Information Technology Policies

To take full advantage of the technology resources available at Pacific Oaks College, students are required to have regular access to a computer that meets the minimum specifications. You can find the minimum specifications at https://www.pacificoaks.edu/student-resources/information-technology/technology-requirements/ 

A student who graduates from a TCSES affiliate is granted lifetime access to email. Access to all other electronic systems, including other Office 365 features and licensing for the Office Suite, is removed after graduation. Students will be notified that they will lose access to any files in One Drive upon graduation and will be given a 90-day grace period to back up any necessary files.  Information Technology will be unable to recover any lost files after the aforementioned grace period. 

For information regarding discounts on technology purchases or assistance with selecting a computer, please contact Help Desk at 800-747-8367 or 312-467-8600

Conditions of use of computing, learning & networking facilities

1. Pacific Oaks’ policy states that its computing, learning, and networking facilities are intended for teaching, learning, researching, and administration in support of Pacific Oaks’ mission.  It is the policy of Pacific Oaks that it’s computing, learning, and networking facilities are intended for use for teaching, learning, research and administration in support of the Pacific Oaks mission. Although recognizing the increasing importance of these facilities to the activities of staff and students, Pacific Oaks reserves the right to limit, restrict, or extend access to faculty and students.
2. Pacific Oaks reserves the right to limit permanently or restrict any user user’s usage of the computing, learning and from networking facilities. Reasons to limit or restrict may include the following: to copy, remove, or otherwise alter any information/data or system that may undermine the authorized use of the computing, learning and networking facilities; and to do so with or without notice to the user in order to protect the integrity of the computing, learning and networking facilities against unauthorized or improper use, and to protect authorized users from the effects of unauthorized or improper usage.
3. Everyone using the Pacific Oaks computing, learning, and networking facilities shall be responsible for the appropriate and reasonable use of the facilities provided as specified by the “Codes of Practice” of this policy, and shall observe conditions and times of usage as published by the custodian of the system.
4. It is the policy of Pacific Oaks that it’s computing, learning, and associated network facilities are not to be used for personal business, commercial, or non-Pacific-Oaks-related purposes without written authorization from Pacific Oaks. In any dispute as to whether work carried out in any of these areas is internal, the decision of the IT Director or the area Custodian shall be final.
5. Users will not knowingly record or process information/data that infringes any patent or breach any copyright.  Every user agrees to protect Pacific Oaks and its staff against all action of all claims and demands for infringement of patent and/or breach of copyright.
6. Pacific Oaks will endeavor to protect the confidentiality of information and material provided by the user.  In the event of disclosure, Pacific Oaks is not held liable and will instruct all computing personnel to protect the confidentiality of such information and material, but Pacific Oaks shall be under no liability in the event of any improper disclosure.
7. Pacific Oaks will endeavor to safeguard the possibility of loss of information within Pacific Oaks’ computing, learning and networking facilities and will not be liable to the user in the event of any such loss. The user must take all reasonable measures to further safeguard against any loss of information within Pacific Oaks’ computing, learning, and networking facilities.
8. If the loss of information/data within the system is shown to be due to negligence on the part of the computing or network personnel employed by Office of Information Technology (OIT), or because of any hardware or software failure which is beyond the user’s means to avoid or control, then OIT will endeavor to help restore the information and will not charge the user for computer time spent in such restoration.
9. The use of the computing, learning and networking facilities is permitted by Pacific Oaks on the condition that it will not involve the infringement of any patent or the breach of any copyright. Each user agrees to indemnify and keep indemnified Pacific Oaks and every member of its staff against all actions, claims, and demands for infringement of patent and or breach of copyright which may be brought or made against Pacific Oaks or any member of its staff arising from or in connection with the use of the computing and networking facilities.
10. Users of the computing, learning and networking facilities recognize that when they cease to be formally associated with Pacific Oaks (e.g. no longer an employee, enrolled student or visitor to Pacific Oaks), their information/data may be removed from Pacific Oaks computing, learning and networking facilities without notice. Users must remove their information/data or make arrangements for its retention prior to leaving Pacific Oaks if users wish to keep their information.
11. Pacific Oaks, through authorized individuals, reserves the right to periodically check and monitor the computing, learning and networking facilities.
12. Pacific Oaks disclaims responsibility and will not be responsible for loss or disclosure of user information or interference with user information resulting from its efforts to maintain the privacy, security, and integrity of the computing, learning, and networking facilities and information.
13. Pacific Oaks reserves the right to take emergency action to safeguard the integrity and security of the computing, learning and networking facilities. This includes but is not limited to the termination of a program, job, or on-line session, or the temporary alteration of user account names and passwords. Emergency action does not waive the rights of Pacific Oaks to take additional actions, up to and including disciplinary actions, under this policy.
14. Users of the computing, learning and networking facilities are subject to applicable laws and Pacific Oaks policies and procedures. Pacific Oaks disclaims any responsibility and/ or warranties for information and materials residing on non-Pacific Oaks computer systems or available over publicly accessible networks, except where such responsibility is formally expressed. Such materials do not necessarily reflect the attitudes, opinions, or values of Pacific Oaks, its’ staff, or students.
15. External work or use of the computing, learning and networking facilities shall not be undertaken which would prevent Pacific Oaks users from having their usual access to the facilities.

