Acceptable Technology Use Policy

Responsible Unit: Technology Services | Executive Lead: CIO
Created: 1/2012 | Reviewed/Revised: 7/2022, 2/14/2023 | Effective: 2/14/2023
Compliance: NWCCU 2.F.1
Approving Body: PAC | Classification: Institution-wide

Policy: 
Use of University technology resources is restricted to purposes related to the University’s mission. Individuals are provided access in order to support their studies, instruction, duties as employees, official business with the University, and other University-sanctioned activities. University-issued email accounts are the official means of University communications. Individuals may not share with or transfer to others University accounts including network IDs, passwords, or other access that allows them to gain access to University technology resources. 

Resources may not be used in a manner that violates the law, for private commercial activities that are not approved by the University, for personal private gain, political campaigning, and similar activities that are inconsistent with the University’s mission. 

Incidental personal use is an accepted and appropriate benefit of being associated with PNWU. Appropriate incidental personal use of technology resources does not result in any measurable cost to the University, and benefits the University by allowing personnel to avoid needless inconvenience. Incidental personal use must adhere to all applicable University policies. Under no circumstances may incidental personal use involve violations of the law, interfere with the fulfillment of an employee’s University responsibilities, or adversely impact or conflict with activities supporting the mission of the University. 

Employees are to use only PNWU technology resources for official business and not use, store data, or enter into contracts with any 3rd party service provider without express approval of Technology Services. Lists of approved software and services are available on the Technology Services intranet site or by inquiry. 

Employees who use technology resources in a way that violates the law or PNWU policies are subject to disciplinary action, up to and including termination of employment. Employees may also be held personally liable for violating this policy. 

Students who use technology resources in a way that violates the law or PNWU policies may be subjected to disciplinary action, up to and including expulsion. Students may also be held personally liable for violating this policy. 

The following are examples of prohibited activities that violate this policy: 

  • Sending or posting discriminatory, defaming, slandering, harassing, or threatening messages or images 
  • Using the organization’s time and resources for personal gain 
  • Stealing, using, or disclosing someone else’s password or other authentication verifier without authorization 
  • Revealing your account password to others or allowing use of your account by others 
  • Copying, pirating, or downloading software and electronic files without permission 
  • Sending or posting confidential material, trade secrets, or proprietary information outside of the organization 
  • Violating copyright law 
  • Failing to observe licensing agreements 
  • Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions 
  • Sending or posting messages or material that could damage the organization’s image or reputation in social media or other locations 
  • Participating in the viewing or exchange of pornography or obscene materials 
  • Attempting to break into the computer system of another organization or person 
  • Jeopardizing the security of the organization’s electronic communications systems and/or refusing to cooperate with a security investigation 
  • Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities 
  • Using technology resources for political causes or activities, religious activities, or any sort of gambling 
  • Passing off personal views as representing those of the organization 
  • Using email distribution lists for non-University sanctioned activities 

 
Large email distribution lists are maintained by Technology Services. These distribution lists are for University business only, and moderated for compliance with this policy and clarity of communication.  
 
All computing and telecommunications equipment furnished to employees is the property of the University. Exceptions may be made at the discretion of the Chief Information Officer. 
 
All software purchases and installations on PNWU-owned devices must be approved by Technology Services. 

Authorized individuals may monitor equipment, systems, and network activity including voice, web, and email. This is done to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage and prevent harassment and workplace violence. 

 
Scope 
This policy applies to the use of information, electronic and computing devices, and network resources to conduct University business or interact with internal networks and business systems, whether owned or leased by PNWU, the employee, student, or a third party. 

This policy applies to employees, students, contractors, consultants, temporaries, and other workers at PNWU including all personnel affiliated with third parties. 

 
Definitions             
Institutional data is defined as any data that is owned or licensed by the University.  

Information system is defined as any electronic system that stores, processes, or transmits information, regardless of location.   

Related Documents: 
Information and Data Protection Policy 
Computing Device Lifecycle Policy 
PNWU Data Governance Committee Charter 
Guidelines for Email Moderation 
List of Email Distribution Lists 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu