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Classroom Technology
Distance Education


DSU supports distance education as a way of building, maintaining, and extending quality programs that complement the traditional work of the University. Distance education refers to courses and programs delivered by electronically mediated formats in which instruction occurs when the students and the instructors are not in the same place.

 
Asynchronous: In distance education, asynchronous refers to activities the learner may do independently with respect to the instructor and other class participants. Asynchronous activities allow for a non-sequential order for the learner to accomplish the goals or assignments of the course. Posting to an electronic bulletin board would be an example of an asynchronous activity.
 
Distance Education: Distance education consists of all arrangements for providing instruction through technology-based instruction to persons engaged in planned learning in a place or at a time different from that of the instructor or instructors. (see IHL Policy 503.0101)
 

Online Instruction (course): Online instruction is defined by IHL as education or training in which at least 51% of the content of a course is electronically delivered to a student who is separated from the instructor. Students can take courses via the Internet, contact their tutors and peers, take tests, and put their own work up for discussion. Study is organized around fixed units of time. Online Courses at Delta State University have no regularly scheduled campus class meetings. Instructors may schedule meetings with students that meet the student’s time schedule.

Online Program: A distance education program that offers more than 50% of its content in an online format will be designated as an online program. This designation follows the Southern Association of Colleges and Schools Substantive Change guidelines for distance learning programs.Hybrid Instruction: Although not recognized by IHL as a delivery type, the term hybrid instruction in this document is used to describe a course or program that combines an online segment with regularly scheduled face to face class meetings. The regularly scheduled class meetings are reduced in number and those segments are replaced by an online portion.

Synchronous: In terms of distance education, synchronous refers to activities that the learner needs to do either in a sequential order or in real time with other class participants. For example, students participating in a chat session are communicating in a synchronous manner.

Interactive Video Conference: occurs in real time and allows the instructor to communicate with remote site sections of the class via one or two-way video and two-way audio. Instructors and students speak to each other via microphones provided at each receive site. 

While keeping within the established mission of the university, the distance education program will provide the following:

  • Greater access for students to the academic credit and non-credit offerings of the university.
  • Ensure high-quality teaching.
  • Cooperative efforts with other IHL institutions, K-12 educational agencies, and community entities to provide opportunities for teaching, research, and public service efforts.

All distance education credit courses are taught by faculty, with all the same standards, prerequisites, and requirements as on-campus sections of identical courses. All DSU policies and procedures, standards, and guidelines for on-campus programs and instruction are applicable to distance education instruction, unless noted otherwise. 

Distance Education Committee
Committee members are appointed by the Provost/Vice President for Academic Affairs and includes representation from all colleges/schools and other units as determined by the Academic Council. The Director of Instructional Technology and the Director of Distance Education serve as Co-chairs of the Distance Education Committee for coordination and staff support. The DSU Distance Education Committee develops and recommends distance education policies and procedures to the Provost and Vice President for Academic Affairs, who in turn, submits the recommended policies and procedures to Academic Council and then to Cabinet for approval. 

Distance Education Delivery Coordinator
The Director of the Instructional Technology will facilitate working with cooperating institutions for delivery of interactive video courses as directed by the respective dean and department/division head. All use of the videoconferencing studio will be coordinated between the department heads, deans, the Academic Affairs Office, and OIT. The Director of Instructional Technology will be responsible for coordinating implementation, maintenance, and backup of all online courses.

Distance Education Approval
Distance education courses will be recommended and approved through university review procedures following the path of Department, Dean, and Academic Council. Distance education programs will be recommended and approved through university review procedures, following the path of Department, Dean, Academic Council, Cabinet, IHL, and accreditation groups. For approved courses and programs, departments assign teaching faculty, determine quotas, and accrue student credit hours for courses taught.  The Technology Learning Center schedules courses in conjunction with academic departments, provides on-site support staff, and assists academic departments with evaluations. 

Enrollment
The enrollment process for students in distance education courses is equivalent to the procedures used for traditional classroom courses. 

Class Cancellations
Classes will be cancelled only in emergency situations and with as much advance notice as possible. 

Faculty Evaluation
Faculty members teaching distance education courses will be evaluated using DSU evaluation procedures and instruments.

Academic Standards for Distance Education
Distance education courses will meet all academic requirements and quality standards of Delta State University and of all accrediting bodies.

Interactive Video Courses
Delta State University offers Interactive video classes in several formats. Not all courses are available at all remote sites or in every format.  

Syllabus or Study Guide Guidelines
  1. In addition to the required elements of all DSU syllabi, those developed for distance learners will include:
    1. Distance education webpage link;
    2. Any resources required for each lesson;
    3. Procedures for submitting course assignments;
    4. Procedures for obtaining course handouts and support materials;
    5. Procedures for dealing with technical problems and answers to frequently asked questions (FAQ);
    6. Descriptions and details of requirements for distance education student interaction, participation, and technological skills; and
    7. Processes for accessing library resources, student services, proctored examinations, and, when appropriate, videotapes of classes.
  2. Faculty will develop appropriate student study guides, handbooks or other instructional materials that support the delivery of instruction by distance. For the most part, students will be expected to act independently based on the instructions provided by the faculty.

Exam Policies
Students in Live/Interactive sections of a course may be required to take proctored exams at their remote sites. Instructors may require online students to take a proctored exam. Picture IDs will be checked at the exam sites. Students may be allowed to take proctored tests at a local college or university testing center. In any case of proctored exams, instructors will provide test dates for the semester to the Director of Distance Education approximately two months prior to the start of the semester a course is to be taught and assist the Director of Distance Education in arranging for exams.

Liability Issues

  1. Faculty members will ensure that all materials transmitted or displayed over distance education networks (e.g. Internet, interactive video, broadcast TV) are properly licensed, and that the necessary transmitting rights have been secured. DSU requires compliance with all applicable copyright laws concerning the reproduction of printed materials and the use of transmission of film, videotapes, recordings, performances or other protected works. (See “Copyright Permission” under Faculty Issues
  2. The faculty member will observe all Federal Education Right to Privacy Act regulations governing information or material transmitted over distance education networks.
  3. Faculty members will comply with University and FERPA rules and regulations when reporting grades and other sensitive information to students over distance education networks.

Contractual Agreements

  1. No individual, program, or department may agree in a contract with any private or public entity to deliver distance education courses or programs on behalf of DSU without prior university approval.
  2. The university shall not agree in a contract with any private or public entity to deliver distance education courses or programs without the prior approval of the relevant department or program.
  3. Agencies providing funding for special certificates or degree programs or courses will not acquire any privileges regarding the admission standards, academic continuation standards or degree requirements for students or faculty attached to a university-approved academic program.

Course Quotas
Quotas for distance education classes are set by the department/division head in consultation with college/school dean.

 

Faculty Issues

 

Faculty Training
All faculty scheduled to teach a distance education course for the first time must participate in a course preparation program. The Director of Instructional Technology provides training opportunities for all faculty using distance education technology in instruction. Any instructor wishing to teach an interactive video or online course for the first time will attend an orientation and logistics meeting, which will be conducted by the Instructional Technology Center staff, who will coordinate and lead these activities as well as work with interactive video and online courses, and assist faculty as needed prior to and during the semester their course is delivered. Web design consultants may also be assigned to assist online faculty. 

Faculty Support Services
The services are available to all faculty. Faculty interested in incorporating technology into their traditional (classroom) courses are provided assistance and instruction in one-on-one sessions as well as group workshops. Interactive video and online faculty are provided assistance and instruction during the orientation and logistics meeting conducted by the Director of Instructional Technology. Online faculty are also provided web courseware, web accounts, and design assistance by Instructional Technology staff preceding and during the semester the course is taught.   In addition, OIT personnel provide help setting up courseware accounts, web accounts, home pages on the Internet, forms for gathering data on the Internet, and other assistance with websites for distance education faculty. 

Library Support
The Roberts LaForge Library staff coordinates library support for all distance education classes and will consult with faculty in planning their courses to assure appropriate library services. Faculty can determine the needs for their class and can receive assistance in determining availability of resources at various libraries, online access information and training, or the mailing of specific materials requested by students. 

E-mail Support
The OIT staff provides assistance in establishing student e-mail accounts for distance education courses. All distance education faculty and students must have an e-mail account. These accounts will be activated at the request of the course instructor or student(s) enrolled in the class.

Textbooks and Copy Center Packets
Faculty textbook orders will be handled through the usual departmental channels. A Copy Center packet containing all class handouts or handouts can be scanned in and made available through the homepage. Students may purchase these at the beginning of the semester through the Campus Bookstore. Students may order their textbooks and packets by phone from the Campus Bookstore and receive them by mail for an additional handling fee, if they call before the Campus Bookstore's specified mail order deadlines. 

Copyright Permission
Faculty members are responsible for securing advance written copyright clearances on any copyright-protected materials they may use in their broadcast, re-run, or online classes. Additional information on Copyright is available on the U.S. Copyright Office’s website at: http://www.loc.gov/copyright/circs/circ1.html. The only substantial exception to the rule that only copyright holders may distribute copyrighted material is the long-standing provision that individuals may make “fair use” of copyrighted materials. Use of a copyrighted work “for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research” (17 USC 107) is generally considered fair use. Fair use does not extend to extensive quotations and may not adversely affect the commercial market for the work in question.

Intellectual Property
The materials created by faculty members for distance education courses will be treated in the same fashion as materials created by faculty members for traditional courses.  

Site Facilitators and Distance Education Assistance
Technology Learning Center staff are available to assist faculty and students in the on-campus section of interactive video courses. Everyone involved with distance education may also call the Technology Learning Center for assistance. The Technology Learning Center maintains and updates an informational distance education website and provides instructional and technical support to faculty and students.

 

Student Services

Enrolled students in distance education courses shall have access to the range of student services to support their learning comparable to that of the on-campus learner. Services will also be supportive of the part-time distance learner. Students will be provided with clear, complete information about programs of study including curriculum, course and degree requirements; the nature of faculty and student interaction; assumptions about technical competence and skills; technical equipment requirements; and availability of academic support services, financial aid resources, and cost and payment policies. Enrolled students will also have adequate access to the range of services appropriate to support their learning including, but not limited to, admission services; registration; transcripts; financial aid – including access to Veteran’s Assistance programs, scholarships, grants and loans; academic advising; library services; methods of adding or dropping course; bookstore services; and adequate communication about registration and admission requirements. 

Admissions
Information and advice about requirements for admission to DSU and admission to a specific program will be available to distance education students. 

Financial Aid
Students enrolled in telecommunication-based courses are eligible to apply for Federal Financial Aid. Federal Financial Aid includes grants, loans, and a student employment program.  Students should apply online at www.fafsa.ed.gov each academic year.  For additional information, please contact the Office of Student Financial Assistance at (662) 846-4670 or visit their office in Kent Wyatt Hall 144.

Advising
Comparable advising services are available to both on-campus and distance education students. Advice about academic programs is critical to the success and productivity of the student. Distance education advising is available in a range of modes, using new technologies (e.g., e-mail, telephone, toll-free numbers)

Library
Appropriate library services will be available to distance education students. Quality programs demand adequate library services for all students. Specific library/staff resources will be designated at campus libraries to adequately service distance education students as well as support interlibrary loan policies and online access to catalogs and materials.

Computer Literacy Prerequisites
It will be necessary that students come to the course with the requisite knowledge enabling them to use the technology. Because access to computers in homes and schools is not uniform, students arrive in distance education classrooms in all states of readiness. Distance education programs/courses will identify computer literacy prerequisites needed for students to participate successfully, so students may be properly advised about skill level that is required. 

Academic Honesty
Students taking distance education courses will be held to the same requirements of academic honesty as students taking traditional courses. Faculty will ensure that safeguards have been built into the distance education course format to require that students be held to the same standards of academic honesty as students in traditional courses.

Students with Disabilities
Students with disabilities needing special accommodations should contact the DSU Counseling Center in the Reilly Health Center; Dr. Richard Houston, 662.846.4690, rhouston@deltastate.edu 

 
  • Revised by Academic Council 2-23-2010.
  • Academic Council minutes approved 8-25-2009.
  • Academic Council minutes policy revised 2-8-2011
 

 

 

 

WebCT
POLICY STATEMENT
 
WebCT is Delta State University’s supported courseware platform for web enhanced and online course delivery.
 
The Office of Information Technology via the Technology Learning Center supports the efforts of faculty to utilize WebCT in traditional and non traditional instruction situations. The Center administers the software, provides access and technical support for course, and training of faculty in their development and implementation.
 
DEFINITIONS
 
Online courses: course tools are used to deliver all instructional activities asynchronously.
 
Training: course tools are used for short learning experiences managed electronically for DSU employees or other sponsored groups.
 
WebCT (Web Course Tools): a flexible, integrated web based learning environment that uses technology to foster learner inquiry, discourse, and collaboration.
 
Web enhanced courses: course tools are used to enhance face-to-face contact with web based interactions using e-mail, discussions, assignments, online quizzes, student presentations, chat.
 
PROCEDURES and RESPONSIBILITIES
 
  • Faculty can use WebCT for course offerings published in the schedule.
  • Faculty or staff with designated training responsibilities can use WebCT.
  • Other sponsored agencies connected to the University may use WebCT with approval from the President’s office.
A course request form must be completed, signed by the user, and approved by their department or division head. The request form is available online. . The completed form must be sent to the Director of the Technology Learning Center.
 
Academic courses using WebCT should be so identified in the schedule. Users must complete Coursebuilder training offered by the Technology Learning Center. Users are encouraged to also complete Building and Managing Web Pages and Preparing to Teach Online training courses.
 
Users are responsible for the course content including appropriateness, meeting accessibility standards, copyright compliance, and conformance other University policies and procedures.
  • If you intend to use an E-pack discuss it with your department head and have an agreement on the additional costs to students.
  • Notify the bookstore when regular book orders are submitted for proper ordering of access codes.
  • Notify the WebCT administrator that you have adopted the e-pack so they will look for the publisher instructions to arrive. The publisher will send the WebCT administrator instructions for downloading the e-pack. The WebCT administrator will restore it to your course.
  • Conduct a course evaluation at the end of the each course.
  • Make the WebCT administrator aware when courses are expected to be active or inactive and changes of Instructor.
  • Back up your course(s) regularly. Set reminders for yourself. After midterm and at the end of the course are necessary times. After big tests would also be a good time to create a backup. Download the backups to your local computer and/or on CD. Download and save your grade book. Keep a backup copy. You are allowed three backups per course on the system.
  • Archive your course (in case of appeals). Maintenance of student records shall conform to University Policy. Do not change content in a course until after a backup copy is saved. You may need the course intact in case of an appeal. Archived courses will be removed from the server after 90 days.
  • Reset your course at the end of each term only after a backup has been made.
  • Computer Ethics and Code of Behavior must conform to University Policy. Faculty and Staff hosting a course on the WebCT server shall comply with all applicable state and federal laws and all institutional and IHL rules, policies and procedures.
  • Copyright use must comply with University Policy. Please note that the fact that WebCT can restrict access to course materials to authenticated users does not make the unauthorized use of copyright text, images, etc. legally acceptable. 
  • Make students aware of the support available. Students should first use the published supports provided (WebCT helpdesk) to try to solve problems. If the student still needs help, they should contact the instructor. If the instructor cannot solve the problem, then the instructor should contact the WebCT administrator.
  • Some possible reasons for problems to be considered before calling you
o       ISP problems/outages
o       Campus server problems
o       More than one copy of their browser is open
 
·        Training sessions are offered during each term, and users are strongly encouraged to take advantage of them.
·        Open lab hours in the Technology Learning Center will be published to assist users. Someone will be available during this time to offer assistance. If you would like some assistance during the lab hours, inform the TLC ahead of time that you will be attending.
·        Individual consultation will be provided on request.
·        TLC will maintain published lists of FAQ on the log in page and on WebCT bookmarks.
 
RELATED DOCUMENTS
  • Policy on “Copyright Infringement”
  • Policy on “Responsible Use of Electronic Communications’
Multi-Media
Audio-Visual Equipment Loans
POLICY STATEMENT
 
Audiovisual loan services support the educational and service endeavors of faculty, staff, students and guests of Delta State University (DSU) by providing audiovisual equipment for temporary use. The intended purpose of equipment is the support of instructional activities of the faculty and sponsored functions of the University.  Loans are made to patrons of the university on their signature and others through an authorized sponsor. 
 
DEFINITIONS
 
Audiovisual equipment: refers to all types of projection equipment as well as audio and video cameras and recorders.
 
Temporary use: refers to a single check out for a period of not more than two or three days.
 
PROCEDURES and RESPONSIBILITIES
 
Audiovisual loan services are a shared responsibility between the Office of Information Technology (OIT) and the faculty, staff, students, and guest users of the Delta State University community. "Audiovisual equipment" refers to all types of projection equipment as well as audio and video cameras and recorders. The loan equipment has been purchased for appropriate, one time use of authorized borrowers. 
 
The inventory of equipment for loan is described below:
 
  • Audio Cassette Recorder/Players
  • Microphones
  • Camcorders (VHS/Digital)
  • Monitors (TV)
  • Cameras (35 mm/ Digital)
  • Overhead Projectors
  • Data Projectors
  • Public Address Systems
  • DVD Players
  • Presentation Panels (Flip Chart)
  • Document Cameras (Elmo)
  • Projection Screens
  • Easels
  • Radio/CD/Dual Cassette Players
  • Equipment Stands
  • Slide Projectors
  • Laptop Computers
  • Videocassette Players
  • computers
  • printers
  • telephone equipment
  • video and audio tapes or films
  • slide carousels
  • computer video cables
  • blank audio or video tapes
The OIT maintains the equipment it owns. Please notify the office of problems in performance or operation of equipment. OIT supplies replacement lamps for its equipment.
 
If you suspect that an item checked out to you may have been stolen or missing, please call the University Police Department at 4155.
 
The purchase of instructional equipment for loan is based on budget and use. First priority is given to equipment that will meet the greatest instructional need. This equipment may be loaned for incidental use or may be permanently assigned to a building location for ease of use. Departments seeking to purchase equipment and desiring consultation should contact the OIT at 846-4444.
 
DSU faculty, staff and students, as well as, community borrowers sponsored by the University are eligible to borrow audiovisual equipment. Borrowers sign for equipment and assume responsibility for the repair or replacement of equipment lost or damaged for the period of checkout.   The OIT does not supply operators for most equipment, but will train the borrower to operate it.
 
The audiovisual equipment is available for loan during regular working hours 8:00 a.m. to 5:00 p.m. Monday through Friday..
 
Reservations require detailed information about what is being requested and are made directly between the borrower and the OIT.  (Note:  Listing audiovisual items when completing the "University Calendar" form is not a reservation.)  Reservations should be made at least 24 hours prior to the expected use.  Reservations are taken on a first come first serve basis.  Requests can be made by calling 846-4444 or in person at 114 Bailey Hall. A reservation is not confirmed until a reservation form is completed and the request has been verified by the OIT staff
 
 AV equipment is loaned for “temporary use”. The loan period for delivered equipment is generally three days. Some items may have shorter loan periods depending on borrower demand.  The loan period may not exceed one week without special permission. Equipment is to be returned within 24 hours of its use unless other arrangements have been made in advance.
 
Items to be delivered must be reserved before 11a.m. of the day prior to the expected day of use.  When equipment has been reserved and delivery has been requested, it will arrive at the departmental office on the day prior to use and will be retrieved the day after use. Deliveries cannot be made to individual classrooms or faculty offices.  Individuals can pick-up and return equipment to 114 Bailey Hall.  The following items cannot be delivered:  Data projectors, camcorders, lap top computers and digital cameras.
 
Students should contact their instructor to arrange a co-signature to reserve equipment for classroom use.  Due to the cost and potential problems with use, laptop computers and data projectors are loaned to instructors only. Equipment will be booked to the instructor. Equipment loans to students are for a maximum of three days.
 
All equipment is for use in DSU classes and sponsored programs. Equipment may not be loaned to other individuals, institutions or agencies unless otherwise approved.
 
RELATED DOCUMENTS
 
None
Multimedia Resources
POLICY STATEMENT
 
The Office of Information Technology supports the efforts of faculty, students, and staff to produce an array of digital media products. The Center provides and supports production hardware and software, assists and provides technical support for courses, the training of users, and technical support during their development and implementation.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
The OIT provides a lab environment to assist Delta State University faculty and staff interested in the development and production of media products (video tapes, CDs, DVD, graphics, sound files, etc.) The Multimedia resource area provides the following kinds of resources and technical services.
  • Video Editing – Editing resources for VHS/SVHS and MiniDV editing in both Apple and PC formats.
  • Video and audio tape duplication – Resources for duplicating VHS and audio tapes.
  • CD/DVD duplication – Resources for duplication of CDs and DVDs for instruction.
  • Document duplication and binding – Resources for duplicating, assembling, and binding documents.
  • Slide and Image scanning (OCR and Form scanning) – Slide and document scanners with photo and OCR software for finishing.
  • Graphic arts resources (Document and form scanning, digitizing tablet, etc.) – Basic resources for graphic arts support
The resources in this area are available to assist faculty and authorized others in the production of digital and other media materials. The philosophy of this area is to assist in the production of materials while encouraging the individual requesting them to develop the knowledge and skills needed to undertake these projects on their own. Projects of this nature are time consuming and currently staffing for these activities are on an as needed basis. To that end, all projects must be clearly defined in terms of purpose, audience, budget, and time table and approved by the Director.
  • A project planning form must be completed and approved. Projects that are for personal gain will not be approved.
  • OIT staff will work with the individual responsible for the project in the role of technical assistant and tutor.
  • The individual initiating the project is responsible for its development and completion.
  • Individuals or agencies not directly affiliated with the University must have a University sponsor.
DSU faculty, staff and students, as well as, community members sponsored by the University are eligible to use the equipment. Users sign-in and assume responsibility for knowing how to use the equipment. The OIT does not supply production personnel for most equipment, but will train the user to operate it.
 
The equipment in the Multi-medial Production Area is available for use during regular working hours 8:00 a.m. to 5:00 p.m. Monday through Friday located in 114 Bailey Hall.
 
Reservations require detailed information about what is being requested and are made directly between the user and the OIT. Reservations should be made at least 24 hours prior to the expected use. Reservations are taken on a first come first serve basis. Requests can be made by calling 846-4444 or in person at 114 Bailey Hall. A reservation is not confirmed until a reservation form is completed and the request has been verified by the OIT staff.
 
Production equipment is provided for "temporary use." The reserved period for equipment is generally three days to a week. The “temporary use” period may not exceed one week without special permission. Though user information and materials may or can be stored temporarily on OIT equipment during the production phase, arrangement must be made to remove it at the conclusion of the project.
 
Production Services
The OIT provides production support services in two areas: Video production and duplication and Audiovisual Repair. These services are available to the University for official and sponsored purposes.
 
Video Production and Duplication
Video taping. The OIT provides services for the simple documentation of proceedings and live activities. The services include one or two camera recording by personnel. Video production services are not for "feature" production projects. (Video production services are in addition to the loan of non commercial camcorders for individual projects.) The service includes consultation, set-up, recording, simple editing of the finished tape and duplication of a use copy from the master. The OIT does not routinely provide video production or duplication services for student projects unless they are sponsored by a faculty member and are part of an instructionally related project.   This service may be requested for sponsored activities and programs (instructional and institutional) of Delta State University. The service is provided to an individual or group for a sanctioned University purpose.
 
Video production services must be scheduled at least one week in advance of the occasion. The scheduling should include a face-to-face consultation on the expected outcomes with the Director of User Services.
 
The cost of video tapes for masters and copies will be charged to the requester's account.
At the recording a master will be made from which edited copies or duplicates will be prepared. At the completion of the service, the master and all duplicates become the property of the requester.
 
Video Editing. Video editing services consist of simple assembly editing of multiple segments into a single finished tape. The finished tape would include title, credit and simple transition effects (fade in/out, cuts, dissolves, etc.) In addition to original sound, audio narration can be added if part of the initial request.
 
Video editing time is scheduled in advance with Technology Learning Center. The requester will be present during the editing activities. Video editing can be a time consuming process. It is advisable that adequate lead time be provided to assemble the components prior to their intended use.
 
The video editing will be reviewed by the requester prior to duplication. The original sources material, final cut and copies will be delivered to the requester. The cost of video tapes for masters, final cut and copies will be charged to the requester's account.
 
Video Duplication. Video duplication services reproduce VHS copies of the final cuts and commercially purchased materials. Requests for duplication for commercially purchased materials must be accompanied by permission to duplicate from the vendor. Only the allowable number of copies will be made. Allow one week for turnaround on all requested duplications. The cost of video tapes for copies will be charged to the requester's account.
 
Audiovisual Repair
The good repair and ordinary maintenance of audiovisual equipment is the responsibility of the unit to which the equipment is inventoried. When equipment does not function properly or work at all, the unit may request the OIT to evaluate the equipment and make recommendations on OIT disposition.
 
Consultation. The OIT will evaluate the equipment on site or collect it for examination.   An assessment of the equipment will be provided to the unit by e-mail when the work has been completed. The assessment will include a statement of the problem and an estimate of the cost to repair.
 
Repair or Referral. If the repairs can be provided by the OIT, and the requester is prepared to pay for the parts and labor, the equipment will be repaired locally. Otherwise, the OIT will make a referral to an outside source.
 
Replacement Recommendations. In some instances, the repair of equipment is either too expensive or would not result in reliable future performance. In those instances, the OIT will make a recommendation for replacement and provide the unit with one or more suitable replacement alternatives.
 
The Video Conferencing Studio provides the following kinds of resources and technical services.
  • Interactive Video Classroom – The room is equipped for up to twenty-four students with audio and data connections at each location.
  • Video Conferencing – The room can be configured in a variety of ways to support groups of up to twenty-four. Table configurations include conference table for 12, U style training setting for 12 -15, single table for 1-3, and auditorium style for up to 48.
  • Satellite Conference – Seating, large screen projection, audio and Fax for groups up to 48.
  • Multi-media presentation – Various types of equipment to support multi-media related presentations.
  • Video studio – Studio facility for video production.
The Videoconferencing Studio is available to assist faculty and authorized others in communicating with others using the Mississippi Interactive Video Network (MIVN) and the Internet, holding satellite conference, making special media based presentations, and producing video. The studio is available for scheduling by faculty and others for instruction or special events. Requests to use the facility must be made in writing and clearly defined in terms of purpose, audience, dates, and any other salient features of use. Requests are approved by the Director.
  • Distance learning courses (originating and receiving) are the highest priority use of this room. These requests must be made at the time of planning the schedule (2 to 3 months in advance) so that arrangement can be made with other participating institutions.
  • Instructors using the room must attend an orientation to the technologies and be able to operate them prior to using the studio.
  • Scheduled events are given the highest priority.
Individuals or agencies interested in using the studio who are not directly affiliated with the University must have a University sponsor.
 
DSU faculty, staff and students, as well as, community members sponsored by the University are eligible to use the facility. Users assume responsibility for knowing how to use the equipment. To facilitate proper use, users will be oriented in the handling and operation of equipment. The Technology Learning Center does not provide facilitators unless specifically requested.
 
The equipment in the Videoconferencing Studio is available for use during regular working hours of the University (8:00 a.m. to 5:00 p.m. Monday through Friday). The OIT is closed from 12:00 to 1:00 p.m. for lunch. The Studio can also be scheduled for evening classes and weekend use.
 
Reservations require detailed information about what is being requested and are made directly between the user and the Technology Learning Center. Reservations should be made not less than 24 hours prior to the expected use. Reservations are taken on a first come first serve basis. Requests can be made by calling 846-4340 or in person at 230 Ewing. A reservation is not confirmed until a reservation form is completed and the request has been verified by the OIT staff.
 
Each site has made various arrangements for individual to help setup, connect, adjust, and shut down the system. Where there are fees associated with the remote sites, the user is responsible for making those arrangements and paying any fees for facilitators to be present.
 
RELATED DOCUMENTS
 
None
Operation and Responsibility
Abuse of Computers and Network Systems
POLICY STATEMENT
 
All members of the Delta State University community must use electronic communications in a responsible manner. The University may restrict the use of its computers and network systems for electronic communications, in response to complaints presenting evidence of violations of other university policies or codes, or state or federal laws. Specifically, the university reserves the right to limit access to its networks through university-owned or other computers, and to remove or limit access to material posted on university-owned computers. The university reserves the right to limit access to its networks through university-owned or other computers, and to remove or limit access to material posted on university-owned computers.
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Education Records: Records specifically related to a student and maintained by an educational institution or a party acting on its behalf. The Family Educational Rights and Privacy Act of 1974 protects these records.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
PROCEDURES and RESPONSIBILITIES
 
The use of computers or network systems in no way exempts any member of the University community from the normal requirements of ethical or legal behavior in the Delta State community. In particular, data, software, and computer capacity have value and must be treated accordingly. Use of a computer and network system that is shared by many users imposes certain additional obligations.
 
Legitimate use of a computer or network system does not extend to whatever an individual is capable of doing with it. Although some rules are built into the system itself, these restrictions cannot limit completely what an individual can do or can see. In any event, each member of the community is responsible for his/her actions whether or not rules are built in, and whether or not they can be circumvented.
 
Members of the University community are expected to follow certain principles of behavior in making use of computers and network systems, in particular, to respect, and to observe policies and procedures governing:
  • the privacy of or other restrictions placed upon data or information stored in or transmitted across computers and network systems, even when that data or information is not securely protected;
  • an owner's interest in proprietary software or other assets pertaining to computers or network systems, even when such software or assets are not securely protected;
  • the finite capacity of computers or network systems by limiting use of computers and network systems so as not to interfere unreasonably with the activity of other users.
Members of the University community also are expected to follow all other policies, rules, or procedures established to manage computers or network systems, including those established to control access to, or the use of, computer data, files, or other information.
 
Nuisance email or other online messages such as chain letters, obscene, harassing, or other unwelcome messages are prohibited. Those individuals connected with the distribution of such messages will be subject to the violation policies set forth in this policy. Violation may include immediate suspension of computer account and network access pending investigation of circumstances and may lead to eventual revocation of privileges. Serious violations will be referred directly to the appropriate University or outside authorities; unauthorized use of University computing facilities can be a criminal offense. The penalties may be as severe as suspension or dismissal from the University and/or criminal prosecution.
 
Bandwidth usage among students has increasingly become a nation-wide concern for everyone in American colleges and universities. On the one hand, faculty and administrative units must have ample bandwidth with which to pursue the mission of the institution. On the other hand, students, for whom Internet services have become both the means of education and entertainment, have good reasons also to be on line, especially when the university is their home.
 
Delta State University has proved no exception to the national trend. In order to accommodate the administration and faculty as well as dormitory users, DSU systems engineers reserve the right to make decisions to reduce dormitory bandwidth to a maximum percentage of university network capacity when such need arises. This restriction will be done with the knowledge and consent of the President's Cabinet and under the supervision of the Executive Assistant to the President and Chief Information Officer.
 
The policy on “Abuse of Computers and Network Systems” explicitly states that the university, recognizing “the finite capacity of computers or network system,” may do so “by limiting use of computers and network systems so as not to interfere unreasonably with the activity of other users.” Please note, using bandwidth for legal purposes is not a violation of university policy, but university policy does require that the Office of Information Technology allocate that bandwidth usage appropriately and fairly.
 
All network devices (hubs, routers, switches, wireless access points) shall be managed by the Office of Information Technology (OIT) as property of Delta State University (DSU). The OIT will propose a wireless network plan to be followed by the campus community. Devices that are installed, other than those installed by OIT, may be subjected to being shut down. The OIT must maintain the integrity of the network in order to manage the quality of the service. Therefore “rogue” hubs, wireless APs, and switches will not be permitted. 
 
  • Violators of this policy will be dealt with according to the details outlined in the University’s Responsible Use of Electronic Communications policy.
  • Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems.
  • Violators may also be subject to penalties under University regulations and under state and federal laws.
RELATED DOCUMENTS
  • Policy on “Responsible Use of Electronic Communications”
Anti Virus
POLICY STATEMENT
 
Members of the Delta State University community are expected to perform their scholarly and scientific activities in a safe-computing environment. The University will vigorously investigate allegations of computer virus activity on campus, as well as malicious code that would adversely affect the academic or administrative computing environment.
 
The purpose of this policy is to describe the responsibilities of individuals, departments and the Office of Information Technology Services (OIT) in protecting Delta State University (DSU) computer systems against virus infections. A virus infection is almost always costly to the institution whether through the loss of data (possibly permanent), staff time to recover a system, or the delay of important work.
 
DEFINITIONS
 
Computer virus: A piece of self-replicating code, most often a malicious software program designed to destroy or damage information on computers. Some viruses cause no damage, but a significant number are specifically designed to cause data loss. Potential sources of viruses include shared media such as floppy disks or CDs, e- mail (specifically, e- mail attachments), and documents downloaded from the Internet.
 
PROCEDURES and RESPONSIBILITIES
 
Computer viruses can be very destructive, and at times catastrophic, if not handled swiftly and correctly.   It is critical that if a department suspects that they have a virus on a computer that they contact OIT immediately. The campus site license antivirus program should be installed on every computer on campus in order to prevent a computer virus from infecting the campus. If the user does not have this program installed, or the program has been disabled, then the entire campus is at risk for infection or repercussions from the virus may affect the campus as a whole. The following information details how the campus can avoid and prevent a virus, and how to handle the situation once a virus is suspected or detected.
 
If you have concern regarding a computer virus on campus, or there is suspicion that a virus resides on any DSU computers or resources, please contact the OIT department immediately for assistance. If you suspect that someone has inadvertently or intentionally sent you a computer virus, please notify the OIT department for assistance. Over 90% of computer viruses are inadvertently spread by email. 
 
  • Negotiate campus site-licenses (PC and Mac) for virus protection software that result in cost-effective solutions for campus units. Communicate these solutions to departments. Provide the chosen site-license at no cost to the departments or provide an opportunity for departments to purchase licenses at a rate that corresponds to the number of computers in the department and reflects the discount achieved through bulk purchasing. 
  • Pursue server-based solutions as they become available to stop the propagation of viruses through University systems and networks.
  • Provide training to participating departments on virus protection. 
  • Work with participating departments to install virus software on all computers.
  • Assist individuals with recovery from infections by providing swift and accurate advice and assistance at the level the user and the situation require. This includes containment to stop the spread, disinfecting to clean the system, and the capture of incident information for future use.  
  • Ensure requests for assistance from participants receive a higher priority than those who do not participate in the OIT-negotiated solution.
  • Perform trend analysis to locate problem areas and identify high-risk users where special actions may need to be taken. In cases of risk to other campus systems, take appropriate action to thwart the spread of the virus (for example, block outgoing data from infected systems). 
  • Proactively notify the campus of viruses as soon as they are known to be in circulation or that there is a threat to the campus.
  • Ensure that all OIT public and teaching lab computers and other shared systems are adequately protected and that someone in the department has been designated as being responsible for their maintenance and upkeep.
  • Ensure that all virus definition files are current, usually updated on a daily basis.
  • Ensure that site licensing is maintained to prevent further incidents of virus outbreaks on campus.
 
  • Ensure that all departmental computers are running current virus protection software either through the OIT-negotiated solution (referred to in this policy as “participating departments”) or another option.
  • Designate a local contact for departmental virus protection and other computer related issues to assist OIT in the education of the user community and virus response.
  • Schedule a mandatory-attendance workshop for all departmental computer users(including student employees)in which OIT staff and the departmental contact train departmental users on protecting their systems. This session will be held annually, at a minimum.
  • Ensure that all departmental lab computers and other shared systems are adequately protected and that someone in the department has been designated as being responsible for their maintenance, with assistance and coordination with OIT.
  • Make every effort to ensure that materials used on campus are virus free, up to and including scanning of all uploaded documents.
  • Report all virus incidents to the OIT User Support Services Help Desk at once. Provide the following information if known: virus name or type, extent of infection (single PC, LAN, etc.), source of virus, and potential recipients of infected material. Note the distinction between receiving an e-mail message that contains a virus-laden attachment versus allowing a virus to infect a computer. Most active computer users receive e-mail messages that contain viruses on a daily or weekly basis. By knowing the proper way to dispose of these messages, users can prevent any harm from coming to the system. Only cases of infections or possible infections need to be reported.
  • Remove from the network any computer known to be infected or where infection is suspected, until it can be disinfected. This can be accomplished simply by removing the network cable from the wall connection. Physically disconnect the computer from the network in order to prevent further spreading of the virus. 
  • Update your virus protection software and/or data files frequently (weekly at a minimum). The campus site license software that is installed on campus computers will automatically update daily, unless circumvented by the user. 
  • Perform frequent auto-scans for viruses (daily recommended) on desktop systems. OIT will configure your desktop system to perform frequent auto-scans.  Do not alter these settings without consultation with OIT.
  • Exercise extreme caution when opening attachments. Never open an attachment unless it is expected even if it is from a trusted user. The majority of viruses come from attachments to email messages.
  • Include any removable media in the scan. Diskettes are often used to spread viruses.
  • Allow OIT to install or have you install any recommended security patches for the operating system and applications that are in use.
  • Exercise extreme caution when downloading files from the Internet. Only download from reputable sites
  • Exercise reasonable caution when installing files from removable media such as CDs. Even “shrink-wrapped” software has been known to contain viruses.
  • Perform regular backups of the data on individual desktop systems in the event of a disaster.  OIT is not responsible for lost data under any circumstances.
  • Understand if OIT responds to a virus incident and finds that the infected desktop system is not running virus protection software, or that virus protection software has been disabled, then the individual must agree to either allow the OIT technician to install the campus site license antivirus solution or they must agree to purchase, install and properly use the software to prevent future incidents.
  • Limit personal use to a minimum to reduce the possibility of receiving a virus on a University-owned computer. 
  • Read the policy on Responsible Use of Electronic Communication. Allowing a computer system to become infected puts other University systems at risk and, in the extreme, is a violation of the Responsible Use of Electronic Communication policy in force on the DSU campus.
 
Anyone suspected of deliberately unleashing a computer virus on the DSU campus will be handled according to all policies in place at the University.   The individual will be reported to his respective supervisor. The University reserves the right to enforce the sanctions as outlined in the Responsible Use of Electronic Communication policy, and other resources that may be available at the time of the incident. The individual may also be subject to local, state, and federal laws and will be prosecuted to the fullest extent possible.   For details on violations, reporting violations, and how such violations are handled, please refer to the policy on Responsible Use of Electronic Communication.
 
If unsure whether a violation has occurred, contact OIT to evaluate the situation. From there, appropriate channels will be followed.
 
RELATED DOCUMENTS
  • Policy on “Campus Code of Conduct”
  • Policy on “Responsible Use of Electronic Communications”
Appropriate Electronic Storage
POLICY STATEMENT
 
This policy establishes the standards for appropriate use of University storage, both network and local desktop storage. University storage resources are not unlimited and must be managed to ensure adequate space is available for new resources.   University storage space is reserved for business critical information and is to be used for appropriate work-related storage of such information. 
 
 
DEFINITIONS
 
Storage Space: The disk space available to store official University communications and resources
 
Active Directory: The directory structure used on Microsoft Windows based servers and computers to store information and data about network and domains and manage University connections to resources
 
PROCEDURES and RESPONSIBILITIES
 
University storage space is reserved for business critical information and is to be used for appropriate work-related storage of such information. Individuals are not authorized to store personal information, photos, video and music files on University centralized storage systems. 
 
Copyrighted material
Do not store files containing copyrighted material on University servers or University owned systems. Any file determined to have copyright that the University does not have permission, license or ownership of that is stored on University servers will be removed at any time without notice. This includes files that you as an individual may own the copyright license or permission as those copyright licenses are not transferrable without appropriate documentation.
 
Music, video and multimedia files
Storing of video, music and multimedia files on shared server resources is inappropriate regardless of copyright. These files will be the first files removed whenever there is a disk space shortage. 
 
Centralized Storage Backup 
All University centralized storage servers are backed up on a daily basis for critical systems recovery.  In order to preserve the integrity of the systems while recognizing that finite resources are available, these backups will not include audio, video, or application programs unless part of the core operations of the University or the academic Unit. Questions regarding status of items will be directed to the key administrator for the academic or administrative unit. The backups will include critical University data and appropriate work related items stored on University storage systems.
 
 
RELATED DOCUMENTS
  • Appropriate Use Statement
  • Abuse of Computers and Networks
Appropriate Use of Computing and Network Resources
 

Delta State University's computing and network facilities service a large number of faculty, students, staff, and others. In light of the legal responsibilities inherent in the operation of such a system, the University has a number of areas of potential liabilities.  This policy sets forth the privileges of and restrictions on students, faculty, staff and other users in respect to the computing and telecommunications systems at Delta State University. 
 

 

Electronic Communications: The use of computers and network systems in the communicating or posting of

information or material by way of electronic mail, bulletin boards, or other such electronic tools.

 

Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.

University Computers and Network Systems (University Systems): Computers, networks, servers, and other

similar devices that are administered by the university and for which the university is responsible.

Throughout this policy, the shortened term "university systems" is used to mean all university computers and

network systems.

 

All users have the responsibility to use the University computing systems in an effective, efficient, ethical, and lawful manner. Use of Delta State University's communication resources and computer network is not a matter of right, nor is it provided as a public forum, but rather all use of Delta State University's computer resources and network must be consistent with the mission of the University in support of public education, research, and public service. 

 

GUIDELINES
 

Security:

  • Computer accounts, passwords, and other types of authorization are assigned to individual users and should not be shared with others.
  • The individual is responsible for all activities associated with their unique username/ password.
  • The user must comply with the University’s password policies, quota policies, usage policies, and all University policies. 
     

Academic Freedom:

Free expression of ideas is central to the academic process. However, the University may remove any electronic information from its systems if it is determined that:

  • The presence of the information involves illegality (e.g., copyrighted material, software used in violation of a license agreement).
  • The information in some way endangers computing, network resources, or the information of other users (e.g., a computer worm, virus, or other destructive program).
  • The information is inappropriate, because it is inconsistent with the mission of the University, or is otherwise not in compliance with the legal and ethical usage governed by Federal or State law or regulation, or with the University or Institutions of Higher Learning policies.
  • The cost of maintaining the information is deemed prohibitive by the responsible administrative unit.
  • The user is no longer authorized for access.

Privacy:

It is the policy of the University not to routinely monitor individual use of computing and network resources. However, users should be aware that their use of these resources may not be private. Communications made by means of university computing and network resources are also generally subject to the Mississippi Public Records Act to the same extent as they would be if made on paper. The normal operation and maintenance of the university's computing and network infrastructure require the backup of data and communications, the logging of activity, the monitoring of general usage patterns and other such activities that are necessary for the provision of service.

The University may monitor the activity and accounts of individual users, including individual login sessions, personal computers, and the content of individual files and communications when:

  • The user has voluntarily made them accessible to the public, as by posting to social networking site or posting to a web page or UseNet group;
  • It reasonably appears necessary to do so to protect the integrity, security, or functionality of computing and network resources or to protect the university from liability;
  • There is reasonable cause to believe that the user has violated or is in violation of university policy;
  • Or it is otherwise required or permitted by law. 

Any monitoring of individual users, other than that allowed by the user or that is necessary to respond to perceived emergency situations, must be authorized in advance by the appropriate Vice President and the Chief Information Officer.

The University, in its discretion, may disclose the results of any such general or individual monitoring, including the contents and records of individual files and communications, to appropriate university personnel or law enforcement agencies and may use those results in appropriate university disciplinary proceedings.

 Inappropriate Usage:

Computing and networking resources should be used only in accord with the guidelines defined in this policy and procedure, all University policies, and state and federal laws. Examples of inappropriate and unacceptable use of computing and networking resources include, but are not limited to:

  • Harassment of other users
  • Violation of local, state and federal laws, regulations, or policies.
  • Destruction of or damage to equipment, software, or data belonging to Delta State University or other users.
  • Disruption or unauthorized monitoring of electronic communications.
  • Violations of computer system security measures.
  • Unauthorized use or attempted use of computer accounts, access codes, passwords, ip addresses, or other network identification words or numbers assigned to others.
  • Violation of another user's privacy.
  • Academic dishonesty (e.g., plagiarism or cheating).
  • Commercial advertising or political campaigning.
  • Downloading or displaying obscene or pornographic materials/images.
  • Use of computer and/or network facilities in ways that impede the computing activities of others or the University systems, including randomly initiating interactive electronic communications or e-mail exchanges, overuse of interactive network utilities, overuse of network accessible Internet sites (including gaming, social networking sites, streaming media sites and file download sites) bulletin boards or conferences, and the "off topic" posting of materials to bulletin boards or conferences.
  • Use of computing facilities for commercial or business purposes of the user.
  • Use of residential network access to conduct business for any purpose is strictly prohibited. Violators will be subject to loss of network services to their residence while a student or resident  at Delta State University.
  • Violations of trademarks, patents, or copyrights and violation of software license agreements. (Refer to policies of the university.)
  • Violation of the usage policies and regulations of the network that Delta State University is a member of or has authority to use.
  • Users may not intentionally or negligently disrupt or damage University computers or networks in any way.
  • Users of University technology resources may not send electronic messages with the sender's identity forged or send anonymous messages. 

Personal use:

Incidental personal use of computing and network resources is permitted, subject to the restrictions outlined in this policy. Personal communications and files transmitted over or stored on University systems and assets are not treated differently from business communications; therefore, there can be no guarantee that personal communications or activities will remain private or confidential.
 
Sanctions

Violation of the policies described herein for use of computing and network resources are dealt with seriously. Violators may and are subject to the disciplinary procedures of the University, up to and including termination. In addition, violators may lose computing privileges. Illegal acts involving Delta State University computing and networking facilities may also be subject to prosecution by state and federal officials.

Applicable Mississippi Laws that apply to this policy
Mississippi Code of 1972 - http://www.mscode.com/free/statutes/97/045/0011.htm

 

  • Digital and Electronic Copyright Infringement
  • Commercial Use of University Resources
     

 

Bandwidth Utilization Policy
POLICY STATEMENT

DSU and the Office of Information Technology prioritize network traffic in order to ensure that critical communications are not adversely affected. DSU obtains Internet bandwidth based on past trends and usage statistics. While every effort is made to accommodate all campus users, this is a finite resource. Unexpected demand may cause degradation of services. 

DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES

Network bandwidth is controlled by the Office of Information Technology in order to ensure the needs of the University community are met within the established budgetary constraints. DSU reserves the right to make decisions to reduce bandwidth to select areas when the need arises. This restriction will be done with the knowledge and consent of the Chief Information Officer.

Guidelines:

University policy requires that the Office of Information Technology allocate bandwidth usage appropriately and fairly while working to ensure that access to critical communications is not adversely affected. Priority will be given to academic and business operations. The university reserves the right to restrict access to certain sites, including entertainment sites, gaming sites, streaming media, broadcasting sites, peer to peer sites, and others as identified.

RELATED DOCUMENTS
  • None
     
Commercial Use of University Resources
POLICY STATEMENT
 
University resources may not be used for commercial purposes, unless permission has been explicitly granted in writing by the University President as outlined below.
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
PROCEDURES and RESPONSIBILITIES
 
Use of University systems for commercial purposes, except where explicitly approved, is strictly prohibited. Such prohibited uses include, but are not limited to, development of programs, data processing or computations for commercial use and preparation and presentation of advertising material, sharing of computers or files for commercial purposes; sharing of computers, files, or materials that are copyrighted, whether for financial or non-financial gain; use of University web resources to conduct business over the Internet; use of infrastructure through dormitory access to support or conduct any form of business on the Internet or for gainful employment. Violations of this policy will be strictly enforced.
 
The DSU University computing system will not be used for financial gain for any faculty, staff, or student member unless explicit, written communication has been granted by the President of the University.
 
Regulations set in place in the student handbook may also apply to this regulation.  
 
Violations of these policies may result in the immediate suspension of computer account and network access pending investigation of circumstances and may lead to their eventual revocation. Serious violations of the policy will be referred directly to the appropriate University or outside authorities.  Unauthorized use of University computing facilities can be a criminal offense. The penalties may be as severe as suspension or dismissal from the University and/or criminal prosecution.
 
Violators of this policy will be dealt with according to the details outlined in the University’s Responsible Use of Electronic Communications policy.  Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems.
 
RELATED DOCUMENTS
  • Policy on “Responsible Use of Electronic Communications”
Computer Labs
POLICY STATEMENT
 
Delta State University provides several computer labs on campus for use by the staff, faculty, and students. The labs will be used according to the following procedures.
 
University Computing Labs are to be used by the University community for university purposes only.
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
PROCEDURES and RESPONSIBILITIES
 
The Office of Information Technology (OIT) in conjunction with the Executive Assistant to the President will determine the need for additional computer lab facilities on the DSU campus. Equipment and software purchased and/or installed for the campus computing labs will be determined by the Office of Information Technology. All departments desiring a computer lab facility for departmental or college/school use, must coordinate the planning and development of such a lab with the full cooperation and approval of the Office of Information Technology. Funding for the creation and installation of labs will be determined by the Chief Information Officer and the Executive Assistant to the President.
 
Maintenance (installation and service of any hardware, software, or comparable services) of computer labs on campus will be performed by the Office of Information Technology. Under no circumstances is any third party approved to perform any work, installation of software, repair services, or equipment installation services without the express approval and cooperation of the Office of Information Technology.
 
Those departments and instructors who would like course specific software installed in the University public computing labs for the University to use, must have the approval of OIT before departmental/course specific software is purchased or assigned for purchase by the students for coursework. Once the software has been approved and has been verified to work with existing computing resources, including University approved and purchased software, the OIT will work with the department and the instructor(s) to install said software in the University public computing labs, and departmental labs where necessary. 
 
It is the responsibility of the course instructors and their department head to notify OIT of software needs for any existing courses or for courses being considered to be added to the curriculum. In the spring of each academic year, OIT prepares the lab image for the following year. At this time, departments will be asked to provide to OIT a copy of any software that is currently being evaluated for the fall semester along with legal licensing. OIT will make every effort to work with each department on campus to ensure that the software chosen by the course instructor is installed in campus labs for each course. Each department and/or instructor should contact OIT as soon as possible to determine if the software they are evaluating will work with University computing resources. Every effort will be made to find a software solution that will meet the needs of the instructor, department, and the campus while working well with the University approved software and hardware. Once the software has been verified by OIT to work with existing resources and the department has purchased the necessary licensing, OIT will assume responsibility for installing the software in the University Computing Labs.
 
The University lab “image” is finalized by August 1 of each year. Departments should make every effort to have their software requests turned in by that time.  Software additions during the semester will require a three-week lead time with no guarantee of completion.
 