Violation of these conditions may result in appropriate disciplinary action, including but not limited to termination or expulsion.

Appropriate and Responsible Use

Appropriate and responsible use of the Pacific Oaks’ computing, learning, and networking facilities is defined as use that is consistent with the teaching, learning, research, and administrative objectives of Pacific Oaks and with the specific objectives of the project or task for which such use was authorized. All uses inconsistent with these objectives are considered to be inappropriate use.

Responsibilities

Users of the Pacific Oaks computing, learning and networking facilities accept the following specific responsibilities:

1. Security:
   1. To safeguard their data, personal information, passwords and authorization codes, and confidential data;
   2. To take full advantage of file security mechanisms built into the computing and learning systems;
   3. To choose their passwords wisely and to change them frequently (see Guidelines on Passwords);
   4. To follow the security policies and procedures established to control access to and the use of administrative data
2. Confidentiality:
   1. To respect the privacy of other users; for example, not to intentionally seek information on, obtain copies of, or modify files, tapes, or passwords belonging to other users or Pacific Oaks;
   2. Not to represent others, unless written authorization is provided explicitly by those users;
   3. Not to divulge sensitive personal data to others to which they have access concerning staff or students without explicit written authorization.
   4. To respect the rights of other users; for example, to comply with all Pacific Oaks policies regarding sexual, racial, and other forms of harassment. Pacific Oaks is committed to being a racially, ethnically, and religiously heterogeneous community.
   5. To respect legal protection provided by copyright and licensing of programs and data; for example, not to make copies of a licensed computer program to avoid paying additional license fees or to share with other users.
   6. To respect the intended usage of resources; for example, to use only the account name and password, funds, transactions, data, and processes assigned by service providers, unit heads, or project directors for the purposes specified, and not to access or use other account names and passwords, funds, transactions, data, or processes unless explicitly authorized to do so by the appropriate authority.
   7. To respect the intended usage of systems for electronic exchange (such as email, Usenet News, World Wide Web, etc.); for example, not to send forged electronic mail, mail that will intimidate or harass other users, chain messages that can interfere with the efficiency of the system, or promotional mail for profit-making purposes. Also, not to break into another user’s electronic mailbox or read someone else’s electronic mail without their permission.
   8. To respect the integrity of the computing, learning and networking facilities; for example, not to intentionally develop or use programs, transactions, data, or processes that harass other users or infiltrate the system or damage or alter the software or data components of a system. Alterations to any system or network software or data component are to be made only under specific instructions from authorized academic staff, unit heads, project directors, or management staff.
   9. To respect the financial structure of the computing, learning and networking facilities; for example, not to intentionally develop or use any unauthorized mechanisms to alter or avoid charges levied by Pacific Oaks for computing, learning, network, and data processing services.
   10. To adhere to all general Pacific Oaks policies and procedures including, but not limited to, policies on proper use of information resources and computing, learning and networking facilities; the acquisition, use, and disposal of College-owned computer equipment; use of telecommunications equipment; legal use of software; and legal use of administrative data.
   11. To report any information concerning instances in which Pacific Oaks OIT Security Policy or any of its standards and codes of practice has been or is being violated to the OIT Help Desk which will redirect the incident to the appropriate person(s) for action.

