Purpose

This policy aligns with the mission of Buhler Christian Academy (BCA) and emphasizes the importance of responsible behavior when utilizing informational and technological resources. It details the proper and responsible use of BCA resources, including computing and network facilities. Every authorized user is accountable for their actions while using these resources, and the moral and ethical standards upheld in the non-technological environment at BCA should extend to the technological realm as well.

 

Scope

This policy applies to all users, including faculty, staff, students, members, contractors, and any individuals utilizing BCA resources. BCA provides resources that align with the Academy's mission and objectives, specifically to support teaching, learning, research, administration, and outreach functions. Users must adhere to the guidelines set forth in this document and comply with any applicable policies related to remote accessed to BCA resources. Compliance with state and federal laws is mandatory.

 

Compliance

All users of BCA resources must adhere to this policy. BCA retains the right modify this policy at any time without prior notice to enhance the provision of technological resources and services for members, staff and students. BCA may also deny, limit, restrict, or extend access to computing privileges and resources. App users are required to comply with state and federal laws when utilizing BCA resources.

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1. General Access & Privileges

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1.1 User Accounts

BCA students, their authorizing parent/guardian(s) and employees will have access to technological resources based on their roles and needs. These resources may include computers, personal file space, the internet, BCA Intranet, email, and learning management systems. Access is a privilege that can be revoked for any reason, including non-compliance with BCA policies outlined in the Employee Handbook and Student-Parent Handbook.

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1.2 Login Email

Users are responsible for all activities linked to their personal login email, which should not be shared with others. Users must not allow anyone else to use their login email or use login emails belonging to others. Report any suspected unauthorized access to BCA staff immediately.

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1.3 Passwords

Passwords should never be shared with anyone except the authorized user, as this puts the user at risk for others' actions. If data needs to be shared, use email or public directories on local servers. Users are responsible for protecting their passwords and the data in their user account.

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1.4 Deactivation

Access to resources provided through User Accounts will normally be revoked three months after the academic school year ends; however, access for former employees and students may be removed before that time based on decisions by management. Requests for any extension of the above must be approved by management.

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1.5 No Responsibility for Personally Owned Computers

BCA cannot provide, and will not be responsible for, software or data kept on personally owned devices, (e.g. phones, tablets, pad devices or computers), nor is it responsible for the installation, repair, maintenance or upgrade of personally owned devices.

 

2 Acceptable Use

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2.1 Acceptable Uses of Information Technology or Systems

BCA information technology or systems are provided to assist students and employees in acquiring and disseminating information related to the performance of regularly assigned job duties, classroom assignments or relevant scholarly activities.

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2.2 Unacceptable Uses of Information Technology or Systems

Any information, data or programs not congruent with the mission of BCA must not be created, stored, transmitted, viewed or manipulated using BCA owned technology or information systems.​ The following is a list that includes, but is not limited to, unacceptable uses of technology or system resources:

1. Transmitting, displaying, disseminating or printing any material, or engaging in any other activity in violation of any federal, state or local laws, including copyright law and the Family Educational Rights and Privacy Act (FERPA). 

2. Transmitting, receiving, displaying or viewing offensive content. This includes, but is not limited to, sexual comments or images, racial slurs, gender specific comments or any comments that would offend someone on the basis of their age, sex, national origin or disability.

3. Displaying, sending, printing, or storing graphically disturbing, obscene, pornographic, fraudulent, harassing, threatening, abusive, racist or discriminatory images, files or messages.

4. Attempting forgery of email messages.

5. Physical or electronic interference with other computer systems users.

6. Any other practice or activity that, in the opinion of management, constitutes irresponsible behavior, promotes illegal activities, results in the misuse of computer resources or jeopardizes the operation of information systems and technology.

 

3 Privacy and Data Ownership

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3.1 Legal Ownership of Information Systems Files and Messages

BCA has legal ownership of the contents of all files stored on its computer and networking systems as well as all messages transmitted via these systems. BCA reserves the right to access all such information without prior notice.

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3.2 No Responsibility for Monitoring Content of Information Systems

BCA reserves the right to remove any message, file, database, graphic or other material from its information systems. At the same time, BCA has no obligation to monitor the information content residing on or flowing through its systems or resources.