The following rules and regulations are posted in each computer lab on the DSU campus. Anyone using the labs or visiting the labs is subject to the rules listed below:
 
Computer Use Policies
·        No University system may be used for purposes that violate University statutes or regulations, or for illegal or criminal purposes. Please keep in mind that many people use University systems for daily work. Obstructing this work by consuming gratuitously large amounts of system resources (disk space, CPU time, print quotas, and network bandwidth) or by deliberately crashing the machine(s) will not be tolerated.
·        Use of any University system by outside individuals or organizations requires special permission from the system's administrator and payment of fees to the University and to the appropriate software vendors where applicable.
·        Use of University systems for commercial purposes, except where explicitly approved, is strictly prohibited. Such prohibited uses include, but are not limited to, development of programs, data processing or computations for commercial use and preparation and presentation of advertising material.
·        Copying, storing, displaying, or distributing copyrighted material using University systems or networks without the express permission of the copyright owner, except as otherwise allowed under the copyright law, is prohibited. Under the Federal Digital Millennium Copyright Act of 1998, repeat infringements of copyright by a user can result in termination of the user's access to University systems and networks.
·        Sending electronic mail that is obscene, abusive, threatening, or harassing is not allowed. It is a criminal offense to fraudulently represent yourself with electronic mail.
·        Copying of software is forbidden. It is illegal for you to make copies of licensed software.
 
Lab Procedures
·        Frivolous, disruptive, or inconsiderate conduct in computer labs or terminal areas is not permitted.
·        No University computing facility may be used for playing computer games or Internet driven computer games.
·        The use of cell phones is prohibited in University Computing Labs. Any occurrence is cause for suspension or revocation of user privileges.
·        Use of the lab must not violate University policies or procedures, local, state, or federal law, and must not be an academic or non-academic offense as defined in the document Student Handbook.
·        Food, drinks, smoking, and tobacco are not allowed. Please help us keep the lab clean by following this rule.
·        Keep the lab neat. Please pick up your scrap paper, clean up around the computer and push in your chair when finished.
·        Inappropriate use of the computer equipment or the lab will result in termination of lab privileges. All users will abide by the DSU Computing Guidelines at all times.
·        University Computing Labs are to be used for the completion of assigned class work or university-related work only.
·        All users of University Computing Labs shall obey directions regarding reasonable conduct and/or use of equipment given by the Lab Assistant on duty. Lab Assistants may direct students to leave the lab if they do not observe these regulations. Users are also required to obey all DSU signs posted in the lab.
Personal Responsibility
·        Users must provide the lab assistant with their DSU identification card before being assigned a computer. Users without a DSU identification card will not be allowed to use the lab. Upon departure, retrieve ID from the lab assistant and sign out from the lab.
·        Time limits of two hours are enforced when students are waiting.
·        Bring a USB Jump Drive with you to the lab to save work.  Do not save to the computer's hard drive.
·        Classes may request to have some equipment reserved for them. Users may be required to leave for the duration of the scheduled event.
·        Users should back up data frequently to prevent loss of work.  Remember that a power failure or flawed removable media device could be disastrous.
·        Do not turn off the machine when finished. The computers stay on all day. Please exit the application you were working on and return to the Windows Main Screen before removing your data storage device.
·        DSU has implemented a pay for print system. Please help us to keep our printing cost down by printing only necessary pages. The lab assistant must release all print jobs to the printer. Make sure to press print on your computer before going to the lab assistant to have him/her release your print job. Pages can be saved to removable media devices and printed in the convenience of your home or dorm room. 
·        Users will properly operate all hardware and not abuse it in any way. Users shall not disconnect or connect peripherals, devices, power cables or network cables to or from lab machines. Users shall not tamper with nor attempt to repair any equipment.
·        The telephone is to be used for incoming calls or for calling for assistance in the laboratory. It is not for personal usage. Long distance calls are not accessible with this extension.
·        Users will notify the Lab Assistant on duty of any malfunctioning equipment.
·        See a lab assistant concerning any problems or questions. The lab assistant on duty sits behind the Help Desk in the lab.
·        If a lab assistant is not present, please call the OIT help desk (x4444) for assistance.
·        Note:  Violations of these regulations constitute cause for the revocation of user privileges and could result in formal disciplinary action by the University and/or criminal prosecution.
 
Violations
Violations of these policies may result in the immediate suspension of computer account and network access pending investigation of circumstances and may lead to their eventual revocation. Serious violations of the policy will be referred directly to the appropriate University or outside authorities; unauthorized use of University computing facilities can be a criminal offense. The penalties may be as severe as suspension or dismissal from the University and/or criminal prosecution.
 
Violators of this policy will be dealt with according to the details outlined in the University’s Responsible Use of Electronic Communications policy.  Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems.  Violators may also be subject to penalties under University regulations and under state and federal laws
 
RELATED DOCUMENTS
  • Policy on “Responsible Use of Electronic Communications”
Copyright Infringement
POLICY STATEMENT
 
The use of computers or network systemsin no way exempts any member of the University community from the normal requirements of ethical or legal behavior in the Delta State community. In particular, data, software, and computer capacity have value and must be treated accordingly. Each member of the community is responsible for his/her actions whether or not rules are built in, and whether or not they can be circumvented. Individuals using the campus computer systems for any purpose, including email communications, are subject to the rules imposed by the University to protect the University resources, including individuals and equipment, and the rules imposed by any governing body.
 
Copying, downloading, storing, displaying, or distributing copyrighted material using University systems or networks without the express permission of the copyright owner, except as otherwise allowed under the copyright law, is prohibited. Under the Federal Digital Millennium Copyright Act of 1998, repeat infringements of copyright by a user can result in termination of the user's access to University systems and networks, and further prosecution as is warranted by state and Federal Laws and the Federal Digital Millennium Copyright Act of 1998.
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
Copyright Infringement: Copying, storing, displaying, or distributing copyrighted material using University systems or networks without the express permission of the copyright owner, except as otherwise allowed under the copyright law, is prohibited. Under the Federal Digital Millennium Copyright Act of 1998, repeat infringements of copyright by a user can result in termination of the user's access to University systems and networks, and further prosecution as is warranted by state and Federal Laws and the Federal Digital Millennium Copyright Act of 1998.
 
PROCEDURES and RESPONSIBILITIES

The distribution of copyrighted materials over the Internet for which the distributor (any server — including your computer) does not have permission can be violation of federal criminal law, a law called the Digital Millennium Copyright Act of 1998 (“DMCA”). Most of the music, games or videos downloaded through file-sharing programs lack permission of the copyright owner. Moreover, those very programs that enable an individual or that an individual uses to download programs automatically open file-sharing services from the computer. Thus, without knowing it explicitly, by downloading the program and the files, the computer is programmed to share it back out into the international Internet community. The user is then therefore liable to be in violation of the DMCA, even if a single song was downloaded. Each criminal offense carries with it a minimum fine of $30,000 and a potential jail sentence.
 
Delta State University receives notices of copyright infringement under the DMCA. These notices come from software or entertainment industries that focus their Internet scans on university or college networks for specific games, songs or videos. They focus on colleges and universities because the DMCA makes Internet service providers liable for contributory copyright violations if they do not remove infringing material when they have notice of it and because college campuses are hotbeds of file sharing activity.
 
To alleviate its potential liability, Delta State University must respond to these notices expeditiously. The individual usually finds out about it when they receive a standard notice form from the university’s designated DMCA agent informing them that a copyright holder has sent the university a notice of infringement identifying their DHCP address. The individual is requested to confirm a cease and desist action to the copyright agent.
 
If the individual ignores the request, then the DMCA agent instructs the network operations center to block their IP address, which effectively blocks their Internet connection.
 
Ways to prevent breaking copyright laws:
·         Do not download copyrighted material for which you do not have the owner’s permission.
·         If you have file-sharing programs on your computer, set the program such that it no longer serves materials out from your computer.
·         Turn off File and Print Sharing on your computer. Network operators with responsibilities to maintain a safe and functional network will check and regulate for excessive volumes (they do not monitor content), and there are protocols for excessive use as well.
 
Violations of these policies may result in the immediate suspension of computer account and network access pending investigation of circumstances and may lead to their eventual revocation. Serious violations of the policy will be referred directly to the appropriate University or outside authorities.  Unauthorized use of University computing facilities can be a criminal offense. The penalties may be as severe as suspension or dismissal from the University and/or criminal prosecution.
 
Violators of this policy will be dealt with according to the details outlined in the University’s Responsible Use of Electronic Communications policy.  Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems. Violators may also be subject to penalties under University regulations and under state and federal laws.
 
RELATED DOCUMENTS
  • Policy on “Responsible Use of Electronic Communications”
Digging Permits
POLICY STATEMENT
 
Permission must be obtained from the Chief Information Officer prior to any digging, boring, planting or removal of shrubbery, etc., on Delta State property.
 
DEFINITIONS
 
Boring: The use of specialized equipment to excavate, either horizontally or vertically, on or beneath ground level.
 
Excavation: Any movement or relocation of ground, or ground cover (includes concrete, gravel, etc.).
 
PROCEDURES and RESPONSIBILITIES
 
This policy is intended to emphasize the importance of protecting University infrastructure by obtaining permission prior to any excavation on Delta State property.
 
Prior to any digging, boring, planting or removal of shrubbery, etc. on Delta State University property, all contractors, university employees, students, and others must complete a digging permit, and receive signed approval. The permit must state the exact location and date for the planned excavation.
 
The Delta State Physical Plant and Telecommunications Departments will mark all utilities in the area, and provide any necessary special instructions or coordination requirements. Both departments must be contacted on the date excavation is to begin. When permits are issued for an extended period, or for multiple locations, both departments must be contacted for each new location.
 
When telephone or fiber-optic cables or facilities are located in an area to be excavated, Telecommunications Technicians must be on site during the digging operation. Damage to Telecommunications or Physical Plant facilities, as a result of failure to contact these departments, will result in the cost of repairs being charged to the appropriate company, department or individual.
 
RELATED DOCUMENTS
  • Digging Permit Form
Digital and Electronic Copyright Infringement

Copying, downloading, storing, displaying, or distributing copyrighted material using University systems or networks without the express permission of the copyright owner, except as otherwise allowed under the copyright law, is prohibited. Under the Federal Digital Millennium Copyright Act of 1998, repeat infringements of copyright by a user can result in termination of the user's access to University systems and networks, and further prosecution as is warranted by state and Federal Laws and the Federal Digital Millennium Copyright Act of 1998. 

The Higher Education Opportunity Act (34 C.F.R. Section 668) by the United States Congress and signed into law by on August 14, 2008, requires the educational institutions be proactive in the prevention of illegal downloading and copyright infringement. The following is Delta State University’s policy regarding illegal peer-to-peer file sharing.

It is the policy of DSU that any illegal peer-to-peer file sharing over the University's network is prohibited. All users who access the Delta State University network acknowledge that they are aware of and agree to this and all University policies.

 

College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.

Copyright law: The Copyright Law of the United States of America is contained in Title 17 of the United States Code (U.S.C) and is available at http://lcweb.loc.gov/copyright/title17/ protects “original works of authorship fixed in a tangible medium of expression” for a limited period (17 U.S.C. §102). Copyright protection includes, for instance, the legally secured right to publish and sell the substance and form of a literary, artistic or musical work. The federal copyright statute governs the reproduction of works of authorship. In general, works governed by copyright law include such traditional works of authorship as books, photographs, music, drama, video and sculpture, and also software, multimedia, and databases. Copyrighted works are protected regardless of the medium in which they are created or reproduced; thus, copyright extends to digital works and works transformed into a digital format.

Copyright Infringement: Copying, storing, displaying, or distributing copyrighted material using University systems or networks without the express permission of the copyright owner, except as otherwise allowed under the copyright law, is prohibited. Under the Federal Digital Millennium Copyright Act of 1998, repeat infringements of copyright by a user can result in termination of the user's access to University systems and networks, and further prosecution as is warranted by state and Federal Laws and the Federal Digital Millennium Copyright Act of 1998.

Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.

Illegal Downloads:  to transfer files or data from one computer to another without the permission of the copyright owner

Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.

Peer to Peer File Sharing:  allows internet users to transfer digital files directly from computer to computer

System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.

University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.

 

The distribution of copyrighted materials over the Internet for which the distributor does not have permission is a violation of the Digital Millennium Copyright Act of 1998 (“DMCA”). Most of the music, games or videos downloaded through file-sharing programs lack permission of the copyright owner.

Delta State University receives notices of copyright infringement under the DMCA. These notices come from software or entertainment industries that focus their Internet scans for specific games, songs or videos.   To alleviate its potential liability, Delta State University must respond to these notices expeditiously and will take the following steps:

  1. Upon receipt of notification, the Office of Information Technology must identify the source of the complaint. 
  2. DSU is requested to confirm a cease and desist action to the copyright agent. 
  3. The IP address from which the complaint originated will be disabled.
  4. The CIO, and the Director of Housing or the respective department head will meet with the party to explain the complaint and advise on how to remove the copyrighted material from their machine. 
  5. Once the information has been removed, OIT will be authorized to re-enable the IP address.
  6. If the individual ignores the request, access will not be restored until proof can be furnished that the copyrighted material no longer exists on the individual’s computer or associated devices.
  7. On second violation, the party risks having their Internet access permanently disabled. 
  8. Appeals: Individuals may appeal findings or rulings to the Director of Housing or the respective department head. Appeals may then move to the Vice President for the respective area.

Legal Alternatives for Downloading

The following legal alternatives for downloading materials from the Internet are available. Delta State University does not endorse any specific commercial product and endorses the sites below only that they provide legal alternatives for downloading music, movies, books. 

 Federal and State Penalties

  • Federal Law provides severe civil and criminal penalties for the unauthorized reproduction, distribution, rental or digital transmission of copyrighted sound recordings (Title 17, United States Code, Sections 501 and 506). Code available at http://lcweb.loc.gov/copyright/title17/ Criminal penalties for first-time offenders can be as high as five years in prison and $250,000 in fines. 
  • Civil penalties can run into many thousands of dollars in damages and legal fees. The minimum penalty is $750 per item (song, video, etc). 
  • The “No Electronic Theft Law” (NET Act) is similar on copyright violations that involve digital recordings. Congress enacted the No Electronic Theft (NET) Act in 1997 to facilitate prosecution of copyright violation on the Internet. The NET Act makes it a federal crime to reproduce, distribute, or share copies of electronic copyrighted works such as songs, movies, games, or software programs, even if the person copying or distributing the material acts without commercial purpose and/or receives no private financial gain. Prior to this law being passed, people who intentionally distributed copied software over the Internet did not face criminal penalties if they did not profit from their actions. Electronic copyright infringement carries a maximum penalty of three years in prison and a $250,000 fine.

Mississippi Code: 
The Mississippi Code http://www.sos.state.ms.us/ed_pubs/MSCode/ 

Violations:

Violations of these policies may result in the immediate suspension of computer account and network access pending investigation of circumstances and may lead to their eventual revocation. Serious violations of the policy will be referred directly to the appropriate University or outside authorities.  Unauthorized use of University computing facilities can be a criminal offense. The penalties may be as severe as suspension or dismissal from the University and/or criminal prosecution.

Violators of this policy will be dealt with according to the details outlined in the University’s Appropriate Use of Computing and Network Resources policy.  Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems. Violators may also be subject to penalties under University regulations and under state and federal laws.

  • Appropriate Use of Computing and Network Resources

 

Educomm Code
POLICY STATEMENT
 
The University community has the right to expect that the information they create and store on University systems is safe and secure from others. The University may restrict the use of its computers and network systems in order to provide this security.   Persons violating this policy may be subject to termination of their rights to access University computing resources, and possibly subject to further sanction by the University.
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, wireless devices, routers and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems):  Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
PROCEDURES and RESPONSIBILITIES
 
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 secrets and copyright violations, may be grounds for sanctions against members of the academic community.  
 
 
RELATED DOCUMENTS
  • Copyright Infringement Policy
Electronic Mail - Students
POLICY STATEMENT
 
Electronic mail (e-mail) is an official means for communication within Delta State University. Therefore, the University has the right to send communications to students via e-mail and the right to expect that those communications will be received and read in a timely fashion. OKRAmail is considered the official means for communication between administration and students.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Assignment of Student E-mail Addresses
The Office of Information Technology (OIT) will assign all students an official university e-mail address upon indication from the registrar’s office that the student is enrolled or enrolling in classes (at the first time of registration). It is to this official address that the University will send e-mail communications. This official address will be the only e-mail address tracked.  
 
Redirecting E-mail
Students may have e-mail electronically redirected to another e-mail address. If a student wishes to have e-mail redirected from his or her official address to another e-mail address (e.g., @aol.com, @hotmail.com), they may do so, but at his or her own risk. The University will not be responsible for the handling of e-mail by outside vendors. Having e-mail redirected does not absolve a student from the responsibilities associated with communication sent to his or her official e-mail address.
 
Expectations Regarding Student Use of E-mail
Students are expected to check their official e-mail address on a frequent and consistent basis in order to stay current with University communications. The University recommends checking e-mail once a week at a minimum in recognition that certain communications may be time-sensitive.
 
Academic Uses of E-mail
Faculty may determine how e-mail will be used in their classes. It is highly recommended that if faculty members have e-mail requirements and expectations they specify these requirements in their course syllabus. Faculty may expect that students' official e-mail addresses are being accessed and faculty may use e-mail for their courses accordingly.
 
Appropriate Use of Student E-mail
In general, e-mail is not appropriate for transmitting sensitive or confidential information unless its use for such purposes is matched by an appropriate level of security. Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail, including use for sensitive or confidential information, must be consistent with FERPA. E-mail shall not be the sole method for notification of any legal action.
 
