Policies

Acceptable Use

Overview

As part of its educational mission, York College of Pennsylvania acquires, develops, and maintains computers, computer systems and networks. These computing resources are intended for college-related purposes, including direct and indirect support of the college’s instruction, research and service missions; college administrative functions; student and campus life activities; and the free exchange of ideas within the college community and among the college community and the wider local, national, and world communities. Appropriate use of computers and information networks includes adherence to the normal requirements of ethical and legal behavior in a college community.

Purpose

This policy is designed to outline the various responsibilities that users have with regard to their use of network resources in order to protect the College, its faculty, staff and students from electronic and legal harm resulting from improper use of Library Technology Services.

Scope

This policy applies to all users of College computing resources, whether affiliated with the college or not, and to all uses of those resources, whether on campus or from remote locations. Additional policies may govern specific computers, computer systems or networks provided or operated by specific units of the college.

Policies

Users who connect to York College’s network must abide by the acceptable use policy described here, as well as any relevant campus computing policy and all relevant State and Federal laws, regulations, and contractual obligations. The use of York College’s technology resources is a privilege, which may be revoked if users fail to comply with these policies.

Rights and Responsibilities

The rights of academic freedom and freedom of expression apply to the use of College computing resources. So too, however, do the responsibilities and limitations associated with those rights. The College supports a campus and computing environment open to the free expression of ideas, including unpopular points of view. However, the use of College computing resources, like the use of other college-provided resources and activities, is subject to the requirements of legal and ethical behavior. Thus, legitimate use of a computer, computer system or network does not extend to whatever is technically possible.

User Responsibilities

As a user of Library Technology Services resources you have the following responsibilities:

    • You are responsible for registering your network devices with York College’s Network Access Control system in order to maintain access to the network
    • You are responsible for all traffic originating from the network devices that you register regardless of whether you generate the traffic or not
    • You are responsible for abiding by all applicable laws set forth by Federal, State and Local governments
    • You are responsible for protecting your privacy
    • You are responsible for not violating the privacy of others
    • You are responsible for keeping your network devices up to date with current security patches
    • You are responsible for using anti-virus software and ensuring that such software is not more than 10 days out of date
    • You are responsible for protecting any and all sensitive data that you have access to
    • You are responsible for following all applicable college policies relating to your use of Library Technology Services resources

Security and Privacy

The College employs various measures to protect the security of its computing resources and its user's accounts. Users should be aware, however, that the College cannot guarantee security and confidentiality. Users should therefore engage in "safe computing" practices by establishing appropriate access restrictions for their accounts, guarding their passwords and ensuring the websites they visit use Transport Layer Security (TLS) to secure their communications.

Users should also be aware that their uses of College computing resources are not completely private. While the College does not routinely monitor individual usage of its computing resources, the normal operation and maintenance of the College's computing resources require the backup and caching 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. Therefore, users of College computing resources have no reasonable expectation of privacy in what they do over the College's computer systems. The College may also specifically monitor the activity and accounts of individual users of College computing resources, including individual login sessions and the content of individual communications, without notice, when:

  • The user has voluntarily made them accessible to the public, as by posting to social media, web pages or other public forums;
  • It reasonably appears necessary to do so to protect the integrity, security, or functionality of the College or other computing resources or to protect the College from liability;
  • There is reasonable cause to believe that the user has violated or is violating this policy, any other York College policy, or the law;
  • An account appears to be engaged in unusual or unusually excessive activity; or it is otherwise required or permitted by law.
  • As part of the College's investigation or for other business purposes.

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

Commercial Use

Computing resources are not to be used for personal commercial purposes or for personal financial or other gain. Further limits may be imposed upon personal use in accordance with normal supervisory procedures concerning the use of College equipment.

Network Infrastructure/Routing

Users must not attempt to implement their own network infrastructure. This includes, but is not limited to, installing basic network devices such as hubs, switches, routers, network firewalls, and wireless access points. Users must not install or create alternate methods of access to York College LTS resources such as modems and virtual private networks (VPNs). Users must not offer network infrastructure services such as DHCP and DNS. Exceptions to this policy must be coordinated with the Library Technology Services Department.

Harassment

All users must adhere to the policies set forward in the Student, Faculty, Administrator and Staff Handbooks regarding sexual and other forms of harassment. These policies apply in any format or forum including electronic.

