Information Technology Employee Acceptable Use Agreement

Version: 3.2
Status: Approved 4/20/11
Contact: Chief Information Security Officer

As a user of the Virginia Community College System’s local and shared computer systems, I understand and agree to abide by the following acceptable use agreement terms. These terms govern my access to and use of the information technology applications, services and resources of the VCCS and the information they generate.
The VCCS has granted access to me as a necessary privilege in order to perform authorized job functions at the institution where I am currently employed. I will not knowingly permit use of my entrusted access control mechanism for any purposes other than those required to perform authorized employment functions. These include logon identification, password, workstation identification, user identification, digital certificates or 2-factor authentication mechanisms.

I will not disclose information concerning any access control mechanism unless properly authorized to do so by my employer. I will not use any access mechanism that the VCCS has not expressly assigned to me. I will treat all information maintained on the VCCS computer systems as strictly confidential and will not release information to any unauthorized person.

The penalties for unauthorized disclosure of data can be found in the Code of Virginia § 18.2 – 186.6 (https://law.lis.virginia.gov/vacode/title18.2/chapter6/section18.2-186.6/).

Computer software, databases, and electronic documents are protected by copyright law. A copyright is a work of authorship in a tangible medium. Copyright owners have the sole right to reproduce their work, prepare derivatives or adaptations of it, distribute it by sale, rent, license lease, or lending and/or to perform or display it. An employee must either have an express or implied license to use copyrighted material or data, or be able to prove fair use. Users of VCCS computers are responsible for understanding how copyright law applies to their electronic transactions. They may not violate the copyright protection of any information, software, or data with which they come into contact through the VCCS computing resources. Downloading or distributing copyrighted materials such as documents, movies, music, etc. without the permission of the rightful owner may be considered copyright infringement, which is illegal under federal and state copyright law. Use of the VCCS network resources to commit acts of copyright infringement may be subject to prosecution and disciplinary action.

The penalties for infringing copyright law can be found under the U.S. Copyright Act, 17 U.S.C. §§ 501-513 (http://www.copyright.gov/title17/92chap5.html) and in the US Copyright Office’s summary of the Digital Millennium Copyright Act (http://www.copyright.gov/legislation/dmca.pdf).

I agree to abide by all applicable state, federal, VCCS, and college policies, procedures and standards that relate to the Virginia Department of Human Resource Management Policy 1.75 – Use of Electronic Communications and Social Media, VCCS Information Security Standard and the VCCS Information Technology Acceptable Use Standard. These include, but are not limited to:

• Attempting to gain access to information owned by the VCCS or by its authorized users without the permission of the owners of that information
• Accessing, downloading, printing, or storing information with sexually explicit content as prohibited by law or policy
• Downloading or transmitting fraudulent, threatening, obscene, intimidating, defamatory, harassing, discriminatory, or otherwise unlawful messages or images
• Installing or downloading computer software, programs, or executable files contrary to policy
• Uploading or downloading copyrighted materials or proprietary agency information contrary to policy
• Sending e-mail using another’s identity, an assumed name, or anonymously
• Attempting to intercept or read messages not intended for them
• Intentionally developing or experimenting with malicious programs (viruses, worms, spy-ware, keystroke loggers, phishing software, Trojan horses, etc.) on any college–owned computer
• Knowingly propagating malicious programs
• Changing administrator rights on any college-owned computer, or the equivalent on non-Microsoft Windows based systems
• Using VCCS computing resources to support any commercial venture or for personal financial gain.

If I observe any incidents of non-compliance with the terms of this agreement, I am responsible for reporting them to the Information Security Officer and/or management of my Institution.

I understand that I must use only those computer resources that I have the authority to use. I must not provide false or misleading information to gain access to computing resources. The VCCS may regard these actions as criminal acts and may treat them accordingly. I must not use VCCS IT resources to gain unauthorized access to computing resources of other institutions, organizations, individuals, etc.

The System Office and colleges reserve the right (with or without cause) to monitor, access and disclose all data created, sent, received, processed, or stored on VCCS systems to ensure compliance with VCCS policies and federal, state, or local regulations. College or System Office officials will have the right to review and/or confiscate (as needed) any equipment (COV owned or personal) connected to a COV owned device or network.

I understand that it is my responsibility to read and abide by this agreement and to read and abide by the Virginia Department of Human Resource Management Policy 1.75 – Use of Electronic Communications and Social Media, even if I do not agree with them. If I have any questions about the VCCS Information Technology Acceptable Use Agreement or the Virginia Department of Human Resource Management Policy 1.75 – Use of Electronic Communications and Social Media, I understand that I need to contact my immediate supervisor, the local Human Resource Officer, or appropriate college official for clarification.

By acknowledging this agreement, I hereby certify that I understand the preceding terms and provisions and that I accept the responsibility of adhering to the same. I further acknowledge that should I violate this agreement, I will be subject to disciplinary action.