RELATED DOCUMENTS
  • Technology Governance Committee Minutes: March 1, 2006 (revisions approved via e-mail April 12, 2006)
  • Approved by the President’s Cabinet: September 11, 2006
  • Implementation Date: January 8, 2007
Electronic Mail Quotas - Faculty/Staff
POLICY STATEMENT
 
This policy establishes the standard for email retention and storage for faculty and staff for the University. University storage resources are not unlimited and must be managed to ensure adequate space is available for all resources. 
 
The University E-mail system is a communication system and is not a storage or archival system. Messages in the system are of a temporary nature and the University does not perform any archival of these messages. It is the individual's responsibility to archive any messages that he/she wishes to permanently maintain by printing, exporting or archiving.
 
 
DEFINITIONS
 
Storage Space: The disk space available to store official University communications and resources
 
Exchange: Microsoft email system used for faculty/staff communications
 
Active Directory: The directory structure used on Microsoft Windows based servers and computers to store information and data about network and domains and manage University connections to resources.
 
OIT – Office of Information Technology
 
PROCEDURES and RESPONSIBILITIES
 
University storage resources are not unlimited and must be managed to ensure adequate space is available for new resources. Therefore user mailboxes on the University email servers should not exceed the following quota limits:
 
1.5 GB for faculty and staff accounts on faculty/staff mail server

This limitation applies to all mail in a user’s account, including messages in all folders and subfolders, not just the primary mailbox folder.  Moving mail into subfolders within the mailbox will not protect them from removal. 
 
Faculty/Staff Mailboxes
Faculty and staff will receive notification messages from the mail administrator alerting them when they are approaching the allocated quota.   Messages will be received in the email box when the mailbox reaches the following size:
 
1st Notification – 90% of Quota Allocation (1.35 GB), you will receive a message that your mailbox is almost full please reduce your mailbox size.
 
2nd Notification – 100% of Quota Allocation (1.5 GB), you will no longer be able to send email messages until you reduce the size of your email storage.
 
3rd Notification – 110% of Quota Allocation (1.65 GB), you will no longer be able to send or receive email messages.
 
 
Faculty and staff may archive mail in excess of the allocated quota to their local machine or to an external storage device. Assistance with archiving of mailboxes will be provided by OIT on request and is available on the OIT website.
 
Faculty/Staff Archiving Process

Archiving Items
The Microsoft Exchange archive feature saves mail or phone messages, appointments, reminder notes, and tasks to a designated database on a local drive. Archiving items saves network space and keeps your mailbox uncluttered. It also protects items from being automatically deleted. You can view archived items whenever you need by selecting the Archive Folder from your mailbox.
 
Archive Settings

Archiving is enabled by default for faculty and staff email accounts. E-mail items 45 days or older are automatically archived to the C: drive. Faculty and staff can change the default archive settings; however the University does not recommend changing the default archive limit to more than 180 days. Faculty and staff may also manually archive an item or unarchive an item at any time.

Junk Mail and Trash Folders
Items in the Junk Mail folder are automatically moved to the Trash folder after 30 days. Many items are automatically moved to the Junk Mail folder by Exchange after being marked [SPAM] by the Cisco Ironport Spam appliance. While the Ironport is mostly accurate in its assessment of spam mail, some messages that are not spam may get sent to your Junk Mail folder. You should review the items in that folder periodically to find messages you might want to keep. Move those messages to another mailbox folder to avoid losing them.

 
Policy on Critical E-mail and E-mail Recovery
Backup of individual email accounts is the responsibility of the mailbox owner. While critical system backups are maintained, accounts cannot be fully restored if it is deleted or mail messages within the mailbox are permanently deleted. Maintaining archive folders of individual mailboxes is the responsibility of the mailbox owner.  If you work with e-mail critical to the Institution's function (e.g., financial records, legal documents), we recommend that you save that e-mail as a file or print that e-mail to hard copy.
  
Microsoft Exchange Backups
All Microsoft Exchange e-mail servers are backed up on a daily basis and saved for three days. The backups are for disaster recovery purposes only, i.e., total loss of the server. The backups will not be used for the recovery of lost e-mail. Retaining e-mail is left to the individual user, who may archive, print, or save e-mail items.
 
Non-Compliance
In the event systems resources are in jeopardy and the mailbox owner has disregarded quota notifications as distributed by OIT, the University reserves the right to purge electronic mail accordingly:
 
Inbox: purge messages > 6 months old
Trash/Deleted Mail: purge messages > 14 days old
Junk Mail: purge all messages
 
If individual mailbox owners choose not to manage their mailboxes within the quota system and either dispose of messages or archive those messages, the messages may be automatically purged to protect the integrity and availability of University mail systems.
 
 
RELATED DOCUMENTS
  • Appropriate Use of Computing and Network Resources
  • Abuse of Computers and Networks

 

Information Technology Governance Committee
POLICY STATEMENT
 
The purpose of this policy is to establish a uniform and integrated structure for considering information technology matters in order to: (1) advise the President and the Cabinet in making executive-level strategic management decisions involving information technologies, (2) set directions and priorities for information technology and related resource allocations in a timely manner, (3) develop policies and procedures that will be implemented by the Office of Information Technology and (4) establish a mechanism for overseeing the implementation of strategic and tactical technology plans.
 
DEFINITIONS
 
None
 
 
PROCEDURES and RESPONSIBILITIES
 
Effective governance structures tend to share a common set of goals and principles. Taken together and adapted to a particular university or university’s environment, these goals and principles form the framework for defining how information technology policies, resources and architectures are established, deployed, managed, and enforced. Governance structures are thus most successful when they are charged with:
 
  • Establishing a shared vision of how information technology can add value to the institution;
  • Establishing information technology goals, and the strategies for achieving those goals;
  • Establishing principles and guidelines for making information technology decisions and managing initiatives;
  • Overseeing the management of institutional information technology initiatives;
  • Providing a vehicle through which members of the end user community participate in information technology planning and decision-making;
  • Establishing and communicating institutional information technology priorities;
  • Determining information technology priorities in resource allocation;
  • Establishing, amending and retiring, as necessary, institutional information technology and other technology related policies, and
  • Determining the distribution of responsibility between the Office of Information Services and end users.
 
The Information Technology Governance Structure for Delta State University will be organized with those fundamental goals and principles in mind.
 
  1. Statement of Purpose 
The purpose of this policy is to establish a uniform and integrated structure for considering information technology matters in order to: (1) advise the President and the Cabinet in making executive-level strategic management decisions involving information technologies, (2) set directions and priorities for information technology and related resource allocations in a timely manner, (3) develop policies and procedures that will be implemented by the Office of Information Technology and (4) establish a mechanism for overseeing the implementation of strategic and tactical technology plans.
 
  1. Governance Structure 
The organizational structure depicted below provides for a flow of information, collaboration, and decisions that is integrated and supports both operational level activities and executive level needs. It also provides for overseeing the implementation of the Information Technology Strategic Plan (ITSP) by providing for collaboration on tactical and project plans while viewing the ITSP as a “living document” that will require adjustment from time to time. This structure is also designed to enable multi-year planning and resource allocation to fund strategic and tactical initiatives.
 
Although not a formal part of the decision-making components of the governance structure, the diagram depicts an Information Technology Forum. The forum will serve as a quarterly opportunity for any community members to meet with OIT personnel to express views, receive updates, and discuss any matters. It provides an important supporting role to the whole governance process.
 
Envision an imaginary dotted line appearing vertically down the middle of the diagram to help illustrate the integrated but distinct roles of the structure’s major components and how they converge at the executive level of College leadership and administration. To the left are the components that bear major responsibilities for strategies, policies, and priorities. To the right are those that focus on management, implementation, and leadership. The two components of the governance structure work in close collaboration at all levels and on all matters. The ultimate outcome of this integrated approach is to provide the executive leadership of the College with the best possible combination of advice and counsel on information technology as a major success factor in achieving DSU’s mission. 
  1. Charge to the Information Technology Governance Committee (ITGC) 
The charge to the ITGC is to advise the President and Cabinet in setting priorities and determining the direction for information technologies in the advancement of the University’s institutional goals. The committee will assist in setting long-range strategic priorities, overseeing related policies, and supporting the use of information technology within the College. The committee has executive-level oversight of the implementation of the Information Technology Strategic Plan and its associated tactical plans.
 
The ITGC reports to the President via the Contract Administrator and the Cabinet. The Chair of the Committee bears responsibility for bringing all ITGC recommendations, reports, etc. to the Contract Administrator, who will relay the necessary information to the Cabinet and the President. Reporting to the ITGC are four standing committees: Staff Technology Committee (Banner Users group), Academic Technology Committee, Web Oversight Committee, Student Technology Services Committee, and other subcommittees as appointed by ITGC. The Office of Information Technology participates ex officio on all committees and coordinates implementation of ITGC and standing committee decisions. The CIO provides advice and counsel to the Contract Administrator on technology matters on an ongoing basis.
 
The ITGC meets bi-monthly on a regularly scheduled basis and at other times as deemed necessary by the committee’s Chair or the President.
 
  1. The Responsibilities of the ITGC 

7.1     Review and recommend to the Cabinet an Information Technology Strategic Plan, coordinated with the University’s strategic planning process;

7.2     Review and approve annual tactical plans, work plans, and time-frames developed by the CIO to guide implementation of the Strategic Plan;

7.3     Make recommendations to the Cabinet the allocation of University financial resources to enable approved plans and their associated budgets;

7.4     Review and recommend to the Cabinet appropriate administrative policies and procedures recommended by the ITGC and its subcommittees;

7.5     Resolve information technology issues referred to the Committee by its Subcommittees, and make recommendations for resolution on such matters to the Cabinet, as appropriate;

7.6     Set priorities for information technology endeavors and recommend such to the Cabinet for approval;

7.7     Ensure an annual evaluation of the institution’s effectiveness in implementing its strategic plan for information technology; and

7.8     Provide guidance to the Office of Information Technology on the implementation of ITGC decisions.

 
  1. Membership on the ITGC  
The units cited below are recommended to represent their areas on the ITGC on a permanent and ongoing basis. The representatives from the areas listed will be designated by their appropriate vice president and will be reviewed annually by the Cabinet. “Designees” and “substitutes” are not permitted because the business of the committee is intimate to the responsibilities of the position named. Members should not be “technical” in nature.
 
Academic areas to include:
·          Academics Affairs
·          College of Arts and Sciences – two representatives
·          College of Business
·          College of Education
·          School of Nursing
·          Library
 
Administrative areas to include:
·          Alumni/Foundation
·          Athletics
·          Division of Finance
·          Division of Student Affairs
 
Ex Officio - Chief Information Officer
 
  1. Charge to the Subcommittees  
The charges to each of the Subcommittees are appropriate for their respective functional areas of concern. The ITGC shall appoint the Chairperson of each Subcommittee. Each Subcommittee will perform the bulk of the analysis within their entire functional areas they represent, that is all of the administrative or educational departments and services, for example, and present their recommendations to the ITGC for action. The subcommittees serve as operational level forums for review and discussion of ongoing technology related matters in collaboration with OIT personnel. They work with OIT on the development of tactical and implementation plans for the IT Strategic Plan. They also serve as primary communication vehicles with their constituencies in the DSU community on technology related matters.
 
The Subcommittees meet monthly on a regularly scheduled basis and at other times as deemed necessary by the chair, or by the chair of the ITGC.
 
  1. The Responsibilities of the Subcommittees  

7.1    Identify information technology related issues and recommend solutions to them for ITGC’s consideration (high level, not “technical”);

7.2    Consider and recommend policies proposed for ITGC’s consideration;

7.3    Analyze needs and identify incomplete services;

7.4    Recommend priorities for information technology endeavors;

7.5    Collaborate with OIT on the development of multi-year university-wide plans for information technology services linked to the IT Strategic Plan;

7.6    Communicate to its constituencies on subcommittee activities;

7.7    Serve as the primary consultative interface between OIT and its constituent community;

7.8    Carry out an annual evaluation of its effectiveness in advancing the IT Strategic Plan, and

7.9    Provide feedback on OIT performance on an annual basis.

 
  1. Membership on the Subcommittees  
Subcommittees are determined by the Contract Administrator, upon recommendation by the ITGC and CIO. The chairs of the subcommittees are appointed by the ITGC. In all cases terms are annual. Current subcommittees include the Staff Technology Committee (Banner Users group), Academic Technology Committee, Web Oversight Committee, and Student Technology Services Committee. Others may be assigned as necessary. 
 
  1. Ad Hoc and Local Committees  
At appropriate times, it may be necessary for the ITGC or its subcommittees to establish ad hoc committees for specific issues or projects. Ad hoc committees will be given specific, written charges and will be convened for a specified period of time. When their assignment is completed they are disbanded. It is important that the role, responsibilities, and time frames for these groups are clearly stated and that their work be carefully monitored to ensure they work within the scope intended. The existence of this governance structure does not preclude departments, schools, or campuses from establishing their own technology committees for internal benefit. Such committees, while of potential benefit to local operations, are not a part of the university’s IT governance structure.
 
  1. Enabling Policies and Procedures  
Each of the committees in the governance structure sets its own operational level procedures and guidelines consistent with the policies and procedures contained herein. These will include the method by which constituencies will be informed of committee activities, decisions, and recommendations. The operational guidelines for the subcommittees are subject to review and approval by the ITGC. The operational guidelines for the ITGC are subject to review and approval by the Cabinet.
 
  1. Communication to the Community  
The strategic, tactical, and implementation plans created and modified by the governance structure will be posted on DSU’s Office of Information Technology web site for community access.
 
  1. Modifications to the Governance Structure  
Refinements to this governance structure and its policies, committee membership, and the like may be made from time to time by the President and Cabinet.   Fundamental changes to this structure and the governance process will be made through a consultative process determined by the President and Cabinet.
 
RELATED DOCUMENTS
 
·        Approved by the President’s Cabinet – August 24, 2005
Information Technology Maintenance
POLICY STATEMENT
 
The Office of Information Technology (OIT) conducts regular scheduled network/systems maintenance on the third Friday of each month from 3:00 p.m. to 6:00 p.m. This schedule allows for Information Technology (IT) maintenance work to be performed and expected by the campus. Communication to the campus goes out the Wednesday prior indicating what systems will be affected by that month’s maintenance window.   The maintenance window may be adjusted due to such events as registration, graduation, or other large events requiring IT resources.
 
DEFINITIONS
 
System reboot: Reload the operating system and restart the computer system
 
Hardware/software upgrades: Replace existing hardware/software with a newer version
 
Patch installation: Install an executable module
 
 
PROCEDURES and RESPONSIBILITIES
 
The Maintenance Schedule
The monthly time for IT maintenance is scheduled from 3:00 p.m. to 6:00 p.m. on the third Friday of each month since IT utilization decreases dramatically on Friday afternoons. Even though the maintenance period calls for three hours, interruptions to customers are typically brief. Customers are notified, via e-mail, of system down time on the Wednesday prior to the maintenance procedure. A single monthly maintenance period will eliminate confusion for customers, minimize the number of service disruptions, and provide coordination for the OIT infrastructure groups.
 
Suitable Vendor Support
Quality support available from vendors occurs during regular business hours and availability of experienced engineers is significantly better during the day. Since risks and the resulting need for support is highest during maintenance procedures (e.g. system reboots, patch installation and software upgrades), maintenance will be scheduled during daytime hours to minimize downtime. A Friday afternoon maintenance window allows for vendor support at the normal pay rate and provides the weekend to recover from any disastrous failures that may occur during maintenance.
 
Minimize Service Interruption to Customers
Maintenance on each individual server may last from five to twenty minutes, on average. The maintenance schedules allows for three hours due to the total number of servers being maintained. The level of redundancy inherent in the current infrastructure allows support personnel to perform maintenance on one or more servers while other servers continue to provide services to customers.
 
Avoid Schedule Conflicts with Database and System Backups
All system and database backups run during the evening and early morning hours. This includes the Banner systems. The logical time to avoid schedule conflicts with backups is to complete maintenance prior to running the backup.
 
RELATED DOCUMENTS
  • Technology Governance Committee Minutes: March 1, 2006 (revisions approved via e-mail April 12, 2006)
  • Approved by the President’s Cabinet:   September 11, 2006
Management of Personal Computers
POLICY STATEMENT
 
The Office of Information Technology and Delta State University is not responsible for the acquisition of personal computers, hardware, software, and management of personal computer systems. 
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
PROCEDURES and RESPONSIBILITIES
 
Some organizations today do not consider PCs as capital assets, while other organizations lease this hardware. Leasing reduces the capital asset accounting activity. But because PCs are so inexpensive and accessible, proprietorship rights are not controlled. In actuality this equipment will cost more, produce less, and jeopardize the organization’s operation and security if not properly organized and controlled. The OIT organization is the most qualified for this function.
 
The OIT sets the standards for PC hardware acquisitions. These cover:
  • The lease, purchase, or rental of PC equipment
  • The brand of computers acquired
  • The brand of peripheral equipment acquired
  • Maintenance contracts
The OIT controls site-licensed software whose charges are based on quantity. The user or department may be required to pay the cost of software on a prorated scale. Departments may purchase their own software if on the list of software that the information systems department supports. Contact the OIT for a listing of supported software or to request testing of newly acquired teaching software. 
 
