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IT POLICY


I. Acceptable and Responsible Use Policy

The following Acceptable and Responsible Use Policy applies to the use of all Maryville University owned computing resources including but not limited to cellular phones, iPads, physical laptop and desktop computers, virtual workstations, virtual servers, file servers, web servers and web sites, email systems, computer lab equipment and computer equipment located in classrooms and meeting rooms.

Users of these systems must:

  • Comply with all federal, Missouri, and other applicable law; all generally applicable university rules and policies; and all applicable contracts and licenses. Examples of such laws, rules, policies, contracts, and licenses include: the laws of libel, privacy, copyright, trademark, obscenity, and child pornography; the Electronic Communications Privacy Act and the Computer Fraud and Abuse Act, which prohibit “hacking”, “cracking”, and similar activities; the University’s Student Code policies; all policies of the Maryville University Policy library, the University’s sexual harassment policy; and all applicable software licenses.
  • Respect the right of others to be free from harassment or intimidation to the same extent that this right is recognized in the use of other communication.
  • Respect copyrights, intellectual-property rights, and ownership of files. Unauthorized copying of files belonging to others or to the University may constitute plagiarism or theft. Accessing or modifying files without authorization (including altering information, introducing viruses or Trojan horses, or damaging files) is unethical, may be illegal, and may lead to sanctions.
  • Protect all passwords and accounts from unauthorized access. The owner of the account is responsible for keeping the account password private and secure and for all activity that takes place on their account, whether intentional or unintentional. The owner of the account must report all unauthorized or illegal activity on the account to the Information Technology Help Desk immediately.
  • Use only those computing resources that they are authorized to use and use them only in the manner and to the extent authorized. Ability to access computing resources does not, by itself, imply authorization to do so. Users are responsible for ascertaining what authorizations are necessary and for obtaining them before proceeding. Accounts, passwords, and other authentication mechanisms, may not, under any circumstances, be shared with, or used by, persons other than those to whom they have been assigned by the university.
  • Respect the finite capacity of those resources and limit use so as not to consume an unreasonable amount of those resources or to interfere unreasonably with the activity of other users. Although there is no set bandwidth, disk space, CPU time, or other limit applicable to all uses of university computing resources, the University may require users of those resources to limit or refrain from specific uses in accordance with this principle. The reasonableness of any particular use will be judged in the context of all of the relevant circumstances.
  • Limit the personal use of university computing resources and refrain from using those resources for personal commercial purposes or for personal financial or other gain. Personal use of university computing resources is permitted when it does not consume a significant amount of those resources, does not interfere with the performance of the user’s job or other university responsibilities, and is otherwise in compliance with this and other university policy. Further limits may be imposed upon personal use in accordance with normal supervisory procedures. Users who engage in electronic communications with persons in other states or countries or on other systems or networks should be aware that they may also be subject to the laws of those other states and countries and the rules and policies of those other systems and networks. Users are responsible for ascertaining, understanding, and complying with the laws, rules, policies, contracts, and licenses applicable to their particular uses.

A. Changes to this Policy
This policy is periodically changed, altered, or amended. The Information Technology department will make every effort to make users aware of changes to this policy.

B. Copyright Infringement Protection
All software loaded onto Maryville University owned computers must be properly licensed. Faculty, staff and students are not permitted to load non-licensed computer software on to any University owned equipment. If you have questions regarding whether or not a software program is properly licensed, contact the IT Help Desk by submitting a support request to http://techsupport.maryville.edu or calling 314-529-9506.

II. Information Systems

Colleague is the primary information system supported by the University. Colleague is an integrated advanced information technology solution designed specifically for higher education. Colleague includes two integrated systems; Student and Financial.

The University manages and supports Colleague WebAdvisor for web-based access to much of the information available in Colleague.

The primary application modules of the Colleague student system include Academic Records, Curriculum Management, Degree Audit, Faculty Information, Financial Aid, Recruitment and Admissions Management, Registration and Residential Life.

The primary application modules of the Financial System include Accounts Payable, Accounts Receivable, Cash Receipts.
The Enterprise Information Systems unit (EIS) of the Information Technology Department maintains and supports the Colleague student information system.

A. Access to Colleague
Authorized employees of the University are given access to Colleague and are assigned a user account consisting of a login name and password.

To obtain a user account employees must have their supervisor submit a request to the IT Help Desk.

It is recommended that student workers not have update capability. But, students who are employees of the University, with supervisor permission may access administrative data and applications necessary to perform the responsibilities of their employment. However, they must follow the same steps and procedures as a faculty or staff member.

B. Access to Colleague Application Modules

Access to the various Colleague Application Modules are set at the time of User Account set up. The access that an employee is granted is determined by the employee’s job responsibilities. Only those Applications and Modules necessary to perform the employee’s job responsibilities are granted.

C. Programming Services
The Enterprise Information Systems team provides programming services to various offices of the University. These services include ad hoc query reporting, subroutine writing, screen modifications and menu building (e.g. placing reports on user menus).

All requests for programming requests must be submitted to the IT Help Desk. EIS staff will then determine the scope of work and place the service request on the EIS project list. All requests will be handled on a first come first serve basis unless a different priority is established at the time of submission.

D. Administrative Data and Systems Policy
It is the policy of Maryville University to implement controls to secure and limit vulnerability of administrative data and applications stored in/and accessible by University owned computing systems and by University employees.

Access to administrative data and applications residing on any University owned computing system or application will be granted to employees of Maryville University only. Access to data and applications will be granted only to the extent necessary for employees to exercise the responsibilities of their employment.

Students who are employees of the University, with supervisor permission, may access administrative data and applications to the extent necessary to perform the responsibilities of their employment.

E. Administrative Data Owners
Administrative Data Owners are those individuals responsible for the management and use of the University data.

The following are the Administrative Data Owners and associated applications and modules that house the University data:

V.P. Academic Affairs – Academic Records, Campus Organizations, Faculty Information, Curriculum Management, Degree Audit, Registration, Residence Life.

V.P. Admissions and Enrollment
Management – Admissions Application Interface, Financial Aid, Recruitment and Admissions Management.

V.P. Finance and Facilities – Financial Systems, Accounts Payable, Accounts Receivable, Cash Receipts, General Ledger, Employee and Human Resources, Payroll, Personnel, Purchasing.

F. Maintaining Confidentiality of Restricted Data
The Data Owner is responsible for determining:

  • What administrative data within administrative systems and applications are appropriate for distribution.
  • The audience for distribution.
  • The methods and timing of distribution.

The Data Owner must ensure that all individuals with access to administrative data are aware of the confidential nature of the information and the limitations, in terms of disclosure, that apply to the data.

When accessing restricted information, employees are responsible for maintaining its confidentiality. The granting of a user login name and password requires that employees will always maintain confidentiality over appropriate information.

The release of administrative data without the express approval of the Data Owner or outside the established guidelines for such administrative data will not be tolerated.

Vendor documentation/manuals provided to University administrative users, for administrative applications, must not to be copied or given to any outside vendors. These manuals are copyrighted and the University intends to honor the copyright laws.

G. Protecting and Managing Passwords and Access to Data
The Human Resources office is responsible for notifying the Information Technology Department when an employee is separated from the University. The IT team will then terminate the employee network and system account access. This standard procedure serves to protect the employee, administrative computers, applications, data, and network against possible tampering.

Supervisors are responsible for notifying the IT Help Desk of a change to an employee’s job functions. The EIS team will then reset the Colleague access rights for the employee. Users must not disclose their password to anyone. Sharing of passwords is a violation of the University Computer Security Policy, procedures and guidelines. Any unauthorized attempts to access systems will be researched. Those judged to be unresolved or dangerous will be reported to the user and his supervisor for resolution. Any unauthorized access attempts will be grounds for denial of computer access or dismissal.

H. Student Worker Access
It is recommended that access to administrative data by student employees be highly restrictive and limited. Supervisors may decide what portions of administrative data their student employees should have access to. Such access should be allowed only when staff members of the department are present to supervise the student employee. Student workers should not be issued passwords. Supervisors should provide access to Student workers by logging in a generic student account and password that has highly restricted access to University systems.

I. Maintaining Colleague Code Tables
EIS staff provides consulting to the various units of the University relating to use of Colleague code tables. These code tables lie primarily in the area of Admissions and the Registrar’s office for Colleague. There is a shared responsibility for maintaining code tables between EIS staff and the individual departments that are the primary users of the code tables.

J. Resource Security
Colleague Administrative data will be backed up daily and stored offsite. All servers will be physically protected from unauthorized access. The IT Data Center is off limits to unauthorized personnel. Authorized personnel are those persons who have a need to transact specific University computer-related business within the IT department. Terminals and PCs will be automatically logged off if unattended for a period of twenty minutes.

Unattended terminals must be protected from unauthorized use. When employees leave the work area, the screen must be cleared and the terminal/PC totally logged off from all administrative systems, applications and networks.

Hard copy administrative data obtained from the administrative systems and applications must be carefully protected, especially those that contain restricted administrative data. Provisions must be made for the secure disposal of this administrative data (i.e. student information), by shredding.

K. Colleague Hardware & Software Upgrades
Hardware upgrades are performed as needed and complete system upgrades occur every 3-4 years depending on system performance. Operating system upgrades are performed periodically in coordination with system vendors. Every effort is made to minimize system downtime during these upgrades. Colleague application patches and upgrades are installed several times during the year and these patches and upgrades are coordinated with Ellucian. Every effort is made to minimize system downtime during these upgrades.

L. Colleague Training
EIS staff provide Colleague training upon request. The individual departments of the University are responsible for training their employees on the everyday operational use of Colleague as it relates to the specific area of the University (e.g. Registrar’s office trains Registrar employees; Admissions office trains Admissions employees).

III. Information Technology Services (ITS)

Information Technology Services’ primary responsibility is to provide quality and responsive technology service and support for University students, faculty and staff.

A. Authorized use of Facilities
The IT Services staff support the technology located in the computer labs, computer classrooms, meeting rooms and faculty & staff offices. IT Services also provides AV and media services. These facilities and services are for use by Maryville students, faculty, staff and alumni. Each user shall use IT Services facilities and services in accordance with the rules, policies and procedures consistent with the stated goals and mission of Maryville University. IT Services have the responsibility to provide appropriate management and security to maintain reliability, efficiency and integrity of its resources and to enforce its rules, policies and procedures.

B. Instructional Technology Hardware and Software Acquisition
Hardware Acquisition
IT Services coordinates the acquisition and upgrading of computers and related computer technology for the University computer labs and classrooms.

An annual review of all computers is performed and a schedule of computer facilities in need of upgrades is produced as part of the University Technology Refresh Program. IT Services staff consults with operational unit and academic leaders as part of this process.

Software Acquisition and Licensing
IT Services, in coordination with Learning Technology and Support, is responsible for acquisition, installation and licensing of all software provided in central Technology facilities including the computer labs, classrooms, and library.

Department Software Acquisition and Licensing
It is the responsibility of the specific departments to coordinate software purchases with the Information Technology department. All software purchases must be approved by the Information Technology department as well as the Finance Office.

C. Technology Help Desk
Hours of Operation
The Maryville University IT Help Desk provides technical assistance to the students, faculty and staff of Maryville University and is located in Reid Hall, Room 1333. The Help Desk is open from 7:30am to 7:00pm, Monday through Friday and 10:00am to 4:00pm on Saturdays/Sundays.

The IT Help Desk can be reached at ext. 9506 or by submitting a ticket at http://techsupport.maryville.edu.