Code of Practice for Specific Activities

The following apply to specific activities:

1. Illegal Activity:
   In general, it is inappropriate use to store and/ or give access to information on Pacific Oaks computing, learning and networking facilities that could result in legal action against Pacific Oaks.
2. Objectionable Material:
   Pacific Oaks’ computing, learning and networking facilities must not be used for the transmission, obtaining possession, demonstration, and advertisement or requesting the transmission of objectionable material, namely:
   1. Offensive pornography of any kind or form, especially child pornography; or
   2. Material that promotes crime or violence, or incites or instructs in matters of crime or violence; or
   3. Material that describes or depicts material in a manner that is likely to be offensive to others.
3. Restricted Material:
   Pacific Oaks’ computing, learning and networking facilities must not be used to transmit or make available restricted material to a minor.
4. Restricted Software and Hardware:
   Users should not knowingly possess, give to another person, install on any of the computing, learning and networking facilities, or run programs or other information which could result in the violation of any Pacific Oaks policy or the violation of any applicable license or contract. This is directed towards but not limited to software known as viruses, Trojan horses, worms, password breakers, and packet observers/ sniffers and includes hardware/software taken for personal use. Authorization to possess and use Trojan horses, worms, viruses and password breakers for legitimate research or diagnostic purposes must be obtained from the IT Director.
5. The unauthorized physical connection of monitoring devices to the computing, learning and networking facilities which could result in the violation of Pacific Oaks’ policy or applicable licenses or contracts is considered inappropriate use. This includes but is not limited to the attachment of any electronic device to the computing, learning and networking facilities for the purpose of monitoring data, packets, signals or other information. Authorization to possess and use such hardware for legitimate diagnostic purposes must be obtained from the Chief Information Officer.
6. Copying and Copyrights:
   1. Users of the computing, learning and networking facilities must abide by the Pacific Oaks Copyright Policy, which covers copyright issues pertaining to Pacific Oaks’ faculty, staff and students as well as commissioned works of non-employees.
   2. Respect for intellectual labor and creativity is essential to academic discourse. This tenet applies to works of all authors and publishers in all media. It includes respect for the right to acknowledgment and right to determine the form, manner, and terms of publication and distribution. If copyright exists, as in most situations, it includes the right to determine whether the work may be reproduced at all. Because electronic information is volatile and easily reproduced or altered, respect for the work and personal expression of others is especially critical in computing, learning and networking environments. Viewing, listening to or using another person’s information without authorization is inappropriate use of the facilities. Standards of practice apply even when this information is left unprotected.
   3. Most software that resides on the computing, learning and networking facilities is licensed to Pacific Oaks and is protected by copyright privileges, licensing restrictions or contractual agreements. Users are required to abide by the terms and conditions of software use and redistribution licenses. Such restrictions may include prohibitions against copying programs or data for use on the computing and networking facilities or for distribution outside of Pacific Oaks including but not limited to the resale of data or programs, the use for non-educational purposes or for financial gain; and against public disclosure of information about programs (e.g., source code) without the proper authorization. Pacific Oaks’ employees who develop new packages that include components subject to use, copying, or redistribution restrictions have the responsibility to make any such restrictions known to the users of those packages.
   4. With a greater emphasis on computer-based assignments, students need to be especially cognizant of the appropriate use of computing, learning and networking facilities.
7. Computer Harassment:
   Pacific Oaks policy prohibits sexual and discriminatory harassment. Pacific Oaks’ computing, learning and networking facilities are not to be used to libel, slander, or harass any other person. The following constitute examples of Computer Harassment:
   1. Intentionally using the computer to annoy, harass, terrify, intimidate, threaten, offend or bother another individual(s) by conveying obscene language, pictures, or other materials or threats of bodily harm to the recipient or the recipient’s immediate family.
   2. Intentionally using the computer to contact another person repeatedly with the intent to annoy, harass, or bother, whether or not any actual message is communicated, and/or where no purpose of legitimate communication exists, and where the recipient has expressed a desire for the communication to cease.
   3. Intentionally using the computer to contact another person repeatedly regarding a matter for which one does not have a legal right to communicate, once the recipient has provided reasonable notice that such communication should cease.
   4. Intentionally using the computer to disrupt or damage the academic, research, administrative, or related pursuits of another.
   5. Intentionally using the computer to invade the privacy, academic or otherwise, of another or the threatened invasion of the privacy of another.
   6. The display of offensive material in any publicly accessible area violates Pacific Oaks’ harassment policy. There are materials available on the Internet and elsewhere that some members of the Pacific Oaks community will find offensive. One example is sexually explicit graphics. Pacific Oaks cannot restrict the availability of such material, but it considers its display in a publicly accessible area to be inappropriate. Public display includes, but is not limited to, publicly accessible computer screens and printers.
8. Resource Degradation:
   1. Users shall not perform any act that will impair the operation of any part of the network facilities or deny access to other users.  It is inappropriate use to deliberately perform any act which will impair the operation of any part of the computing, learning and networking facilities, or deny access by legitimate users to any part of them. This includes but is not limited to wasting resources, tampering with components or reducing the operational readiness of the facilities.
   2. Users shall not degrade the use of the networking facilities’ resources.  The willful degradation of computing, learning and networking resources is inappropriate use. Degradation includes but is not limited to passing chain letters, willful generation of large volumes of unnecessary printed output or disk space, willful creation of unnecessary multiple jobs or processes, or willful creation of heavy network traffic. In particular, the practice of willfully using Pacific Oaks’ computing, learning and networking facilities for the establishment of frivolous and unnecessary chains of communication connections is an inappropriate waste of resources.
   3. The sending of random mailings (“junk mail”) is discouraged but generally permitted in so far as such activities that do not violate the other guidelines set out in this document. It is poor etiquette at best, and harassment at worst, to deliberately send unwanted mail messages to strangers. Recipients who find such junk mail objectionable should contact the sender of the mail, and request to be removed from the mailing list. If the junk mail continues, the recipient should contact the PO Help Desk.
9. Game Playing:
   Limited recreational game playing, that is not part of an authorized and assigned research or instructional activity, is tolerated. Pacific Oaks’ computing, learning and network services are not to be used for extensive or competitive recreational game playing. Recreational game players occupying a seat in a public computing facility must give up the seat for others who need to use it for academic or research purposes.
10. Commercial Use:
    Users are not to use Pacific Oaks’ network facilities for the following:
    1. Commercial gain or placing a third party in a position of commercial advantage.
    2. Any non-Pacific Oaks related activity, including non- Pacific Oaks related communications.
    3. Commercial advertising or sponsorship except where it is clearly related to or supportive of the mission of Pacific Oaks or the service being provided.
       