No personal hardware or software is allowed. All hardware and software of any kind, including in-house-developed programs, are the organization’s sole property. This policy is enforced to reduce problems with equipment, software failure, damage to data files, and the introduction of viruses. To restrict access to the organization’s data and/or programs and prevent virus transmission, disks or tapes belonging to the organization are not to be used in personal home computers.
 
The OIT should be involved in strategic planning for the University’s PC needs including hardware, software, maintenance, and support, and training for users of this technology.
 
The degree of involvement varies dependent on the operation requirements of each department. The IT Governance Committee, working with the Presidents' Cabinet, guides information systems management and settles disputes concerning the organization’s current and strategic needs.
 
RELATED DOCUMENTS
  • None
Mass Email for Communications Policy, Guidelines, and Procedures
 
 
Administrative and academic offices on campus often use mass email communications to send important information to various areas on the campus via unsolicited listserv dissemination. This policy provides the guidelines and procedures for mass email communications to all areas of the campus community.
 
 
 
University administrator/officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; a Dean, Director or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the University and for which the University is responsible. Throughout this policy, the shortened term "university systems" is used to mean all University computers and network systems.
 
 
The University operates five listservs, each targeted to different campus constituencies.
Membership on these lists is determined by departmental position and is assigned at the time of employment or position change. Individuals are not able to unsubscribe from these lists.
 
  • Admininfo: Information for all administrative offices
    - Members: Administrative Department Heads, Deans, Executive Offices 
  • Acadinfo: Information for all academic offices
    - Members: Academic Department Heads, Deans, Executive Offices, Faculty, Adjunct Faculty
     
  • StaffInfo: Information relevant to all staff 
     - Members: Administrative Department Heads, Deans, Executive Offices, Staff members
     
  • Okramail-FYI: Information relevant to all students
    - All students holding an Okramail email address
     
  • DSU-FYI: Information relevant to media and all members of the DSU community
    - All campus constituents, outside entities who contact University Relations and ask to be added to  the distribution group
The appropriate University administrator/officer will determine whether an email should be distributed to any or all of the University Listservs. Multiple communication methods are recommended as the University cannot guaranty when or if individuals will read the email correspondence. Emergency communications, urgent communications, and critical information are handled directly by the Chief of Police or key executive offices.
 
The use of the Active Directory Global Address List to distribute mass email communications to the campus is prohibited. All mass email communications must follow the policies and guidelines set forth within this policy.
 
GUIDELINES
The content of mass email communications should fall within the appropriate topics and should not violate other policies of the University.
 
Appropriate Topics examples:
  • Campus wide policy changes
  • Campus wide events invitations, announcements and publication information
  • Administrative information that is time-sensitive
  • Deadline information for University processes/events
  • Emergency Communications (via appropriate channels)
 
Inappropriate Topics examples:
  • Any announcement that is not relevant to the University mission
  • Club information or announcements
  • Any commercial announcements or invitations
  • Any solicitations
  • Personal Messages
  • Any messages that violate University Policies
 
Message Posters
Only authorized individuals may post information to the respective listservs. Posting agents are determined by position at the University and relevance to the listserv. Additional requests to post to listservs should be submitted directly to the Director of Human Resources.
 
Email Message Requirements
1. Email Subject: The Subject line must be descriptive.
2. Email Body:
  • The name, email address, and phone number of a person to contact should be contained in the message
  • Attachments are discouraged
  • Messages should not exceed 500K
  • Messages should be brief and to the point and contain instructions on how to obtain additional information
  • Any hyperlinks should include the fully qualified (include the http:// part) protocol to assure that most recipients will see the "active" links in your message.
  • The message must be approved by the department head of the individual sending the request and should be proofread for spelling, grammatical and content errors prior to distribution
 
PROCEDURES
Mass email communication authorized agents must be approved by the Director of Human Resources who will consider whether the request is appropriate in light of the criteria and guidelines noted above. Once authorized, individuals sending email communications understand that several hours may be required to electronically distribute mass email communications so that the mail systems may manage the load accordingly.
 
The ability to post to University listservs is a privilege. The University may restrict or remove an individual’s ability to post to listservs with or without notice if it is determined that the poster is in violation of this policy or the Faculty and Staff Appropriate Use Statement.
 
Questions about this policy may be directed to the Office of Human Resources.
 
 
  • Faculty and Staff Appropriate Use Statement
  • Student e-mail policy
Network Devices
POLICY STATEMENT

The Office of Information Technology (OIT) is charged with providing a stable and secure campus network to support the mission of the University and therefore has the authority and responsibility to specify technical requirements for devices connecting to it. This includes providing leadership in the management of shared network resources, such as setting security standards and disconnecting noncompliant network devices when they have the potential for interfering with the proper operation of the campus-wide network.

 
DEFINITIONS

Electronic Communications:  The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.

Network Systems:  Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.

System or Network Administrator:  A university employee reponsible for managing the operation or operating system environments of computers or network systems, respectively.

University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems. 

PROCEDURES and RESPONSIBILITIES

The OIT must maintain the integrity of the network in order to manage the quality of the service. Therefore “rogue” hubs, wireless APs, and switches will not be permitted. 

All network devices (hubs, routers, switches, wireless access points, etc.) shall be managed by the Office of Information Technology (OIT) as property of Delta State University (DSU).  Devices that are installed, other than those installed by OIT, will be shut down as these devices interfere with the communications infrastructure and may cause considerable harm to the University network systems. 

Violations

  • Violators of this policy will be dealt with according to the details outlined in the University’s Appropriate Use of Computing and Network Resources policy.
  • Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems.
  • Violators may also be subject to penalties under University regulations and under state and federal laws.
 
RELATED DOCUMENTS
  • Appropriate Use of Computing and Network Resources Policy

 

Password Policy
 
 
 
This policy establishes a standard for creation of strong passwords and protection of those passwords within the Microsoft Active Directory/Exchange email system. This policy applies to all persons who have, or are responsible for, an account on any system accessed on the Delta State University network or computer systems.
 
 
 
Expiration: Date at which password for access to University systems is required to be changed meeting strong password standards.
 
 
Users are responsible for assisting in the protection of the network and computer systems they use. The integrity and secrecy of an individual's password is a key element of that responsibility. Each individual has the responsibility for creating and securing an acceptable password per this policy. Failure to conform to these restrictions may lead to the suspension of rights to University systems or other action as provided by University Policy, State or Federal law.
 
Password Creation Rules:
Passwords are initially assigned when a new account is created. Users have the right and the ability to change passwords on their Active Directory/Exchange accounts at any time.
    • All passwords are required to meet the “strong password” definition.
o Passwords must be at least eight characters in length.
o Passwords must consist of a combination of upper case letters, lower case letters and numerals.
o Passwords cannot contain a dictionary word.
o Passwords cannot contain all or part of your user id.
o Passwords cannot match any of your four previous passwords.
 
Password Expiration:
Passwords will expire on a 180-day cycle. Advance warnings of upcoming password expiration will be sent to the designated account holder via campus e-mail beginning 30 days prior to expiration, with repeated reminders several times thereafter until the expiration date.
 
Any account holder may change his or her password at any time through their Active Directory Account or https://passwordreset.deltastate.edu online password reset utility - it is not necessary to wait for expiration.
 
Passwords should be changed immediately and the Office of Information Technology notified whenever there is a belief that the password has been compromised.
 
  • Appropriate Use Statement
  • Abuse of Computers and Networks
Request for Technology
POLICY STATEMENT
 
Requests for technology equipment must go through the Office of Information Technology. This includes computers, printers, data projectors, cameras, VCRs, and other devices and software. The OIT will review the request to determine if the request can be funded from central monies, whether the device may conflict with the rest of infrastructure should it be connected to the network, or if perhaps there is a better alternative for consideration. 
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
Used Equipment: That technology equipment that is no longer able to function as solid, working equipment for daily activities of the campus. This equipment should be used only as a temporary method for part time staff members. Under no circumstances shall used equipment be used as a substitution for new equipment. Used equipment will not be supported by OIT in the same manner as is new, university provided equipment.
 
PROCEDURES and RESPONSIBILITIES
 
The procedures outlined below are to be followed when a department/entity desires new technology equipment. 
 
  • The Chief Information Officer will distribute a “Technology Needs” form to each Cabinet Member and academic Dean in early Spring. Each of their departments/divisions is to complete one form for each project need (one department may complete several forms, if needed) and return their forms to their respective Dean/VP.
  • Once the Dean/VP has received all of their departmental/divisional requests, the Dean/VP is to complete the top portion of the forms, which includes the name of their unit and the Dean/VP’s priority ranking for that project request. The IT Governance Committee will then review the requests based on an assessment of the needs and the budget. OIT should be consulted for determination of whether the request in question will work with University approved hardware and software, etc.
  • Any equipment for new positions should be included in this process. (For example, equipment needs for new positions created for new instructors must be addressed at this time.)
  • Requests for new equipment that are made after the above process has been completed, must have their Vice President send a detailed letter of request, including the reason why the request was not submitted as part of the annual process, to the Chief Information Officer. The CIO will then consult with Executive Assistant to the President (EAP) for evaluation of the equipment described in the request. Once the equipment and hardware/software requests have been evaluated for completeness and compatibility with the University infrastructure, the EAP will submit the requests to the President’s Cabinet for consideration.
  • Requests for replacement computers and/or printers must be accompanied by supporting documentation from OIT stating that the existing equipment is no longer viable. 
  • The equipment in question must be used in the course of daily work by a full-time University employee.
  • Before submitting a request to the CIO, the department must first call OIT and have a technician come and evaluate the equipment in question. After evaluating the problem, OIT staff will make a recommendation to the CIO regarding the need for a replacement item.
  • If the equipment is not repairable, the Director of OIT will then complete an equipment failure form and return it to the inquiring department.
  • The department must then submit their request, accompanied by the supporting documentation received from OIT, to the Dean/VP for their signature.
  • The completed request should then be forwarded to the CIO and EAP for evaluation.
 
  • Equipment requested is to be used by part-time employees, student workers, or graduate assistants for University purposes only.
  • Available equipment is estimated to be a minimum of three years old and will run limited applications.
  • Recipient understands that the equipment will not be comparable to new equipment, and therefore should not have any software installed other than University site-licensed software, or other approved software applications.
  • OIT will provide minimal support, up to and including the loading of University approved software as appropriate for the machine.
  • OIT will not make major repairs or replace parts on any ‘surplus equipment’.
  • Recipients must use the equipment for the purpose stated on the application.
  • Should recipient no longer need the loaned equipment, the department must notify the Chief Information Officer to have the equipment picked up.
  • The equipment must not be transferred to another department or removed from university inventory without prior written consent from the Chief Information Officer. 
  • A separate form should be completed for each item requested.
  • The Chief Information Officer will consider applications as they are received. Recipients will be notified within fourteen days, of receipt of the application, as to whether or not the request for equipment is approved. 
  • Expenses incurred to connect the equipment to the University infrastructure will be the sole responsibility of the requesting department (for example, Telecommunications must install a network drop for the computer to be able to access University resources, including the Internet.).
  • Recipients must use the equipment for the purpose stated on the application.
  • Any available equipment will be distributed based on an as needed basis.
  • Under no circumstances, should any equipment that has been removed from the DSU inventory be allowed to connect to the University infrastructure. This is a violation of state law and will result in sanctions by the University and possibly by the state.
 
RELATED DOCUMENTS
  • Request for Used Equipment Form
  • Request for New Equipment Survey Form
Unauthorized Access to Computer Systems and Network
POLICY STATEMENT
 
Unauthorized attempts to gain privileged access or access to any account or system not belonging to you on any University system are not permitted. No University system or network may be used as a vehicle to gain unauthorized access to other systems.
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Education Records: Records specifically related to a student and maintained by an educational institution or a party acting on its behalf. The Family Educational Rights and Privacy Act of 1974 protect these records.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
PROCEDURES and RESPONSIBILITIES
 
Any user who finds a possible security lapse on any University system must report it to the system administrators. To protect your files and the system, don't attempt to use a system under these conditions until the system administrator has investigated the problem.
 
User files on central University systems are kept as private as possible. Attempts to read another person's protected files will be treated with the utmost seriousness. The systems administrators will not override file protections unless necessary in the course of their duties, and will treat the contents of those files as private information at all times.
 
Violators of this policy will be dealt with according to the details outlined in the University’s Responsible Use of Electronic Communications policy (See Responsible Use of Electronic Communications Policy).
 
Those who cannot accept these standards of behavior will be denied use of Delta State computers or network systems.  Violators may also be subject to penalties under University regulations and under state and federal laws.
 
RELATED DOCUMENTS
  • Responsible Use of Electronic Communications policy
University Supported Hardware and Software
POLICY STATEMENT
 
Due to the limitation of resources available at the University level, the campus cannot support all makes and models of equipment and software/hardware available on the open market. Items purchased that are not on the list below will be considered “non-supported” technology equipment and the University will not be required to provide technology support for such equipment and software.
 
DEFINITIONS
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Market-specific disciplines: Disciplines that have special hardware/software needs due to the job market for which they are producing graduates.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
Used Equipment: Technology equipment that is no longer able to function as solid, working equipment for daily activities of the campus. This equipment should be used only as a temporary method for part time staff members. Under no circumstances shall used equipment be used as a substitution for new equipment. Used equipment will not be supported by OIT in the same manner as is new, university provided equipment.
 
PROCEDURES and RESPONSIBILITIES
 
The information outlined below details the hardware and software solutions that have been selected by the University. Departments interested in purchasing new hardware or software should consider this listing a guideline as to the brand and types of hardware and software the University has determined can and will be supported by the University resources. Due to the limitation of resources available at the University level, the campus cannot support all makes and models of equipment and software/hardware available on the open market. Items purchased that are not on the list below will be considered “non-supported” technology equipment and the University will not be required to provide technology support for such equipment and software.
 
  1. University Supported Hardware
a.       Standard Hardware: The University will provide support for these items in the following ways: delivery, installation, maintenance, and service. See website for current list.
b.      Non Standard Hardware: The University will provide assistance with these items. See website for current list.

 

  1. University Supported Software
a.       University Site License Software: This software is provided on the base system of computers purchased for the University and is the preferred software for technology resources on the DSU campus. See website for current list.
b.      Technical and Functional Support: The University will support these items in the following ways: installing the software (where appropriate), providing training on the use of the software (where appropriate), answering questions, and providing solutions to problems that occur with the software. See website for current list.

 

  1. Department/Discipline Specific Software
a.       Technical Support: University support will be limited to the installation of the software. Departments/divisions will be responsible for providing training on the use of the software, answering questions, and providing solutions to problems.
 
RELATED DOCUMENTS
  • Request for Used Equipment Form
  • Request for New Equipment Survey Form
  • Go to OIT’ website for the most current listing of supported hardware and software (http://OIT.deltaststate.edu)
Usage of Social Security Numbers
 
The purpose of this policy is to promote an understanding of the procedure to ensure the privacy and proper handling of social security numbers and other personal information of students, prospective students, faculty, staff, alumni, and other persons officially associated with Delta State University.

In the normal practice of conducting university business, DSU collects and maintains confidential information related to its students, employees, alumni, and other individuals associated with DSU.   Delta State University (DSU) is committed to protecting personal information and to deterring identity theft. 
 
 
University administrator/officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; a Dean, Director or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
  
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.