Inventory Control
If technology equipment needs to be relocated or assigned to a new employee a support request must be submitted to the IT Help Desk. A technician will be assigned to provide assistance as needed to complete the request. Failure to report changes in location or ownership may delay requests for support from the IT Help Desk due to inconsistent inventory information.

D. Purchasing Technology
The Information Technology Department is responsible for coordinating all major technology purchases. Individuals should contact the IT Services Manager or Chief Technology Officer to arrange for a technical consultation prior to purchasing technology with Maryville funds.

E. Student Owned Computers
Students are encouraged to bring personal computers to campus. Wireless network access is available in all buildings and green space across campus. Students are required to have up-to-date antivirus software on their computers before connecting to the Maryville University network.

F. Technology Refresh Program
Maryville University owns and maintains nearly 1000 workstations and numerous networked printers. The “Technology Refresh Program” is designed to refresh or replace these technologies on a regular schedule. The program consists of an annual review of all Maryville owned workstations located in faculty and staff offices and in the Maryville computers labs and classrooms. A schedule is prepared each fall and the specific computers to be replaced are identified.

A dedicated funding source for the Technology Refresh Program ensures that the necessary funds are available each year to implement the program. An implementation schedule is prepared each spring and the replacement equipment is ordered during the summer after the start of each fiscal year (June 1).

G. Computer Lab Facilities
IT Services manages and supports the computer classrooms and lab facilities located on the main campus, the Sunset Hills Center and the Lake St. Louis Center. Each workstation runs standard application programs and operating systems. Each computer classroom is also equipped with ceiling-mounted projectors, DVD players and other related tools.

University Library
The University library has more than 40 virtual desktop computers available for student, faculty and staff use along with three multi-function devices (MFDs) used for printing, copying and scanning. IT Services coordinates support for these computers with library personnel.

H. Classroom Technology
IT Services is responsible in managing and providing maintenance and technical support to all University classrooms located at the main campus and the Sunset Hills and Lake St. Louis Centers. Technical support requests should be sent to the IT Help Desk by calling (314) 529-9506 or submitting a ticket at http://techsupport.maryville.edu. Technical support includes maintenance, repair, and troubleshooting of all classroom equipment.

Classroom Technology Training
Training is provided to faculty members for use of classroom technology Group or individual training can be arranged upon request. Requests can be made by calling (314) 529-9506 or submitting a ticket at http://techsupport.maryville.edu.

I. University Media Services
Technical support and special services are available for the University auditorium and other campus wide facilities requiring special assistance for audio-visual tools such as sound systems, microphones and other standard AV materials.

Media service requests can be made by calling (314) 529-9506 or submitting a ticket at http://techsupport.maryville.edu. Request must be received at least 1 week prior to the date of use.

University Media Services Hours of Operation
Monday through Friday 7:30 a.m. – 7:00 p.m. Saturday/Sunday 10:00 a.m. – 4:00 p.m.

J. Computer Repairs & Upgrades
Faculty and staff in need of a computer repair should contact the Help Desk by calling (314) 529-9506 or submitting a ticket at http://techsupport.maryville.edu. Faculty and staff in need of a computer upgrade should contact their immediate supervisor. The Technology Services conducts an annual review of all desktop computers and computer equipment located in computer labs and classrooms. The annual “Technology Refresh Program” is designed to replace outdated computer technology on a regularly scheduled basis.

K. E-Mail
See Policy.

IV. Learning Design & Technology

Learning Design & Technology, the School of Adult and Online Education unit, offers instructional design, instructional technology support, instructional technology training, and day-to-day support for the course management system, Canvas, (http://learn.maryville.edu), Digital World initiative, third-party academic software, management of and support for online course evaluations, electronic portfolios, and a variety of other specialized tools and software.

Students who need academic technology support should visit the IT Help Desk at http://techsupport.maryville.edu.

Faculty who need academic technology support or training may send an email to learn@maryville.edu.

