The following policies are an extract from the Employees Handbook 2018
The IT Department maintains an AIIAS Web site at http://ithelp.aiias.edu. Employees can find information and support there for the IT product and services offered by the department. In addition to this, employees can get IT support contacting the IT Help Desk, calling #123, emailing it@aiias.edu or visiting the office during working hours. IT policies are also recorded on the IT Web page.
"Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, the right to privacy, and the right to determine the form, manner, and terms of publication and distribution. Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community." The EDUCOM Code, 1987 http://www.educause.edu/
¶ Background and purpose
AIIAS educates its students for generous service to the church and society in keeping with a faithful witness of Christ and to the worldwide mission of the Seventh-day Adventist Church. AIIAS recognizes Information Technology as a tool to assist faculty and students in reaching a higher standard of excellence. As such, it should be used to glorify God.
Connecting to and using the AIIAS network is a privilege, not a right. There are rules and regulations guiding the use of the network. Everyone is expected to abide by them so as not to bring reproach to anyone. Individual departments (Computer Lab, Library, IMRC, AA, etc.) may develop specific additional policies for IT usage, as long as they do not contradict this policy.
- Authorized use: AIIAS owns and operates computing and network resources as a Christian educational institution. Authorized use of its facilities should be consistent with the educational, research and service mission of AIIAS, as well as with AIIAS policy.
- Authorized users: Authorized users are (a) current faculty, staff and students of AIIAS, and (b) others whose access furthers the mission of AIIAS and whose usage does not interfere with other authorized users' access to resources.
- Types of Accounts
a. Institutional Email account: AIIAS computing accounts with the name of a function are assigned to AIIAS personnel holding a position other than Faculty. Correspondence using this account is considered the property of AIIAS and should be used for all job-related communications, saved and backed up regularly and preserved even if they should leave AIIAS,
b. Personal Email account: All faculty, staff and students receive AIIAS computing accounts with the general form of [surname][givenNameInitial], which provide access to the resources in the campus-wide academic computing realm. This account will be considered their personal property.
c. Courtesy account: Full-time faculty and staff may request a courtesy account for their dependents (children and/or spouse) with the general form of [surname][givenNameInitial].
d. Those receiving an email account must sign a user agreement before use. This will include guidelines, ethical responsibilities, and user responsibilities.
- Email Account Expiration
a. Dependents’ accounts will be terminated whenever any of the following conditions are met:
I. the dependent leaves campus,
II. the faculty or staff no longer is employed at AIIAS, or
III. the faculty or staff requests that the courtesy account be terminated.
b. When an authorized user changes status (e.g., terminates employment, graduates, retires, changes positions or responsibilities within AIIAS, etc.), the unit responsible for initiating that change in status must coordinate with the user to ensure that access authorization to all AIIAS resources is appropriate. An individual may not use facilities, accounts, access codes, privileges, or information for which he/she is not authorized.
c. Students' email accounts shall be terminated after two consecutive terms where the student has not registered.
d. Former faculty, staff and student email accounts may remain active if requested and as long as it is used and they update their personal information on a yearly basis.
The following guidelines currently exist at AIIAS and empower all members of AIIAS community to be productive members of that community. It must be understood that privileges are conditioned upon acceptance of the accompanying responsibilities within the guidelines of the AIIAS Network Usage Policy.
- Email User: All faculty, staff and students are expected to monitor their email accounts regularly. Any message delivered to the email account has the same validity as a message delivered by other means. Individuals may choose to forward their email from AIIAS to another email provider. In this case, AIIAS cannot be responsible for messages not successfully forwarded.
- Use of Intellectual Property: Authorized users should always use intellectual property in accordance with the high ethical standards of the AIIAS community. Academic dishonesty or misappropriation of someone else’s work is a violation of those standards.
Intellectual Property shall be deemed to refer to patentable materials, copyrighted materials, trademarks, software, and trade secrets, whether or not formal protection is sought.
The patentable materials and copyrighted materials shall be deemed to refer to items other than software which reasonably appear to qualify for protection under the patent laws and copyright laws of the Philippines or other protective statutes, whether or not patentable there under.