SSN – Social Security Number
 
 
 
The collecting of social security numbers (SSNs) is required of all employees of the university, all tuition-paying students, students receiving financial aid, and other individuals for which state and federal law require the reporting of SSNs.  If there is no legal requirement to collect a SSN from a particular individual, DSU will not require such an individual to provide their SSN and will not deny any service as a consequence.  DSU will not disclose the social security number of any individual to anyone outside the Mississippi Institutions of Higher Learning (IHL) system except as allowed by law or with permission from the individual or as approved by DSU legal counsel.
  1. DSU Identifier: (900#)  As of August 10, 2005, SSN’s are no longer used as the primary identifier of individuals associated with DSU.  DSU issues a unique, nine-digit number (the DSU ID number) to every student, employee, alumnus, and other person within DSU computerized record systems. 
  2. Collection of SSN.  DSU will continue to collect SSNs as permitted by law for official use within the Mississippi IHL system.  Social security numbers will be released to entities outside the Mississippi IHL system only:  (1) as allowed by law; or (2) when permission is granted by the individual;  or (3) when DSU’s legal counsel has approved the release.  As permitted by law, DSU can release SSNs to an external entity when it is acting as DSU’s contractor or agent and has proper safeguards in place to prevent unauthorized release or discovery by third parties.
  3. Delta State will no longer use the SSN as an alternate means of identification for ID lookups.
  4. Oversight of Usage of SSN.  The Information Technology Governance Committee in collaboration with the Director of Human Resources will name the social security officer and will oversee the security of the data within the DSU computer systems and will make day-to-day decisions to implement SSN usage policies.  Policy changes and interpretation of policy will be recommended by the Information Technology Governance Committee working jointly with the Director of Human Resources.  
  5. Access to SSN Information.  Only approved university employees, including approved student workers and approved graduate assistants, will have access to SSN data.  In order to be authorized to view and use electronic SSN data, approval must be obtained with copies of such authorization sent to the social security officer.   Justification should be included as to why an individual needs access to the data.  For access to paper copies of documents that contain social security information, each person requiring such access should have on record within the department or unit a signed statement of confidentiality.
  6. Transmission of SSN in Electronic Data Files.  Social security numbers will be transmitted electronically off the campus system only through encrypted mechanisms, unless otherwise approved by the Information Technology Governance Committee.
  7. Retention and/or Disposal of Documents containing SSNs.  All essential documents containing SSNs, both paper and electronic, will be stored in a secure fashion.   Non-essential documents will be destroyed in a secure fashion.
  8. Form Approval and Disclosures.  All university forms and documents that ask an individual to provide his or her SSN must have prior approval of the Director of Human Resources.  All forms must use disclosure language substantially similar to the language below.
a.     Applicants to DSU for Enrollment.   In the admissions and scholarship selection process, the social security number is used to assist in matching test scores and transcripts of the applicants.  The social security number is not a permanent student identifier, and it will not be required for student identification purposes.  You will be issued a permanent DSU ID number (900#) which will serve as your unique identifier on campus.  DSU will not disclose the social security number of any applicant to anyone outside the Mississippi IHL system except as allowed by law or with permission from the individual or as approved by DSU legal counsel.
b.     Students.  The social security number is not a permanent student identifier, and it will not be required for student identification purposes.  A student receives a permanent DSU ID number (900#) which serves as his/her unique identifier on campus.  DSU must report names and social security numbers to the IRS for every tuition-paying student.  The Department of Financial Aid also has reporting requirements in which social security numbers must be supplied.   If any student receives compensation from the university because of employment or other reasons, federal law requires that we report to the IRS that compensation along with the recipient's social security number.  DSU will not disclose the social security number of any student to anyone outside the Mississippi IHL system except as allowed by law or with permission from the individual or as approved by DSU legal counsel.
c.     Employees.  Delta State University is required by federal law to report all compensation of employees, along with their name and social security number, to federal and state agencies, e.g. the IRS.  The social security number of an employee is not used as the primary identifier of the employee; a university-issued DSU ID number is used as the primary identifier for the employee.  DSU will not disclose the social security number of any employee to anyone outside the Mississippi IHL system except as allowed by law or with permission from the individual or as approved by DSU legal counsel.
d.    Others Associated with the University.  For individuals who are receiving any compensation, Delta State University is required by federal law to report the compensation, along with their name and social security number, to the IRS, and therefore such individuals are required to supply their SSNs.  The social security numbers of these other associated persons are not used as the primary identifiers in the DSU system; a university-issued DSU ID number is used as the primary identifier for these individuals.  DSU will not disclose the social security number of any individual to anyone outside the Mississippi IHL system except as allowed by law or with permission from the individual or as approved by DSU legal counsel.
 
Policy Compliance: All DSU employees will abide by the provisions of this policy and will act to ensure the security of SSNs and other confidential information.  A violation of this policy will result in disciplinary action and could result in termination of employment.

Questions about this policy may be directed to the Office of Human Resources. 

 

Telephones
Emergency Telephones
POLICY STATEMENT
 
Emergency telephones are located throughout the campus to provide immediate contact with the Delta State Police Department and should be used only for emergency situations. 
 
DEFINITIONS
 
Automatic Dialing: Emergency telephones are programmed so that when activated by pressing a button, the phone automatically dials the Delta State Police Department.
 
Interactive Voice Contact: Emergency telephones have speaker phone capability, which means that 2-way voice contact is maintained until terminated by either the user or the Delta State Police Department.
 
PROCEDURES and RESPONSIBILITIES
 
The Telecommunications Department maintains nine emergency telephones, which are placed at strategic locations on campus. The telephones are operational twenty-four hours a day, with each having automatic dialing capability to the Delta State Police Department. The phones are activated by pressing a button, which results in interactive voice contact with the Police Department. The Police Department is automatically provided with information indicating the location of the phone, and officers can be immediately dispatched. Most of the phones are equipped with a blue light that begins flashing when a phone is activated, and serves to alert others in the area of the emergency. 
 
RELATED DOCUMENTS
  • Telecommunications Services Policy
  • Telecommunications Department Website
  • Student Handbook
Obscene or Harassing Telephone Calls
POLICY STATEMENT
 
Delta State University prohibits the placing of obscene or harassing telephone calls by staff, faculty, and students and seeks to provide information and assistance to those who might receive obscene or harassing calls. 
 
DEFINITIONS
 
The terms “harassing, obscene, annoyance, nuisance” are used to define unwanted telephone calls, and are used interchangeably in this policy.
 
PROCEDURES and RESPONSIBILITIES
 
Making obscene or harassing telephone calls is a violation of MS State Statute 97-29-45 and is punishable by a fine and/or imprisonment. If such calls are received on campus:
 
  • Hang up immediately
  • Do not give out any information
  • If calls persist, contact Telecommunications (#4148), or Campus Police (#4155)
The Delta State University Telecommunications and Police Departments frequently receive requests to put telephones on monitor, due to harassing, obscene, annoyance, nuisance, etc. type phone calls. Prior to Telecommunications placing any University telephone on monitor, an official complaint must be filed with the Campus Police Department.
 
Monitoring of telephones at Delta State is accomplished by programming the University Telephone System to generate a record of all calls made to the number to be monitored. In some situations, the Telecommunications Department contacts the BellSouth Annoyance Call Center for assistance in identifying callers. The monitoring process does not involve any type of listening or recording of conversations.
 
RELATED DOCUMENTS
  • MS State Statute 97-29-45
  • BellSouth Telephone Directory
  • Telephone Use Policy
  • Telecommunications Department Website
  • University Directory
  • Student Handbook
Request for Telephone and Data Services
POLICY STATEMENT
 
All requests for new service, repairs, or changes to existing service must be directed to the Telecommunications Department.
 
DEFINITIONS
 
NORTEL Meridian Telephone System: Delta State owned and operated equipment that provides telephone service to the University.
 
Local Area Network (LAN): Miscellaneous equipment, fiber-optic cables, wiring, etc. that provides access to the campus computer network.
 
Telco Research Call Accounting System: Computerized equipment that records calling information and provides detailed reports on long distance calls when using authorization codes.
 
PROCEDURES and RESPONSIBILITIES
 
The Telecommunications Department installs and maintains all telephones, cables and wiring associated with the campus telephone network. Telecommunications also installs and maintains all fiber-optic and data cables, wiring and terminations for the campus computer Local Area Network (LAN). Requests for new installations, or repair, of these infrastructure facilities must be directed to either Telecommunications or the OIT Department.
 
Delta State owns, operates and maintains the University telephone system, computer systems, cables, wiring and equipment associated with the campus telephone and data networks. All service requests must be directed to Telecommunications or OIT. Neither the local telephone company, nor any other communications services providers, is authorized to install, test, repair, etc., campus facilities without University approval
 
RELATED DOCUMENTS
  • Telecommunications Department Website
  • Telephone and Data Service Request Policy
  • Telephone Long Distance Services Policy
  • University Directory Policy
  • Telephone Long Distance Billing Policy
  • Emergency Telephones Policy
Telephone Long Distance Billing
POLICY STATEMENT
 
Long distance services are available to all University employees and students. The Telecommunications Department is required to follow established procedures when billing for these services.
 
DEFINITIONS
 
Telephone: Refers to telephones, faxes, modems and any other devices used to access dial tone through the University Telephone System.
 
Local Area Network (LAN): Miscellaneous equipment, fiber-optic cables, wiring, etc. that provides access to the campus computer network.
 
Campus Telephone Network: The University telephone system, along with all telephones, cables, wiring, terminations, etc., that results in the provision of telephone service to all areas of the campus.
 
Telco Research Call Accounting System: Computerized equipment that records calling information and provides detailed reports on long distance calls when using authorization codes.
 
Authorization Code: A numerical code assigned to departments, employees and students that provides immediate access to University long distance services.
 
Summary Cover Sheet: A report that is included in department long distance bills, which provides a summary of information about calling activity for all authorization codes assigned to the department.
 
PROCEDURES and RESPONSIBILITIES
 
The Telecommunications Department prints long distance billing statements from the Telco Research Call Accounting System on the 24th of each month. These statements contain detailed information on all calls made on each authorization code, such as: date, time, dialed number, city, state, duration and charge. Also included are the total number of calls made during the billing cycle, and the total charge for all calls. Call billing begins after 45 seconds (6 rings). If the phone rings more than 45 seconds, charges will accumulate even if the phone is not answered. No account payment information (record of payments, credits, etc.) is contained in the call accounting database. This information can be obtained by contacting the Telecommunications Department.
 
Statements are prepared and mailed to appropriate Delta State Post Office boxes. If bills are not received by the last day of each month, it is the responsibility of each department, employee, or student who has an authorization code to advise Telecommunications so that a new bill can be prepared. Any questions or irregularities should be brought to the attention of Telecommunications immediately.
 
Administration billing statements contain detailed records of long distance calls for each authorization code assigned to a department. Personal calls must not be charged to department authorization codes. It is the responsibility of each department to promptly review their monthly statement, sign the Summary Cover Sheet, and return it to Telecommunications. Payment for administration long distance service will be made by journal voucher transfer of funds from department budgets.
 
Personal and student long distance bills must be paid by the 10th of each month. Failure to pay by the due date will result in long distance privileges being suspended, and records placed on “Hold” status in the Banner Administrative System, until bills are paid. Acceptable means of payment are cash, money orders, check, VISA and MASTERCARD. Checks should be made payable to DSU.
 
RELATED DOCUMENTS
  • University Directory
  • Toll Fraud Policy
  • Telephone Use Policy
  • Telecommunications Department Website
  • Telephone Long Distance Services Policy
  • Telecommunications Services Policy
Telephone Long Distance Services
POLICY STATEMENT
 
The Telecommunications Department provides long distance services to Delta State University administration, employees and students and operates under the following procedures.
 
DEFINITIONS
 
Authorization Code: A numerical code assigned to departments, employees and students that provides immediate access to University long distance services.
 
PROCEDURES and RESPONSIBILITIES
 
The Telecommunications Department provides long distance services for Delta State administration, employees and students at competitive rates. For access to these services, applicants must obtain an authorization code from Telecommunications. The code will permit direct-dial long distance calling from any campus telephone, with billing charged to the authorization code. Long distance charges cannot be billed to campus telephone numbers. Authorization codes should never be shared with others, since the person to whom it was issued is responsible for all charges associated with the code.
 
Requests for administrative authorization codes must be approved by the department head, and appropriate budget information provided. Faculty, staff and students requesting authorization codes for personal use must apply in the Telecommunications office. Students must have a Delta State Post Office box and complete an application contract prior to being issued an authorization code. Billing for administrative and employee personal long distance services will be mailed to the appropriate department. Students will receive billing in their campus mail box.
 
Authorization codes should be carefully safeguarded. If there is reason to believe that a code has been used improperly, Telecommunications should be contacted immediately.
 
RELATED DOCUMENTS
  • University Directory
  • Toll Fraud Policy
  • Telephone Use Policy
  • Telecommunications Department Website
  • Telephone Long Distance Billing Policy
Telephone Use
POLICY STATEMENT
 
Use of University telephones and related equipment should always be legal, ethical, reflect high standards and show restraint in the use of resources.
 
DEFINITIONS
 
Telephone: Refers to telephones, faxes, modems and any other devices used to access dial tone through the University Telephone System.
 
NORTEL Meridian Telephone System: Delta State owned and operated equipment that provides telephone service to the University.
 
Local Area Network (LAN): Miscellaneous equipment, fiber-optic cables, wiring, etc. that provides access to the campus computer network.
 
Campus Telephone Network: The University telephone system, along with all telephones, cables, wiring, terminations, etc., that results in the provision of telephone service to all areas of the campus.
 
Telco Research Call Accounting System: Computerized equipment that records calling information and provides detailed reports on long distance calls when using authorization codes.
 
Authorization Code: A numerical code assigned to departments, employees and students that provides immediate access to University long distance services.
 
Summary Cover Sheet: A report that is included in department long distance bills, which provides a summary of information about calling activity for all authorization codes assigned to the department.
 
Hands-Free: Cellular telephones that permit a choice of devices to be attached, which permit use while leaving both hands free.
 
Toll Fraud: The unauthorized use of any authorization code, or any other means of accessing long distance services, with the intent to avoid payment of charges.
 
PROCEDURES and RESPONSIBILITIES
 
Access to telecommunications resources owned and operated by Delta State imposes certain responsibilities and obligations, and is granted subject to University policies and local, state and federal laws. Appropriate use should always be legal, ethical, reflect University standards and show restraint in the use of resources. Prompt, courteous answers to telephone calls should be a self-imposed rule. It is good practice to identify yourself and your department when answering or making a call.
 
University departmental telephones are provided for University business only. It is the responsibility of each department to ensure that personal calls are kept to a minimum, and do not interfere with University business. Collect calls should never be accepted on University telephones. Fax and telephone transmissions that involve long distance service charged to the University are restricted to University business. University long distance service is tax exempt, and personal use will jeopardize this tax exempt status.
 
Any use of the telephone for personal business should be for short conversations to convey or receive needed information. Supervisors are required to observe the frequency of such calls and to caution employees who use the phone excessively for personal calls. Departments must ensure that personal long distance calls are charged to a personal authorization code. Faculty and staff who wish to purchase personal long distance service through Delta State can obtain authorization codes from the Telecommunications Department.
 
On-campus calls can be made by dialing only the last (4) digits of the telephone number. Off-campus local calls can be made by dialing “9” plus the number. Detailed dialing instructions for other type calls can be obtained by accessing the Telecommunications web site, checking the campus telephone directory, or contacting the Telecommunications Department.
 
RELATED DOCUMENTS
  • University Directory
  • Telephone Long Distance Services Policy
  • Toll Fraud Policy
  • University Directory Policy
  • Telephone Long Distance Billing Policy
Toll Fraud
POLICY STATEMENT
 
Unauthorized use of long distance services, with the intent of avoiding responsibility for the charges, is a criminal offense. 
 
DEFINITIONS
 
Toll Fraud: The unauthorized use of any authorization code, or any other means of accessing long distance services, with the intent to avoid payment of charges.
 
Authorization Code: A numerical code assigned to departments, employees and students that provides immediate access to University long distance services
 
PROCEDURES and RESPONSIBILITIES
 
This policy provides information about illegally accessing long distance services, investigative agencies, and responsibilities concerning use of authorization codes.
 
The use of any authorization code with intent to avoid payment of charges is a violation of MS State Statute 97-19-39 and is punishable by a fine and/or imprisonment. Reports of abuse will be investigated by the Telecommunications Department, University Police, Bell South, and long distance providers as required. Individuals suspected of illegal activities will be identified to University authorities for further investigation and legal actions under the laws of the State of Mississippi.
 
Administration authorization codes must not be used to make personal calls. Protection of authorization codes to prevent fraudulent use is the responsibility of each department. Departments are encouraged to review Telecommunications monthly long distance billing statements promptly. If there is reason to believe that an authorization code may have been used illegally, Telecommunications should be notified immediately.
 
RELATED DOCUMENTS
  • MS Statute 97-29-45
  • BellSouth Telephone Directory
  • Telephone Use Policy
  • Telecommunications Department Website
  • Telephone Long Distance Services Policy
  • University Directory
Wireless Communications Devices
POLICY STATEMENT
 
The Wireless Communications Devices Policy exists to provide guidance to employees regarding the acquisition and use of Delta State University-provided wireless phones, devices, and plans in accordance with federal, state, and university laws, policies and procedures.
 
DEFINITIONS
 
Wireless Communications Devices – refer to equipment and service obtained from licensed cellular telephone providers as defined by the Federal Communications Commission and the Mississippi Legislature and includes cellular phones, Blackberries, Treos, pagers, and other similar devices
 
PROCEDURES and RESPONSIBILITIES
 
Delta State University recognizes that the performance of certain official university business may be enhanced by wireless communications devices. Upon documentation of an official university business need for wireless communications service, a department or division manager must submit a written justification requesting permission to issue a University-provided device to the employee. This written request must be approved by the respective Cabinet member. Once the request is approved, the employee must sign documentation indicating receipt of this policy. This signed copy will be maintained in the employee personnel file.  Employees may only use wireless vendors and plans on approved lists maintained by the Mississippi Department of Information Technology Services.  Employees may only be assigned one University wireless communications device and employees of Delta State University may not directly or indirectly use or allow the use of wireless communications devices for anything other than officially approved activity. The University's wireless communications devices may not be used for personal calls. Delta State University will not reimburse employees for any charges on their personal communication device.

Wireless communication devices may not be used to defame, embarrass, or disparage the University, employees, customers, vendors, or competitors. Any images found in violation of this policy are subject to confiscation. Any images taken or present on wireless communication devices are considered University property.

Employees are responsible for woking with their supervisor to determine the cost effective communication device and service plan. In order to make this possible, Delta State University's employees are responsible for knowing the details of their service plan, including service costs and monthly service cap limits. Employees must be aware that cellular phone calling plans will be selected on the number of minutes required for the employee to conduct state business and package minute plans are not be considered free minutes for personal use. Employees should acquire the lowest cost communication device which carries out its intended use. The employee and his or her supervisor must sign each monthly detailed bill indicating that all calls are for business use. Detailed monthly bills are considered public records subject to the disclosure under the Mississippi Public Records Act and detailed monthly bills are subject to random audit for adherence to this policy. Any employee found in violation of this policy will have their wireless communications device privileges revoked and may be subject to fines and/or other penalties.