Security Breaches

Attempts to alter system software, to bypass security protocols, to introduce viruses, worms, or other malicious or destructive programs, or otherwise “to hack” are expressly forbidden. Users should never try to circumvent login procedures on any computer system or otherwise attempt to gain access where they are not authorized. Any member of the College community, including a student, who intentionally breaches or willfully attempts to breach security, will be subject to disciplinary action, including suspension and dismissal.

Copyright Compliance

It is a violation of College policy and federal law to participate in copyright infringement. The College complies with all legal requests for information and will not hesitate to provide information about users who are engaging in copyright infringement in response to a lawful request. Copyrighted materials include, but are not limited to, computer software, audio and video recordings, photographs, electronic books, and written material. If you share movies or music that you did not create, you may be infringing on another's copyright. Consequences of copyright infringement can include disciplinary actions by the College. In addition, copyright owners or their representatives may sue persons who infringe on another's copyright in federal courts.

Enforcement

Users who violate this policy may be denied access to College computing resources and may be subject to other penalties and disciplinary action, including possible expulsion or dismissal. Alleged violations will be handled through the college disciplinary procedures applicable to the user. The College may suspend, block or restrict access to an account, independent of such procedures, when it reasonably appears necessary to do so in order to protect the integrity, security, or functionality of the College or other computing resources or to protect the College from liability. The College may also refer suspected violations of applicable law to appropriate law enforcement agencies.

Revised 6/12/2019

Digital Millennium Copyright Act (DMCA) Compliance

Overview

The Digital Millennium Copyright Act amends federal copyright law to provide certain liability protections for online service providers, including York College of Pennsylvania, when their computer systems or networks carry materials that violate (infringe) copyright law. To qualify for liability protection, the College is required to have a policy under which the computer accounts of users will be terminated if they repeatedly infringe the copyrighted works of others.

Scope

Compliance with federal copyright law is expected of all students, faculty, and staff at York College. "Copyright" is legal protection for creative intellectual works, which is broadly interpreted to cover just about any expression of an idea. Text (including email and Web information), graphics, art, photographs, music, and software are examples of types of works protected by copyright. The creator of the work, or sometimes the person who hired the creator, is the initial copyright owner.

Policy

You may "use" all or part of a copyrighted work only if (a) you have the copyright owner's permission, or (b) you qualify for a legal exception (the most common exception is called "fair use"). "Use" of a work is defined for copyright purposes as copying, distributing, making derivative works, publicly displaying, or publicly performing the work. Copying, distributing, downloading, and uploading information on the Internet may infringe the copyright for that information. Even an innocent, unintentional infringement violates the law. Violations of copyright law that occur on or over the College’s networks or other computer resources may create liability for the College as well as the computer user. Accordingly, repeat infringers will have their computer account and other access privileges terminated.

Procedures

When York College receives a copyright infringement claim involving music, video, software, or other digital materials, York College takes the following steps:

  • York College checks network usage logs and registration information to examine the system alleged to be involved in copyright infringement and we identify the person using it;
  • We suspend the system’s Internet and York College network access;
  • We DO NOT disclose the user's identity;
  • We inform the user that an infringement claim has been made and ask if the user has downloaded or shared the copyrighted material in question without permission.

First-Time Offenses

If the user acknowledges using or sharing the copyrighted material without permission, York College will:

    • Require the user to review information about the DMCA statute and copyright regulations;
    • Require the user to attest that he or she has removed the copyrighted work and the software used to download it;
    • Deny the user's system access to the York College network and Internet until the matter has been resolved;
    • Inform the Office of Student Conduct of the infringement incident if the user is a student;
    • Inform the appropriate senior administrator and the Human Resources department if the user is an employee or contractor and determine the appropriate disciplinary action to be taken;
    • Inform the claimant that the matter has been resolved, if necessary.

If the user denies using the copyrighted material without permission, York College will:

    • Require the user to submit a statement denying the copyright infringement claim;
    • Inform the claimant that the claim has been denied;
    • Under the DMCA, the claimant may pursue a subpoena to obtain the identity of the system user and may file a lawsuit against the user.

If the user does not meet with the LTS Help Desk to review the Acceptable Use Policy and the DMCA information within seven business days of notification, the issue will be deferred to the Office of Student Conduct.