       This paragraph is not intended to restrict free speech or to restrict Pacific Oaks from setting up Information Servers or other services specifically designated for the purpose of fostering an “electronic community” with the wider community Pacific Oaks serves.
11. Use for Personal Business:
    Pacific Oaks’ computing, learning and network facilities may not be used in connection with compensated outside work nor for the benefit of organizations not related to Pacific Oaks, except in connection with scholarly pursuits (such as academic publishing activities) or in a purely incidental way. This and any other incidental use (such as electronic communications or storing data on single- user machines) must not interfere with other users’ access to resources (computer cycles, network bandwidth, disk space, printers, etc.) and must not be excessive.
12. Additional Guidelines at Local Sites:
    Pacific Oaks computing, learning and network facilities are composed of several “sites.” Each site may have local rules and regulations, which govern the use of computing, learning and network facilities. Users are expected to cooperate with and comply with College and local site policies. Site policies may be more restrictive than College policy. It is the intention that the Pacific Oaks OIT Security Policy represents a minimum standard. Local administrators may impose more restrictive policies, which become their responsibility to administer.
13. Connection to the Campus-Wide Data Network: To maintain the integrity of the Pacific Oaks computing, learning and network facilities, connections to the campus network are made only by specialized personnel under the direction of the OIT network staff. Users are encouraged to attach appropriate equipment only at existing user-connection points of labs. All requests for additional Network connections or for the relocation of a connection should be directed to the OIT help desk for review and disposition.
14. Use of Desktop Systems:
    Users are responsible for the security and integrity of the Pacific Oaks’ information/data stored on their personal desktop system. This responsibility includes making regular disk backups; controlling physical and network access to the machine, following installation parameters for updating, and implementing virus protection software and/or security updates for the desktop operating system upon availability. Users should avoid storing passwords or other information that can be used to gain access to other campus computing resources. Users should not store Pacific Oaks passwords or any other confidential data or information on their laptops or home PCs or USB sticks, external hard drives, DVDs or CDs. All such information should be secured after any remote connection to the Pacific Oaks network is completed.
15. Use of External Services:
    Networks and telecommunications services and administrative systems and services to which Pacific Oaks maintains connections (e.g. Canvas) have established acceptable use standards. It is the user’s responsibility to adhere to the standards of such networks. Pacific Oaks cannot and will not extend any protection to users should they violate the policies of an external network.
16. Printouts:
    Users are responsible for the security and privacy of hard-copy versions of Pacific Oaks information, data, and reports.