University employees should know cellular phone transmissions and emails are not secure transmissions. Confidential information regarding official Delta State University business should be transmitted from a secure environment. Due to documented safety concerns, the University does not support or condone the use of cellular telephones while an employee is driving. This restriction applies to both hand-held and hands-free phones. If an employee needs to talk on the phone while in the vehicle, he or she should pull off the road and stop. 

Wireless communication devices are subject to state property inventory requirements as stated in Sections 29-9-21, Mississippi Code of 1972, Annotated. It is the department's responsibility to ensure that all equipment is properly recorded in the university's property control system. If for any reason the equipment is subsequently lost, replaced, disconnected, or disposed of, it is the department's responsibility to notify Property Control. Additionally, it is the department's responsibility to notify OIT and the cellular phone provider to insure the service is suspended.
 
RELATED DOCUMENTS
EFFECTIVE DATE: JULY 1, 2006
Web Pages
POLICY STATEMENT

To ensure the integrity of the University’s image and reputation and that all information is published in a professional manner consistent with the University’s mission, Web page authors are required to adhere to the Web Page Standards and to use the DSU Web page templates as described herein. This policy governs the management of those documents accessible on the World Wide Web that represent Delta State University. Contents of all electronic pages must be consistent with Delta State University and Mississippi Board of Trustees of State Institutions of Higher Learning policies and all local, state, and federal laws. This includes links or automatic refreshes to other pages or computers; therefore, a page may be considered in violation if it contains links or automatic refreshes to a page that violates this policy. Violations will result in appropriate and immediate corrective action. Web pages may contain information about University programs or services, individual instructors or classes, or student clubs or organizations and may include textual content, photographic images, video, sound, animation, or any other media.  

DEFINITIONS

Delta State University Unit: any college, school, department, division, center, administrative unit, or official organization of Delta State University

Individual Web page:a Web page representing only the individual author, not Delta State University, although the page may have a “deltastate.edu” URL.

Information Provider: the designee of each unit responsible for maintaining the unit’s information on the Internet and acting as the contact point for the unit.

OIT: Office of Information Technology at Delta State University

Official Web page: a Web page presented on behalf of Delta State University, sanctioned by the appropriate Delta State University unit.

Prohibited Content: includes elements that must not be included on any Web page.

Required Content: includes elements that must be included on all Web pages.

Standard Elements: includes procedures that must be followed for all Web pages.

Suggested Content: includes elements that make Web sites more user friendly and should be considered for inclusion on most Web pages.

URL: uniform resource locator

Web page: a document presented on the World Wide Web. The document may consist of either a single “home page” or several related files (subsidiary pages) accessible from the “home page.” 

PROCEDURES and RESPONSIBILITIES
 
The DSU Web site will be divided into three separate classifications as follows:
 

Class I Official Pages are pages that represent the university as a whole and do not represent a particular unit, department, or college. These pages are updated and maintained by the Office of Communications and Marketing.

Class II Official Pages are sub-sites of the DSU Web site that represent individual departments, units, or colleges. These pages are developed and maintained by each department who is responsible for its content, timeliness, and adherence to these policies. Web pages that support the discipline of the individual faculty members who create and maintain them (i.e. course web pages, syllabi, etc.) are considered official pages of their respective department or division.

Unofficial pages are personal pages that do not represent DSU and belong to and are maintained by individual faculty, staff, or students. Their respective owners are responsible for their content, timeliness, and adherence to these policies. Delta State University is not responsible for the content of personal web pages.

 

All Web pages published on or linked from the Delta State University Web site in some manner reflect upon the image and reputation of the University. The University encourages contributions to its World Wide Web site, and this policy is intended to guide the preparation and management of such contributions and OIT will provide training materials and workshops on the use of the site creation software. The purpose of this policy is to define the scope of the Official Delta State University Web site and its appropriate use. It is also the purpose of this policy to ensure that everyone creating University unit Web pages, as well as personal pages, is working from the same assumptions and understands and complies with all policies and laws governing such endeavors.

The production of official DSU Web pages is limited to individuals who are
  1. Faculty and staff authorized to act for their departments or programs
  2. Faculty as individual scholars and teachers
  3. Representatives authorized to act for their administrative unit
  4. Representatives authorized to act for approved student organizations
  5. Students working under sponsorship of academic or administrative unit

All Web publishers are responsible for knowing DSU’s publishing policies. While the responsibility of preparing materials resides with each University unit, the Office of Communications and Marketing will provide workshops, documentation, and other resources, and OIT will provide training materials and workshops on the use of the site creation software to aid in the creation and maintenance of high-quality Web pages. Individuals publishing are strongly encouraged to attend the workshops.

World Wide Web servers, or the material contained within these servers, operating within Delta State University’s network infrastructure, may not be used in any manner prohibited by law or disallowed by licenses, contracts or University regulations. University units that create Web pages are accountable for the information they publish and should be aware of University policies regarding confidential records, nondiscrimination policies, harassment policies, use of University property policies, and intellectual property policies. The University reserves the right to refuse the use of the University’s telecommunications infrastructure for the dissemination of information that is inappropriate or which violates policies or laws. Should any of these guidelines or related regulations or laws be violated, the offending material may be removed from the network while the matter is referred to the appropriate authority or authorities. Violations will be subject to University rules and regulations.

 
 
1.  OIT responsibilities
a. maintaining a central Web server for the DSU home page and for pages of other DSU units.
b. providing access to the designated Information Providers and Content Approvers of official DSU Web pages to
    appropriate directories, so that they may update and revise their pages.

OIT is not responsible for creating and/or maintaining Web pages on behalf of any unit of DSU.

2.  Office of Communications and Marketing Responsibilities

Overseeing the DSU Web site and requesting DSU Web authors to update or revise department Web pages when necessary.

The Office of Communications and Marketing is authorized to request that OIT remove from DSU central Web pages links to documents that are not consistent with this policy if the Information Provider of such a document is not available or not willing to maintain compliance.

The Office of Communications and Marketing is not responsible for creating and/or maintaining Web pages on behalf of any unit of DSU.

3.  Information Provider Responsibilities

Every DSU unit is entitled to a Web page and an appropriate link via the DSU home page. That unit must designate an Information Provider (manager) who will be responsible for maintaining standards of clarity, accuracy, and timeliness. When the management of an official Web page is passed on to a new individual, in order to maintain security, OIT must be notified.

4.  Content Approvers

a. responsible for reviewing web pages and changes submitted for their respective areas and serving as the final approval for those changes and additions.

b. responsible for reviewing their respective web pages regularly, and no less than quarterly.

The Content Approver role is typically that of Department Head, Director or Department Chair and may not be delegated.

5.  Information Technology Governance Committee

a.  authorized to request OIT to remove from DSU central Web pages links to documents that are not consistent with this policy, if the Information Provider of such a document is not available or willing to maintain compliance.

b.  make recommendations for revising this policy as necessary to best serve the DSU community

The official DSU home page supports the mission of the University by providing an online channel for distributing information about the University to the world. The page contains a wide range of information that may be of interest to members of the DSU community and to those seeking information about the University. It should serve as a means of fostering collegiality and communication. Because of its potentially vast global audience, it is important that Web pages associated with DSU present accurate information in ways that enhance the University’s mission.
 
Class II Official DSU Web Page Guidelines 
All academic and administrative departments and other University units are encouraged to publish information about themselves and to be linked to the Official Delta State University Home page, provided such information supports the mission of the University.  
 
 
Required Content
  1. The main index page for each unit must include a “Title” and use of the title tag: <title> Your Page Title</title>
  2. Pages must be easily accessible from and have a standard graphic link returning to the Official DSU Home page (http://www.deltastate.edu/).
  3. Pages must include logical navigational links (i.e. navigational bar or menus) for easy navigation.
  4. The main index page (home page) for each unit must utilize an approved DSU Web page template. All templates contain the approved DSU logo for use on the Web and should not be altered in any way, nor should the University logo be downloaded and modified for use on any Web page. (The Information Provider can request a copy of the logo in electronic format from the Office of Communications and Marketing.)
  5. Special characters or spaces in file or directory names must not be used.
Suggested Content
  1. The area code should be included with all phone numbers.
  2. A link to return to the parent homepage should be included on all sub pages.

Prohibited Content includes, but is not limited to, the following items:

  1. Derogatory or libelous materials or materials that infringe on the rights of others
  2. Materials which violate federal, state, or local laws, the Mississippi Board of Trustees of State Institutions of Higher Learning policies, and other University policies.
  3. Confidential materials including records protected by the Family Educational Rights and Protection Act, HIPPA, or the Graham-Leach Bliley Act
  4. Materials that are abusive, profane or sexually offensive
  5. Advertisements for commercial products or enterprises
  6. Examples of inappropriate materials:
    1. Use of pages to provide obscene, offensive, or threatening materials
    2. Use of pages for private financial gain or compensation not relevant to the mission of the University
    3. Use of pages to intimidate or single out individuals or groups for degradation or harassment in violation of federal, state, or local laws, the Mississippi Board of Trustees of State Institutions of Higher Learning policies, and other University policies
    4. Use of pages to engage in any illegal activity

Standard Elements

  • Page information must be accurate, current and appropriate for online use.
  • One Information Provider (manager) must be responsible for the content and timeliness of the page.
  • Pages must comply with style guidelines established by the Office of Communications and Marketing in conjunction with the Information Technology Governance Committee.    
  • Pages must avoid unnecessary duplication of information and effort as well as contradictory or erroneous information.
  • Pages must comply with all federal, state, or local laws, the Mississippi Board of Trustees of State Institutions of Higher Learning policies, and other University policies
  • Written permission must be obtained for use of copyrighted materials, with the clear understanding on the part of the copyright holder that these materials will be used on the Web rather than in a printed publication. This applies to the use of text, logos, photographs, drawings, video clips, sound clips or other copyrighted visual images.
  • Official pages are the only documents allowed to display the official DSU logo and should be denoted by that logo. This logo is subject to the graphic policies as set forth by the Office of Communications and Marketing.
  • Large graphics, backgrounds, image maps, and other features that degrade speed without adding content are discouraged. The Office of Communications and Marketing shall determine whether these standards are met.
  • Pages may be in any digital form including audio, video, graphics, and text. Audio and video materials displayed on the Web page must also contain a link to the site containing the associated software.
  • Official pages must be updated as necessary or at least once a semester. This should include checks of the validity of all hypertext links. 
  • The DSU Appropriate Use Policy for use of DSU computational facilities applies to all DSU Web pages. This includes those policies regarding commercial use, copyright, and harassment.
  • Links to related off-campus resources should be clearly distinguished from links to local sources, and should be checked periodically to ensure viability and appropriate content.
  • Links to individual Web pages of faculty, staff, and students may be included at the discretion of the Information Provider, in consultation with the dean, chair, or director of the unit. If such links are provided, they should be accessed from a menu that clearly designates the status of the individuals and includes a disclaimer that DSU is not responsible for their content.
  • Examples of appropriate material:
    • Policy statements, reports, and procedures
    • Course descriptions and schedules
    • Instructional materials including syllabi, lecture notes, tutorials, etc. (all copyrighted materials must be used with permission)
    • Campus calendars and guides
    • Announcement of events
    • Descriptions of units, their services, resources, and locations
    • Research project descriptions
    • Faculty information and publications

Procedural/Technical Requirements:

  1. OIT must receive a completed Account Request Form with all necessary signatures before a web editing account can be created. The form designates the unit’s Web representative who is authorized to maintain the unit’s pages and will be kept on file in OIT.
  2. A plan for revisions and cleanup.
  3. Test all links before publishing.
  4. Spell-check and proofread all documents.
  5. Locate all graphics files in a directory called IMAGES directly beneath the unit’s main directory.

Inclusion of these elements is also recommended on subsidiary pages.

Unofficial home pages are personal pages that are created and maintained by individual faculty, staff, and students. The University expects and, in an effort to foster creativity and individuality, encourages unofficial Web pages. The following are guidelines for such pages linked from the Official Delta State University Home Page:
  • All unofficial pages must spawn a new window upon opening.
  • The following disclaimer must appear on all unofficial personal Web sites on the entry page and on all student organization Web sites on the entry page: 

“The views and opinions expressed in this document are strictly those of the author(s) and do not necessarily reflect the views or opinions of Delta State University or any recognized Delta State University organization. Comments on the contents of this document should be directed to the author(s).”

 
The use of Delta State University electronic resources is a privilege, not a right, which may be revoked at any time for misuse. Delta State University reserves the right to limit access to its electronic resources when applicable University policies, state and/or federal laws or contractual obligations are violated. 
 
Appropriate privacy and copyright procedures should be followed for all graphics and photos used on the DSU Web site.
 
Delta State University protects the privacy of student information via the Buckley/Family Educational Rights and Protection Act. For specific questions, contact the Registrar’s Office (662-846-4040).
 
Links to any internal page on the DSU Web server may be used. Also, links to external pages that provide useful information to DSU faculty, staff, and students and other site visitors can be used. Links must be checked on a regular basis to ensure they are functioning properly.
 
While it is recognized that Web pages are dynamic in nature and are thus subject to change, initial publication of a page shall be deferred until it contains sufficient information to make it useful. Use of the words “under construction” or similar words are prohibited.
 
DSU Web pages may link to commercial sites only when the links do not imply University endorsement of the product or service and when the purpose of the link is consistent with the University’s mission. Valid business relationships between the University and commercial entities may be noted, in text only, with links to the commercial Web site, but Delta State University must not be placed in a position of endorsing or selling any private enterprise, goods or services. The use of logos and trademarks implying advertising for private corporations is not permitted.   
 
Every effort should be made to produce Web sites that are in compliance with the ADA and use features that make Web pages accessible to disabled users. Information Providers should consult the resources made available by the Web Accessibility Initiative (http://www.w3.org/WAI/) and others:
  • World Wide Federal Consortium’s World Wide Web Home Page Guidelines and Best Practices, Appendix B.3
  • Center on Information Technology Accommodation
  • Unified Web Site Accessibility Guidelines          
Consideration should be given to the fact that many different browsers will be used to display DSU Web pages. Web page designs should accommodate the common screen resolution of 1024x768 pixels. Images that require scrolling because they are larger than the display screen are inconvenient and should be avoided. The same is true with scrolling left to right to see an entire graphic. Because many users will access Web pages over slower internet connections, Web page developers are strongly urged to optimize all graphics as much as possible. A good target for graphics and text load should be no more than 50K to 60K. Alternative text should be used for graphics that contain essential information for individuals loading pages over a slower connection to make sure that information is accessible to the broadest possible audience.
 
Size Limitations
The University reserves the right to limit a Web file’s size in order to facilitate the most efficient use of the Web on campus and to facilitate the efficient browsing of the DSU Web site.
 
The University will provide links, through the “Student Services” page, to student organizations registered with the Student Affairs Division. Each organization must identify a personal Web liaison (i.e. Information Provider) who will be responsible for the content of material published on the Web. To obtain a publishing account, the Web liaison must complete an Account Request form available from OIT.
 
Each academic and administrative office must appoint a person who will serve as that office’s Information Provider. The primary responsibility of provider is to maintain and update existing page content as necessary. To obtain a publishing account, an Account Request Form must be completed and the signature of the person in charge of the department or unit must be obtained. Official student groups must obtain the signature of the Coordinator of Student Activities before submitting the form to OIT.
 
Notification
If pages are found not to comply with guidelines, the Office of Communications and Marketing or other authorized personnel will contact the Information Provider of the account under which the offending page resides to request that changes be made to conform to these policies. The Information Provider must make these changes within 24 hours and provide notification that they have been made.  Serious violations may require immediate disconnection with notification and authority of the appropriate Vice President or President, and notification of the offending party.
 
Corrective Action
If compliance has not been achieved in the specified time period, the appropriate Vice President will be notified by the Office of Communications and Marketing and, with his/her authority, corrective action will be taken. This may include, but is not limited to, removal of the link to the offending personal page(s) and notification of OIT personnel for assessment of adherence to the Appropriate Use Policy. Serious violations may require immediate disconnection with notification and authority of the appropriate Vice President or President, and notification of the offending party.
 
Appellate Process
Any student, staff, or faculty member who feels that he or she has been wrongly accused of violating these policies may appeal the decision by filing an appeal with the Information Technology Governance Committee. Written requests to appear before the Information Technology Governance Committee must contain the following information and be sent to the Chief Information and Officer:
  • Name
  • Telephone number, e-mail address, or other means of contact during business hours (8:00 a.m. – 5:00 p.m.)
  • URL of offending Web page(s)
  • Reason for appeal
  • Signature

A hearing will be scheduled with the Information Technology Governance Committee and the accused party may present his or her argument. The Information Technology Governance Committee will make a written recommendation to the President’s Cabinet, who will then render a final decision.  All violations and actions taken will be reported to the Information Technology Governance Committee.

RELATED DOCUMENTS
 
  • DSU Appropriate Use Policy

 

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