Cornell Cooperative Extension of Tompkins County

Human Resource Policy Manual

Section:	Communication Procedures
Subject:	Acceptable Use Policy
Policy:	Compliance/System
Code:	1304
Issued:	8/9/02
Association Adoption:	5/6/04
Association Effective Date:	6/10/04

Purpose - This policy guides users of Cornell Cooperative Extensions information technology resources. It balances the employee’s ability to benefit fully from information technology, the educational and business goals of the organization, and Cornell Cooperative Extension’s need for secure and effectively allocated resources.

Cornell Cooperative Extension staff will follow policies and guidelines to enable reasonable and appropriate use of information systems, to ensure the security of information residing within the system, and to perform their jobs in accordance with all applicable laws, regulations and policies. Cornell Cooperative Extension will periodically redefine and enhance these policies and guidelines. This policy addresses circumstances that are new and evolving.

Background - All forms of information technology have transformed data management and communications. Employees utilize these technologies in many innovative ways. However, local area networks and internet access has created the opportunity to access material and use resources in ways that may not be acceptable. Inappropriate use of information technology could expose the Association and Cornell Cooperative Extension to embarrassment and/or possible litigation.

Building upon our relationship to Cornell University, this policy builds upon the policies and guidelines regarding the responsible use of electronic communications at Cornell University. This would include the:

Cornell University Policy Regarding Abuse of Computers and Networks
^ http://www.cit.cornell.edu/computer/responsible-use/abuse.html

Responsible Use of Electronic Communications
^ http://www.cit.cornell.edu/computer/responsible-use/

Code of Academic Integrity
^ http://cuinfo.cornell.edu/Academic/AIC.html

Employees are responsible for following this policy to ensure that their own use of information technology resources is appropriate.

Usage Types - There are three usage types for information technology:

Core – Core uses are activities required to conduct Cornell Cooperative Extension business. Information technology resources exist primarily to facilitate core business goals.

Incidental - Incidental uses are those which are neither explicitly permitted nor explicitly denied. Incidental applications never require any action or intervention by anyone within the organization other than their user. Incidental usage that becomes an imposition on others, burdens systems, or develops to a performance issue is no longer incidental, but unacceptable, and is not permitted.

Unacceptable - Unacceptable use impedes the work of others, wastes information technology resources, compromises system security, or is illegal. It may unintentionally damage the information technology infrastructure, allow unauthorized access to information, or affect the ability of employees to perform their duties.

Unacceptable use may generate additional costs – both direct and indirect, and generate unecessary support requirements.

Unacceptable use may also compromise information security, through the introduction of viruses, Trojan horses, password violations, and other means. This could result in damage to or loss of information technology resources, and loss of data.

It is unacceptable to:

Use Cornell Cooperative Extension or Cornell University information technology resources for activities that violate the law, existing policies or regulations.

Use Cornell Cooperative Extension or Cornell University information technology resources for activities that are offensive or are perceived to be offensive.

Transmit e-mail containing confidential or proprietary information or trade secrets;

Use any part of Cornell Cooperative Extension or Cornell University information technology resources for personal financial gain.

Infringe copyright or proprietary rights

Permit unauthorized access to information technology resources.

Damage files, equipment, software or data belonging to Cornell Cooperative Extension or others.

Use or attempt to use unauthorized access methods or abilities.

The above list is not exhaustive.

While Cornell Cooperative Extension does not prohibit limited incidental use of information technology resources for personal reasons, users should recognize that the primary intention of providing these resources is to support the core functions and work of Cornell Cooperative Extension.

Computer Systems – All computer hardware and software must be licensed and registered to the Association. All computer disks, file attachments, and downloaded files must be scanned by anti-virus software prior to being used on the Association’s computers.

Passwords - Any employee who is required to have a password to utilize any of the Association's communication systems that hold Association business information must submit that password to the System Administrator or, if no such position, the employee’s supervisor.

Monitoring – Although, as a matter of practice Cornell Cooperative Extension does not routinely monitor systems and information, it does reserve the right to monitor, track or access the contents of all files stored on its systems, all installed software, and assigned hardware. Cornell Cooperative Extension staffs should not assume that information stored on assigned systems or servers is private and confidential.

Inquiries - Inquiries regarding this policy or associated policies may be directed to:

Information Technology Solutions Manager

Human Resources Manager

Associate Director for Administrative Systems