Violating the Code of Practice is grounds for discipline, including but not limited to, termination and/or expulsion.

User Indemnity

Users agree to indemnify Pacific Oaks for any loss or damage arising out of improper or misuse of equipment, computer, or work system during normal usage.

Electronic devices policy

Cellular phones, pagers, and other electronic devices shall not be used in a manner that causes disruption in the classroom, library, or within any Pacific Oaks owned or operated facility. (Use of devise must be for academic or emergency purposes only.) Abuse of cellular devices with photographic capabilities, use of devices for purposes of photographing test questions, or other notes and materials is prohibited. Photographing individuals in secured areas such as bathrooms, locker rooms, or other areas where there is a reasonable expectation of privacy, and/or taking photographs of individuals against their will is strictly prohibited. Electronic transmission of photographs of any person without their consent is strictly prohibited.

Limited Warranty

Pacific Oaks College and Children’s School assumes no responsibility and provides no warranty against the non-delivery or loss of any files, messages or data.  Pacific Oaks does not accept any liability for consequential loss in the event of improper use of Pacific Oaks equipment, computer, or work-related system or any other circumstances. In the event of data or message loss, the first recourse should be to attempt to retrieve data from daily, weekly, or monthly backups. If the resolution is financial in nature it should be referred to either the President or Vice President for Administration for approval and/or disposition.

Password Construction

To mitigate the possibility of someone cracking your password OIT recommends that you follow the guidelines listed below when choosing and constructing your password:

1. They must contain characters from three of the following four categories:
   • English uppercase characters (A through Z).
   • English lowercase characters (A through Z).
   • Base-10 digits (0 through 9).
   • Non-alphanumeric (for example, !, $, #, %), extended ASCII, symbolic, or linguistic characters. 
2. A password must be at least 8 characters long.
3. NEVER make your password a name or something familiar, like your pet, your children, or partner. Favorite authors and foods are easily guessed.
4. NEVER, under any circumstances, should your password be the same as your username or your real name.
5. Avoid using words that can be associated with you.
6. Avoid have a password consisting of a word from a dictionary. Most basic cracking programs contain over 80000 words, and plenty of variations.
7. The current password policy requires that your password is a mix of numbers and mixed case letters. Simple substitutions like a ‘1’ for an ‘I’, and ‘0’ for an ‘O’ are easily guessed. Add a ‘%’ or’$’ to the middle of the password.
8. Choose something you can remember, that can be typed quickly and accurately and includes characters other than lowercase letters.

Guidelines on Password Management

1. Passwords should be memorized and not written down.
2. Passwords belong to the individuals and must not be shared with others.
3. Passwords are required to be changed every 120 days, or immediately if compromised.
4. Passwords must be at least 8 characters long.
5. Passwords may not contain all or part of the user’s account name.
6. Creating a “pass phrase” is one way that helps users to memorize a complex password. Substituting numeric or special characters helps to meet the complexity requirement.
7. An example of a valid and secure pass phrase might be Tqbf^0t1D, which is based on the old typing practice sentence “The Quick Brown Fox Jumped Over the Lazy Dog!”
8. Using lines from a childhood verse, Yankee Doodle went to town becomes Ydw2~tw
9. A food disliked during childhood becomes “r1c&ra1P” for rice and raisin putting

Password Administration

The Office of Information Technology regularly schedules tests to validate password domain policies to verify the policy is adhered to and maintained by the primary network domain server.