Trademarks shall include all trademarks, service marks, trade names, seals, symbols, designs, slogans, or logotypes developed by or associated with AIIAS.
Trade Secrets means information including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which:
a. derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and
b. is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
Software shall include one or more computer programs existing in any form, or any associated operational procedures, manuals or other documentation, whether or not protectable or protected by patent or copyright. The term “computer program” shall mean a set of instructions, statements, or related data that, in actual or modified form, is capable of causing a computer or computer system to perform specified functions.
Just as each member of the AIIAS community enjoys certain privileges, so too is each member of the community responsible for his or her actions. In order to act responsibly, users must seek to be knowledgeable about information and the technology used to process, store, and transmit it.
- Responsible use of resources: Widely accepted etiquette for the Internet and web should be observed (see AIIAS Communication Guidelines).
- Information transmitted over the network or made available to others (e.g. through email, Web pages or bulletin boards) should be representative of a Christian institution. For example, materials -- text or graphics -- should not contain: materials characterized by profanity or obscene language; defamation of any individual or group; materials promoting hatred of cultural, ethnic, or religious groups; advocacy of lifestyles contrary to AIIAS policy; pornography and other sexually-oriented material. Illegal materials such as child pornography should not be accessed by or stored on any computer while connected with AIIAS, whether private or AIIAS owned.
- Individual responsibilities: Computer users must ensure that their work does not interfere with others or waste computer resources. AIIAS reserves the right to monitor and block unnecessary traffic as deemed appropriate.
- The campus network and computers will only be used to view or propagate information that supports the vision, mission, and values of AIIAS. AdCom has the authority to require that any material that is deemed inappropriate be removed, or to delegate this authority to whomever they should appoint.
- Examples of activities that would not support the vision, mission, and values of AIIAS are:
a. Engaging in any activity that is prohibited by law (slander, hate literature, child pornography, illicit drug literature, obscene material, harassment, copyright infringements, etc.)
b. Participating in gambling activities.
c. Viewing, reading or transmitting any material that is sexually explicit or graphic in nature.
d. Viewing, reading or transmitting any material that tends to deprive any person of their rights, or exposes any person to hatred or to affront their human dignity.
e. Participating in role-playing games that have occult themes.
Computer users will not introduce worms or virus programs into the AIIAS computer systems.
All members of the campus community have the right not to be harassed by computer or network usage by others. No member of the community may, under any circumstances, use AIIAS computers or networks to harass any other person.
Users are responsible for the security of data on their personal computers. Where sensitive information is stored on a personal computer, access to internal storage should be limited by a password. Centralized backup may be implemented for some institutional computers; for all other machines, the user should carry out regular backups onto removable disks or tapes. Storage media containing sensitive information (backup or otherwise) should be kept in a locked space. A personal computer connected to sensitive information (local or through the network) should not be left unattended. AIIAS cannot guarantee the confidentiality or privacy of electronic mail messages and other documents stored on AIIAS computers, and AIIAS makes no promises regarding their security. Such messages should be written with this in mind. The ease of saving, forwarding, and printing electronic mail messages and documents makes them more akin to formal letters and memoranda than to verbal communications.
- Physical Security: Every effort should be made to preserve the physical security of personal computers. For example, a physical locking device and locking access doors (where applicable) should be maintained. AIIAS computers assigned to specific physical locations should not be removed without permission from IT. Portable computers should be under personal supervision, in a locked space, or secured with a locking device at all times – especially when traveling.
- Use of personally managed systems: Personally managed systems are not limited to computers physically located on the campus, but include any type of device that can be used to access AIIAS computing and networking resources from any location.
Authorized users have a responsibility to ensure the security and integrity of system(s) accessing other computing and network resources of AIIAS, whether a student, employee, or other authorized user. AIIAS information electronically stored therein must be protected.
Appropriate precautions for personally owned or managed systems include performing regular backups, controlling physical and network access, using virus protection software, and keeping any software installed (especially anti-virus and operating system software) up to date with respect to security patches.