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3.3 Privacy Expectations and Information Stored on BCA Systems

At any time and without prior notice, BCA management reserves the right to examine archived electronic mail, personal file directories, hard disk drive files and other information stored in BCA systems. Similarly, at any time and without prior notice, BCA management reserves the right to examine or monitor any device attached, for any reason, to the BCA digital network. This examination is performed to assure compliance with internal policies, to support the performance of internal investigations, to comply with legal requirements such as a subpoena or court order and to assist with the management of BCA resources. It is also possible that others may inadvertently access or monitor these same systems.

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3.4 Disclaimer of Responsibility for Damage to Data and Programs

BCA uses access controls and other security measures to protect the confidentiality, integrity and availability of the information handled by computers and communications systems. In keeping with these objectives, management maintains the authority to: (1) restrict or revoke any user's privileges, (2) inspect, copy, remove or otherwise alter any data, program or other system resource that may undermine these objectives, and (3) take any other steps deemed necessary to manage and protect its resources. This authority may be exercised with or without notice to the involved users. BCA disclaims any responsibility for loss or damage to data or software that results from its efforts to meet these security objectives.

 

4 Intellectual Property

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4.1 Software

Respect for the intellectual work and property of others has traditionally been essential to the mission of academic institutions. As members of the academic community, BCA values the free exchange of ideas. Just as BCA does not tolerate plagiarism, BCA strongly supports strict adherence to software vendors' license agreements and copyright holders' notices. If Internet users or other system users make unauthorized copies of software, the users are doing so on their own behalf, since all such copying is strictly forbidden by BCA.

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4.2 Copyright Laws

Unless placed in public domain by its owners, the Copyright Act protects software programs. Software is also protected by the license agreement between the owner and purchaser. It is illegal to duplicate, copy, or distribute software or its documentation without the permission of the copyright owner.

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4.3 Fair use

Unless permission from the copyright owner(s) is first obtained, making multiple copies of material from magazines, journals, newsletters and other publications is forbidden unless this is both reasonable and customary. This notion of "fair use" is in keeping with international copyright laws.

 

5 Privacy

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5.1 Data & Administrative Privacy

Security and confidentiality are matters of concern to all BCA employees who have access to financial, student, employee or donor records either by hard copy documents or via electronic or digital media. BCA is responsible for the accuracy, integrity and confidentiality of its databases. All administrative digital data must be treated as confidential, other than data that has been designated as approved for release to the public. By law, certain academic data are confidential and may not be released without proper authorization. Since conduct, either on or off the job, could affect or threaten the security and confidentiality of this information, each employee, volunteer or contractor who accesses administrative systems is required to adhere to the following:

1. No one shall make or permit unauthorized use of any information in files maintained, stored, or processed by any BCA information systems including the content or learning management systems, apps, or any other administrative system.

2. No one is permitted to seek personal benefit, allow others to benefit personally or to divulge, in any way, the contents of any record or report, to any person except in the conduct of his/her work assignment.

3. No one shall knowingly include, or cause to be included, in any record or report, a false, inaccurate or misleading entry. No one shall knowingly change or delete or cause to be changed or deleted an entry in any record or report, unless expressly authorized to do so and in accordance with BCA policies and procedures.

4. Once information is downloaded, data should not be altered in word processing documents or spreadsheets in a way that misrepresents the information derived from these data. Downloaded information should be used and represented responsibly.

5. No official record or report, or copy thereof, shall be removed from the office where it is maintained or copied or printed via electronic means except in the authorized performance of a person’s duties, and in accordance with established procedures. Copies made in the performance of a person’s duties shall not be released to third parties except as in section 5.1.1 above applies.

6. No one is to aid, abet or act in conspiracy with another to violate any part of these terms and conditions.

7. Any knowledge of a violation of these terms and conditions must immediately be reported to the employee’s supervisor and management.

8. Terminals and workstations should not remain logged on when unattended, unless they are logically locked down by a standard operating system lock feature.

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5.2 Data Custodian & Responsibilities

Data Custodians are designated individuals who have the ultimate responsibility for the accuracy and completeness of data in their respective areas. Examples include the Registrar for student data and the Director of Human Resources for employee data. Data Custodians are responsible for:

1. Maintaining security group assignments (user profiles that represent what is needed to perform a general set of related tasks.)

2. Approving all access to academy data. By approving access, the Data Custodian consents to the use of this data within the normal business functions of administrative and academic offices. Access to academy data shall not be granted to persons unless there is an established business need to know.

3. Determine violation of access privileges. Data Custodian reserves the right to determine appropriate use of the data under his/her control. Usage violations may result in revocation of a user's access to the data.