1. When applicable it is recommended that new or changed passwords be issued in person and in writing and only to the identified user.
2. When a password is issued electronically encryption policies should be adhered to.

Standards and Guidelines for Desktop/Laptop Computers Hardware Security

Secure Desktop/Laptops in public areas. Equipment located in publicly accessible areas or rooms that cannot be locked should be fastened down by a cable lock system or enclosed in a lockable computer equipment unit or case.

Secure hard disks. External hard disks should be secured against access, tampering, or removal. Locate computers away from environmental hazards.

Data and Software Availability

1. Back up and store important records and programs regularly.
2. Check data and software integrity.

Software

Software is protected by copyright law. Unauthorized copying is a violation of Pacific Oaks copyright policy. Anyone users should understand and comply with the license requirements of the software. Pacific Oaks is subject to random license audits by software vendors.

Viruses

Computer viruses are self-propagating programs that infect other programs. Viruses and worms may destroy programs and data as well as using the computer’s memory and processing power. Viruses, worms, and Trojan horses are of particular concern in networked and shared resource environments because the possible damage they can cause is greatly increased. Some of these cause damage by exploiting holes in system software. Fixes to infected software should be made as soon as a problem is found.

Users should make an effort to decrease the risk of viruses and limit their spread by doing the following:

1. Periodically run anti-virus software scans on your system to include “all files.” Check all software before installation.
2. Use software tools to detect and remove viruses. Pacific Oaks College and Children’s School uses Sophos virus protection application for all student and staff desktops and laptops.
3. Isolate infected files and/or applications immediately to prevent extended contamination.

Student Email Accounts

Pacific Oaks student mail website - The web-based e-mail system provides all students with a universal and cross functional operating system with accessible electronic mail to facilitate an efficient medium of active communication. The school uses the Pacific Oaks issued email accounts for all official student correspondence by faculty, staff and students.

Students will be held responsible for any and all email content sent to their email address. Students can access their college email account by logging into the Student Gateway.

Pacific Oaks email offers several advantages:

• Enhanced security and reliability for electronic mail correspondence.
• Access to e-mail anywhere a supported browser has access to the Internet (work, home, internet kiosk, etc.)
• SPAM filtering and tagging.

The system requires that students log into their accounts at least once every ninety (90) calendar days. After ninety (90) calendar days of email account inactivity, the Pacific Oaks email system will begin automatically deleting any emails that are older than ninety (90) calendar days. It is imperative that all students check their Pacific Oaks email accounts to prevent any automated email deletions.

It is every student’s responsibility to frequently monitor correspondence to their Pacific Oaks email account.

Multi-factor Authentication (MFA) 

Multi-factor authentication (MFA) is enabled for all accounts, (MFA) adds a layer of protection to the sign-in process. When accessing accounts or apps, users will be required to provide additional identity verification through their phone or other approved device.

Appropriate and reasonable use of electronic mail

Electronic mail and communications facilities provided by Pacific Oaks are intended for teaching, research, outreach and administrative purposes. Their use is governed by Pacific Oaks rules and policies, applicable laws, and acceptable use policy of the provider.

Electronic mail may be used for personal communications within reasonable and appropriate limits. Users should explicitly recognize their responsibility for the content, dissemination and management of the messages they send. Responsibilities include that their messages:

1. Do not contain information that is harmful to Pacific Oaks or it’s community;
2. Are courteous and polite;
3. Are consistent with Pacific Oaks policies;
4. Protect others’ right to privacy and confidentiality;
5. Do not contain obscene, offensive or slanderous material;
6. Are not used for purposes that conflict with Pacific Oaks’ interests;
7. Contain an accurate, appropriate and informative signature;
8. Do not unnecessarily or frivolously overload the email system (e.g. spamming and junk mail is not allowed);
9. Are not for commercial purposes unless authorized by Pacific Oaks.

If users are absent for long periods of time, they should set up a forwarding address or vacation message.

Electronic mail containing a formal approval, authorization, delegation or handing over of responsibility should be copied to paper and filed appropriately for purposes of evidence and accountability.