V. Network Services Policy

The Maryville University Data Network (the Network) consists of the wiring, networking hardware and software, wireless networking equipment, networking services (including, but not limited to, file storage, distributed applications, electronic collaboration, and video conferencing), and Internet services. The Network is provided by Maryville University for use by its faculty, staff, students, and guests for the purpose of conducting Maryville University business. IT Services will manage, maintain, and update the Network to keep it operating safely, securely, and correctly.

Maryville University may restrict or filter access to specific services or protocols available on the Internet for technical, security, policy, or legal reasons. Users accessing or attempting to access services not offered by Maryville University, either intentionally or unintentionally, may be subject to disciplinary or legal action.

A. Internet Access Policy
The Maryville University Internet Connection (the Internet) provides access to the World Wide Web, external electronic mail, and other electronic services. Access to the Internet is provided by Maryville University for use by its faculty, staff, students, and guests for the purpose of conducting Maryville University business. IT Services will manage, maintain, and update the Internet connection to keep it operating safely, securely, and correctly.

The information transmitted, stored, or accessed over the Internet may not be private. Maryville University is not responsible for the security or privacy of information that originates, terminates, or travels outside of the Maryville

B. Network Account Policy
Maryville University Network Accounts are the property of Maryville University and are provided for the use of current Maryville University faculty, staff, students, and service providers only.

Network Accounts provide access to authorized services on the Maryville University network including, but not limited to, printing, e-mail, server-based file storage, off-campus network access, wireless network access, and Internet access.

C. Network Outages
Regular maintenance may be performed on Maryville network at any time. Normally this maintenance will not require network downtime. Occasionally, systems malfunction without warning. At these times, IT staff may, at their own discretion, take whatever action is necessary to restore the system. If there is a foreseeable issue with the equipment, IT staff will send out a notice to all students, faculty, and staff informing them of the problem and the estimated time for the network outage and the resources that will be affected by the outage. Network users will be notified by email and/or voice mail when the work has been completed. The IT staff makes every effort to perform necessary network maintenance and upgrades during times that will least affect the Maryville community. There will, however, be occasions when network outages will need to occur during regular business hours and during times of normal high network activity.

D. Network Storage
Students, faculty and staff may request network storage by contacting the IT Help Desk at (314) 529-9506 or http://techsupport.maryville.edu. Typically this will be identified as the P:\ drive when a user logs into the network. This storage may be used to store documents, research, and various class and personal files. Do not store music or video files on the network unless they are class related. Disk and storage space will be monitored and multimedia files may be removed if the user is abusing the amount of storage space provided. The user is responsible for deleting or removing old or obsolete files. Network storage devices are routinely backed up by IT. Individual data on the network drives are not guaranteed and users should take precautions to make sure important files are backed up to another medium. The Network Storage is available as a convenience for ease of access of information from the Maryville network.

E. University Technology and Network Violations
See Policy.

F. Network Passwords
Individuals are responsible for the proper use of all accounts (network, e-mail accounts, COLLEAGUE, etc.) including proper password protection. Passwords should never be shared with anyone and should not be written in a location where they can be easily discovered. Any action that occurs on an individual’s account or workstation is the responsibility of that individual.

When choosing a new password users are required to use a combination of upper and lowercase letters, numbers, and special characters (i.e. !@$%^&*). If a password is forgotten, the IT Help Desk can assist in creating a new password.

G. Privacy, Security and System Monitoring
The university employs various measures to protect the security of its computing resources and users accounts. However, users should be aware that the university does not and cannot guarantee such security.

Users should also be aware that their uses of university computing resources are not private. While the university does not routinely monitor individual usage of its computing resources, the normal operation and maintenance of University computing resources requires the backup and caching of data and communications, the logging of activity, the monitoring of general usage patterns, and other such activities that are necessary for the rendition of service. Systems or technical managers, as part of their technical responsibility, may occasionally need to diagnose or solve problems by examining the contents of particular files.