By connection to campus network the user agrees to allow the IT department to scan their system for vulnerabilities and hardware/software information and to take appropriate actions based on the results of the scanning to ensure the security of AIIAS network.
AIIAS reserves the right to approve or deny connection and/or installation of any appliance/s or external internet services that may compromise the security, the reliability, quality and safety of the AIIAS network.
- Access to facilities and information
a. Sharing of access: Computer accounts, passwords, and other types of authorization are assigned to individual users and must not be shared with others. Computer users may log in only to their own computer accounts. Accounts and passwords may not, under any circumstances, be shared with, or used by, persons other than those to whom they have been assigned by AIIAS. Passwords should be changed regularly.
Personal user files—whether stored on disk or backup tape—are considered private and will not be scanned or read by computer services staff except as specifically authorized in section 5. If System Managers discover private information as an incidental result of performing their duties, they are obligated to keep this information confidential. However, such information, if evidence of policy violations, will be made available to administration and may be used in disciplinary proceedings.
Office computers designated by AIIAS administration for use by one individual or department are not to be shared with other individuals or departments. If there is need for equipment reassignment, this should be done through the director of IT.
b. Permitting unauthorized access: Authorized users may not run or otherwise configure software or hardware to intentionally allow access by unauthorized users.
c. Use of privileged access: Access to information should be provided within the context of an authorized user’s official capacity with AIIAS. Authorized users have a responsibility to ensure the appropriate level of protection over that information.
- Attempts to circumvent security: Users are prohibited from attempting to circumvent or subvert any system’s security measures. This section does not prohibit use of security tools by personnel authorized by IT.
- Use of licensed software: All software on AIIAS or personal computers, whether on campus or connected to the campus network, must be legally licensed by the owners of the software or copyrights. Users must observe license and copyright restrictions of all software and documentation.
- Software Installation on Institutional Computers: Users who wish to have personal software installed on an institutional computer need to provide the Computer Department with proof of ownership. Any software without such proof will be deleted. AIIAS computer users must submit a written request to AITS for all new installations of personal software. Personnel authorized by the AITS can only install software. Installation will only take place once proof of ownership is established.
Users may desire to install software, which can be freely downloaded from the Internet. Care must be taken to meet the licensing requirements of such software. Before installing such software, users should check with AITS regarding the suitability of the software for their application.
Users are encouraged to ensure that the antivirus software and the operating system on their machine are updated regularly.
If any user installs software without authorization on their machine, and this software is determined to have caused technical problems with said machine, the costs for correcting the problems will be borne by the user.
- Personal Business: AIIAS-owned personal computers are to be used for AIIAS business. Staff members are responsible for the safety and security of the office equipment with which they are entrusted. Only AIIAS Faculty/Staff and students assigned to work with the Faculty/Staff are allowed to use the office computers and peripheral hardware. Children or other relatives or friends are not allowed. In the computer laboratories, academic work of students and faculty takes precedence over personal use. Use of AIIAS computers for personal commercial activities is prohibited.
General Guidelines:
- AIIAS reserves the right to conduct routine maintenance, track problems, and maintain the integrity of its systems. As is the case with all data kept on AIIAS computer systems, the content of electronic mail may be revealed by such activities.
- AIIAS does not routinely monitor the contents of email. However, such monitoring may be conducted when required to protect the integrity of the systems or to comply with legal obligations.
- AIIAS reserves the right to inspect the contents of electronic mail and all disk files in the course of an investigation into alleged impropriety or as necessary to locate substantive information not readily available by other means.
- Authorization to investigate the contents of user files must be given by the VP Finance on the basis of instructions from AIIAS Administration.
- “AIIAS work” should generally be done on computer or communications equipment provided by AIIAS. Where personally owned equipment is used for AIIAS business, AIIAS assumes no obligation to maintain or replace this equipment unless arrangements are made in advance.
See AIIAS IT Web site for list of supported software.
- Software Use – All computers provided by AIIAS include a standard package of software applications i.e. Operating system, MS Office Pro, Antivirus, etc. Therefore, the following policies shall apply:
a. All software desired in addition to the standard package must be requested through the IT office.
b. Unauthorized software is not permitted on AIIAS computers.
c. No individual is permitted to install software on desktop computers except as authorized by the IT Department.