Users must ensure that personal information in the custody of Pacific Oaks is protected in accordance with the Pacific Oaks’ Intellectual Property Policy.

Confidentiality and Security

It is important to first note that any electronic mail is inherently NOT SECURE.

1. As Pacific Oaks networks and computers are the property of the Pacific Oaks College and Children’s School, Pacific Oaks retains the right to allow authorized personnel to monitor and examine the information/data stored within.
2. It is recommended that users must follow security guidelines, policies, and encryption protocols when sending personal or confidential material electronically.
3. Users must ensure the integrity of their password and abide by Pacific Oaks policy on password security.
4. Encryption protocols should be used when sending sensitive or confidential material electronically.
5. Confidential information should be redirected or shared with others only where there is a need and with the permission of the originator, when and where possible.
6. Electronic mail messages can be forged in the same way as faxes and memoranda. If a message is suspect, users should verify its authenticity via telephone or fax.

Computer Labs

Pacific Oaks College provides access for students to the Pacific Oaks Network for academic, research, or study purposes only. The Network is a valuable but limited resource, which must be shared with others.

Computer labs are provided for Pacific Oaks College students only.  Students must carry a Photo ID at all times while using the labs.  OIT Help Desk staff has the right to deny access to the Labs to anyone without proper identification.  It is the student’s responsibility to use the facilities in an efficient, ethical, legal, and responsible manner, in accordance with the Conditions of Use of Computing, Learning and Network Facilities and Appropriate Behavior Policy specified below. Grossly improper behavior may be Grounds for termination of your access or Subject to other penalties and/or restrictions, which could include disciplinary actions.

Users must observe the following laboratory etiquette while in the computer labs:

Laboratory Etiquette

The computer labs are a common shared resource for Pacific Oaks students only. Pacific Oaks has the right to deny access to anyone without appropriate identification. To ensure a reasonable working environment, we ask that users of the computer labs observe a few simple rules of common courtesy.

Users must observe the following laboratory etiquette while in the computer labs:

1. No food, drink, or cigarettes are to be consumed in the labs.
2. Avoid excessive noise and/or loud or obscene language. 
3. Turn off or set to silent or vibrate all cell phones and/or pagers.  Cell phone conversations should be taken outside the labs.
4. Do not play loud music either on a website or on your iPod. Please use headphones.
5. Cell phone conversations should be conducted outside the labs.
6. The number of workstations is limited. Please limit your sessions to 30 minutes.
7. Please be courteous to staff and fellow users.
8. Avoid excessive use of the computer lab printer. Always print double-sided whenever possible.
9. Computer game playing either from the computer or Internet is prohibited unless written authorization is granted by your instructor.
10. You are required to comply with any instruction by a Pacific Oaks staff member or Lab Assistant.
11. Be sure to back up important data onto disks or a portable drive. Always have more than one copy of your data.

Computer Networks

Networked computers may require more stringent security than stand-alone computers because they are connected to the Pacific Oaks College and Children’s School primary computer network.

While the Office of Information Technology is directly accountable for setting up and maintaining appropriate security procedures on the network, each individual is responsible for operating their own computer with ethical regard for others in the shared environment.

The following considerations and procedures must be emphasized in a network environment:

1. Check all files downloaded from the Internet. Avoid downloading shareware files.
2. With the support of the Office of Information Technology, software should be thoroughly tested before it is installed to ensure that it does not contain a virus/worm that could have serious consequences for other personal computers and servers on the Pacific Oaks College and Children’s School network(s).
3. Choose passwords with great care to prevent unauthorized use of files on networks or other personal computers and change them frequently.
4. Always BACK-UP your important files to your assigned network account.
5. Use (where appropriate) encrypting/decrypting and authentication services to send confidential information over a Pacific Oaks network.
6. Never store Pacific Oaks passwords or any other confidential data or information on your laptop or home PC or sticks, external hard drives, DVDs, or CDs. All such information should be secured after any dialup or remote connection to the Pacific Oaks network.