The University may also monitor the activity and accounts of individual users of University computing resources, including individual sessions and communications, without notice (a) when the user has voluntarily made them accessible to the public, as by posting to social media or a web site; (b) when it reasonably appears necessary to do so to protect the integrity, security, or functionality of university or other computing resources or to protect the university from liability; (c) when there is reasonable cause to believe that the user has violated, or is violating, this policy; (d) when an account or device appears to be engaged in unusual or unusually excessive activity, as indicated by the monitoring of general activity and usage patterns; or (e) when it is otherwise required or permitted by law.

Any such individual monitoring, other than that specified in “(a)”, or required by law, or necessary to respond to perceived emergency situations, must be authorized in advance by the Chief Technology Officer or a designee of same.

The university, in its discretion, may disclose the results of any such general or individual monitoring, including the contents and records of individual communications, to appropriate university personnel or law enforcement agencies and may use those results in appropriate university disciplinary proceedings. Communications made by means of university computing resources are also generally subject to Missouri’s Public Records Statute to the same extent as they would be if made on paper.

Regarding computer and network security the User’s Responsibilities include:

  1. Be aware of the limits of computer security. Although the university employs various measures to protect the security of its computing resources and user accounts, users should be aware that the university cannot guarantee such security. Users should therefore engage in “safe computing” practices by establishing appropriate access restrictions for their accounts, guarding their passwords, and changing them regularly.
  2. Be responsible for backing up and protecting personal files. Although the university under certain circumstances may provide storage space and under certain circumstances that storage may be backed up, Maryville University assumes no responsibility for the loss or recovery of personal files.

The University owns various computers and all internal computer networks used on campus. The University also has various rights to the software and information residing on, developed on, or licensed for, these computers and networks. The University has the responsibility to administer, protect, and monitor this aggregation of computers, software, and networks. Specifically, purposes of the University’s information technology management are to:

  1. Manage computing resources so that members of the University community benefit equitably from their use.
  2. Protect University computers, networks and information from destruction, tampering, and unauthorized inspection and use.
  3. Communicate University policies and the responsibilities of individuals systematically and regularly in a variety of formats to all parts of the University community.
  4. Establish and support reasonable standards of security for electronic information that community members produce, use, or distribute. Standards for security and access are elaborated in the document titles “Maryville University Computing Security Policy,” as well as in documents derived from it.
  5. Monitor policies and propose changes in policy as events or technology warrant.


H. Wireless Network Access

The Maryville University Data Network (the Network) consists of the wiring, networking hardware and software, wireless networking equipment, networking services (including, but not limited to, file storage, distributed applications, electronic collaboration, and video conferencing), and Internet services.

The Network is provided by Maryville University for use by its faculty, staff, students, and guests for the purpose of conducting Maryville University business. The Maryville University Technology Services staff will manage, maintain, and update the Network to keep it operating safely, securely, and correctly.

I. Network Disclaimer of Liability

Neither the University nor any of its agents will be liable for any losses, including lost revenues, or for any claims or demands against the users of the Maryville network by any other party. In no event will the University be liable for consequential damages, even if the University has been advised of the possibility of such damages. The University will not be responsible for any damages due to the loss of output, loss of data, time delay, network system performance, software performance, hardware damage, incorrect advice from a consultant, or any other damages arising from the use of the University’s network systems, information systems, or PC Repair technicians. The University will attempt to correct conditions and restore information losses.

J. Copyright Annual Notification to Students
See Policy.

K. Copyright Violation Prevention Plan
See Policy.

VI. Telecommunications

The Information Technology department oversees the operation of the University phone switch and provides telecommunications services to faculty and staff. These services include add, moves, and changes of line service, repair calls, maintenance of the voice mail, and phone authorization codes. This office also supports university owned cell phones. Problems and / or questions related to telecommunications should be directed to the IT Help Desk by calling (314) 529-9506 or submitting a ticket at http://techsupport.maryville.edu.

Student Cable Television Service

Maryville University provides a FREE basic cable connection in each Residence Hall Room and in each bedroom in each of the student apartments.