- No desktop computer shall be moved from the designated location without the approval and assistance of the IT Department.
- AIIAS employees are prohibited from using computer equipment (computers, printers, and scanners, etc.) without the consent of the employee to whom the equipment has been assigned, their Supervisor, or the IT Director.
- The use of AIIAS laptops and/or desktop computers by non-AIIAS employees including family members is prohibited.
AIIAS assumes no liability and will hold the offending employee(s) responsible for the consequences of any prohibited use of computer equipment or of any unauthorized use of software on AIIAS equipment resulting in any loss, cost, expense, legal action or liability including, but not limited to, any claim of or liability for any infringement upon or any violation of any patent, copyright, trade secret or any other proprietary right of any third party.
All repairs of computers or other IT equipment (including printers and projectors) must be arranged and processed by the IT Department.
AIIAS is eager to meet the work needs of AIIAS employees by providing desktop and laptop computers. It is the role of the IT department to discover and purchase the best equipment for AIIAS, that not only meets established criteria but that also makes it possible for them to support and repair it.
¶ Laptop Purchase and Replacement
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Officers and ranked faculty members who are full-time employees are eligible for a laptop for their office work, travel and other computer needs as an alternative for a desktop model. Other full-time employees entitled to an office computer and who have special needs, may be allowed by their department to have a laptop on a case by case basis.
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Individuals who receive a laptop under this policy are expected to use it as their primary computer.
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AIIAS will only pay for purchases arranged through the IT department and meeting AIIAS standards for laptops. AIIAS standards include a minimum 3-year worldwide warranty with service in Manila.
a. If an individual desire a laptop which meets the AIIAS standards and costs more than the maximum allowed cost, the employee will be required to pay the difference. The amount entered for the laptop into the capital equipment ledger will be the maximum allowed cost.
b. Any other purchases outside of the AIIAS standards (whether the exception is technical or financial) must be approved by the IT committee.
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All laptops are required to have a physical locking mechanism at the place of work. Any cost for this is part of the acquisition cost. It is the responsibility of the employee to secure the laptop with this mechanism.
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Laptops purchased under this policy will be depreciated on a 48-month basis. Employees will be entitled to replace a laptop when the laptop has been in service for 36 months.
a. Whenever a laptop is replaced under this policy, or the individual having the laptop leaves AIIAS employment, the employee will have the right to acquire the laptop at the remaining book value.
b. If the employee chooses to acquire the laptop, the IT department will verify that there is no AIIAS licensed software on the computer before transferring ownership of the laptop to the employee.
c. When an employee does not elect to acquire the laptop at the remaining book value, the IT operations committee will determine whether to sell or keep the laptop, and if the choice is made to sell, then the price will be based at the remaining book value, as it is without any support and warranty.
d. Unless the employee leaves AIIAS after 24 months of laptop use, a computation of the remaining value on the books will based on a 36-month depreciation.
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Procedure for Replacing Laptops
a. After a laptop has been in service for 34 months, the IT department will consult with the employee to determine at what point in time the employee desires to replace the laptop. In no case will a laptop be in use more than 48 months.
b. Two to three months before the scheduled replacement time, the IT department will consult with the employee to determine the appropriate machine for their needs.
c. The IT department will arrange for the replacement laptop as well as installation and configuration of appropriate software in time for the scheduled replacement.
d. The IT department will assist with the transfer of data from the old laptop to the new laptop.
e. After the data has been transferred, and the employee has verified that the data is complete, the old laptop will either be returned to the IT department or taken by the employee (if the employee has chosen to acquire it).
- IT supports repairs and provides replacements.
- In case of broken and un-repairable laptops (when no warranty is applicable):
a. If due to clear carelessness by the employee:
i. Un-amortized portion will be charged to the employee.
ii. Another laptop will be provided based on this policy.
b. If due to malfunction:
i. The broken laptop should be returned to IT.
ii. Another laptop will be provided based on this policy.
Employees leaving AIIAS may purchase the laptop only after 2 years of use at the remaining book value.