Student Laboratory and Network Code of Practice

The Pacific Oaks College and Children’s School provides access for students to the Pacific Oaks Network for academic, research or study purposes only. The Network is a valuable but limited resource, which must be shared with others. It is the student’s responsibility to use the facilities in an efficient, ethical, legal and responsible manner, in accordance with the “Code of Practice in the Use of Computing, Learning and Network Facilities,” “Appropriate and Reasonable Use of Electronic Mail,” and the Appropriate Behavior Policy specified below. Grossly improper behavior may be grounds for termination of your access or subject to other penalties and/or restrictions, which could include disciplinary actions.

Computing Labs are provided for Pacific Oaks College students only. Students must carry their student ID at all times while using the labs. OIT Help Desk staff has the right to deny access to the Labs to anyone without proper identification.

Appropriate Behavior

Students who access the Pacific Oaks Network and the Internet are expected to comply with guidelines based on the use of good manners and common sense. Each student is required to:

1. Always acknowledge electronic mail.
2. Limit your email to a single screen of text where possible.
3. Do not send large files as email attachments.
4. Do not use offensive language.
5. Be polite to other users of the Internet.
6. Respect others’ right to privacy.
7. Comply with the Conditions of Use of Computing, Learning and Network Facilities policy.

Cyber-Bullying Policy

Pacific Oaks College is committed to providing a positive learning environment for all of its students. Harassment, intimidation, the intentional annoyance of others, or any other cyber-bulling particularly when using Pacific Oaks College computing resources is strictly prohibited.

What is Cyber-Bullying?

Cyber-bullying involves the use of any electronic communication device or technology (i.e. cellular phones) to support or carry out deliberate, repeated, and hostile behavior by an individual or group that is intended to harm others. Examples of cyber-bullying include, but are not limited to:

• Text message bullying involves the sending of unwelcome texts that are threatening or may cause unnecessary discomfort.

Phone call bullying via mobile phones involves stealing someone’s phone and then using it to harass others, either by making silent calls, leaving abusive messages, or disguising their numbers by using someone else’s phone to avoid identification.

• Email bullying involves using e-mails to send bullying or threatening messages. This may be done using someone else’s number or a pseudonym for anonymity.
• Picture/video clip bullying via phone cameras involves the use of pictures or video clips to make an individual feel threatened or embarrassed. “Happy Slapping” involves filming and sharing physical attacks.
• Chat room bullying may involve sending menacing or upsetting responses to people when they are in a web based chat room.
• Bullying through instant messaging: an internet-based form of bullying in which individuals are sent unpleasant messages as they conduct real time conversations online.
• Bullying through blogs involves the use of defamatory statements on blogs of a website.

Reduce the Risk of Cyber-Bullying?

Students are expected to comply with the following when using Pacific Oaks College computing resources:

• Limit communications through the internet and email to content related to learning.
• Keep passwords confidential and change them when prompted or when known by another user.
• Log off at the end of each session to ensure that no one else can use their account.
• Promptly report if they suspect they have received a computer virus or spam (i.e. unsolicited email) or if they receive a message that is inappropriate or makes them feel uncomfortable. Keep personal information including names, addresses, photographs, credit cards and telephone numbers of themselves and/or others private.
• Avoid using the electronic identity of another person to send messages to others or for any other purposes.
• Do not take photos or videos of other members of the College community without their consent.
• Do not send emails or other messages that:
  • Were sent to you in confidence
  • Contain a computer virus or attachment that is capable of damaging a recipients’ computer
  • Is a chain letter
  • Include hoax emails
  • Contain unlawful or unacceptable material or remarks, including offensive, abusive or discriminatory comments
  • Include sexually explicit or sexually suggestive material or correspondence
  • Include false or defamatory information about a person or organization
  • Include the College name or logo without the written permission of the Office of the President

Students must not send threatening, bullying or harassing material.

Procedure in the Event of Cyber-Bullying

Any threat of violence, instance of cyber-bullying or electronic harassment must be reported to a senior staff member at the College. A prompt investigation will be initiated by the Dean of Students office (for instances involving students) or the Human Resources Department (for instances involving Pacific Oaks Employees. The investigation will follow Grievance Procedures outlined in the Catalog.

* After the investigation is conducted, students or employees found to have engaged in cyber-bullying will be disciplined in accordance with the applicable student handbook or employee manual.