will secure permission to access the data network account from the chief human resources officer (CHRO) or the vice president of administrative services.
          2. An e-mail is to be generated from the CHRO to the chief information officer (CIO) providing the data network account to be accessed, who is to receive the information or access and if full access is not being granted, what information is to be shared.
        3. Prior to termination or resignation, faculty and staff members will make all e-mail and data network files related to College business available to his or her manager
        4. On termination or resignation, the individual's e-mail and data network account will be terminated and all information not retained by the manager will be deleted after 30 days
    3. Access to College E-Mail and Data Network Accounts
      1. E-mail and data network accounts will be established for all full-time employees upon request. The establishment of e-mail or data network accounts does not grant or guarantee unlimited or unrestricted opportunities to use e-mail or the data network.
      2. While account holders may expect reasonable access to e-mail and the data network, this cannot be guaranteed to be at all times and in all circumstances.
      3. Account holders are prohibited from using code, accessing a file or retrieving any stored communication unless authorized to do so or with specific clearance from a College Manager, vice president or the College president.
      4. Violation of this regulation may result in disciplinary action up to and including termination of College employment.
    4. Objectionable Material, Violations and Sanctions
      1. The College cannot protect individuals against the existence or receipt of material that may offend them. Those who make use of electronic communications and the data available on the network are warned that they may willingly or unwillingly come across, or be recipients of, material that they may find offensive. Members of the College community are expected to demonstrate good taste and sensitivity to others in their access of data and communications.
      2. It is a violation of this regulation to use the e-mail, the data network or MHCC Internet / Intranet to libel, slander, harass, or threaten other individuals.
      3. Users of the College data network are subject to all applicable local, state and federal laws and regulations and Mt. Hood Community College Board policies, administrative regulations and department procedures.

    Legal Reference:

    ORS 164
    ORS 192
    ORS 357.805 to 357.895
    ORS 432
    ORS 433