Second Offense

If the user acknowledges a second instance of using copyrighted material without permission, York College will:

    • Require the user to re-read the Acceptable Use Policy and to review information about the DMCA statute and copyright regulations;
    • Require the user to attest that he or she has removed the copyrighted work and the software used to download it;
    • Inform the Office of Student Conduct and discuss appropriate action to be taken if the user is a student;
    • Inform the appropriate senior administrator and the Human Resources department if the user is an employee or contractor and determine the appropriate disciplinary action to be taken;
    • Inform the claimant that the matter has been resolved, if necessary.

Third Offense

If the user is found to have a third instance of using copyrighted material without permission, York College will refer the matter to the Office of Student Conduct and/or the Human Resources department for additional sanctions that may include dismissal from the College.

Enforcement

Copyright violations are violations of the York College Acceptable Use Policy. Violators may be referred to the appropriate disciplinary procedure. Violations of law may also be referred for criminal or civil prosecution. York College of Pennsylvania reserves the right to terminate computing services of users who repeatedly infringe upon the rights of copyright owners. If you have questions about whether you may be infringing on another's copyright, please contact us. Willful disregard of York College’s DMCA Policy by members of the community may result in personal liability in the event that legal action is taken against them.


Revised 6/12/2019

Employees

Employee Policies

Sign in with your YCP email & password.

Includes

  • Account Management
  • Announcements
  • Apple Mobile Device & Request
  • Cell Phone Use
  • Email Use & Retention
  • LTS Acquisition
  • Mac Request
  • PCI
    • YCP Payment Card
    • Payment Card Security Incident Response Plan
    • Application for New Payment Card Merchants
    • Application for Single Use Payment Card Processing
  • Social Media Use
  • Virtual Private Network (VPN)
  • Voicemail

Higher Education Opportunity Act (HEOA) Compliance

Overview

H.R 4137, the Higher Education Opportunity Act (HEOA), is a reauthorization of the Higher Education Act. It includes provisions that are designed to reduce the illegal uploading and downloading of copyrighted works through peer-to-peer (P2P) file sharing. These provisions include requirements that:

  • Institutions make an annual disclosure that informs students that the illegal distribution of copyrighted materials may subject them to criminal and civil penalties and describes the steps that institutions will take to detect and punish illegal distribution of copyrighted materials.
  • Institutions certify to the Secretary of Education that they have developed plans to “effectively combat” the unauthorized distribution of copyrighted material.
  • Institutions, “to the extent practicable,” offer alternatives to illegal file sharing.
  • Institutions identify procedures for periodically reviewing the effectiveness of the plans to combat the unauthorized distribution of copyrighted materials.

Purpose

This policy outlines York College’s plan to comply with these requirements.

Annual Disclosure

Consistent with our educational principles, we view education as the most important element in combating illegal sharing of copyrighted materials at York College. We use a wide variety of methods to inform our community about the law and York College’s response to copyright infringement claims:

    • In order to use college computing resources, all members of the York College Community endorse an Acceptable Use Policy that includes a section on copyright compliance.
    • Posters are being mounted in student computer labs and elsewhere to discourage illegal file sharing.
    • Computing support staff members, including student Help Desk workers, are regularly trained on the College position with respect to copyright issues. Student workers provide an important channel for communicating with the student community.
    • Language has been added to the Student Handbook outlining the Digital Millennium Copyright Act.
    • The computing staff periodically briefs members of the Student Senate about copyright, illegal file sharing, and related issues.
    • York College’s policies and procedures concerning the Digital Millennium Copyright Act and our response to infringement claims are published on the LTS Help site.

Plans to “Effectively Combat” the Unauthorized Distribution of Copyrighted Material

We currently employ bandwidth-shaping technology to prioritize-network traffic. We limit the amount of bandwidth available to P2P applications but we do not filter such applications since much of the traffic is legal.

The College responds to all Digital Millennium Copyright Act (DMCA) notices according to the York College DMCA Compliance Policy.

Alternative to Illegal File Sharing

Educause maintains a comprehensive list of Legal Downloading Resources – http://www.educause.edu/legalcontent. The York College community is encouraged to take advantage of these legitimate sources of digital content.

Reviewing Effectiveness

York College will survey the campus annually to assess the extent to which our anti-piracy messages are reaching individuals in the campus community, the extent to which the campus is taking advantage of legal alternatives, the impact of our technical efforts to combat illegal file sharing, and other aspects of our plans to combat the unauthorized distribution of copyrighted materials.

Reviewing the Plan

The York College Library Technology Services policies team will meet annually to review the effectiveness of the copyright plan. Overall campus awareness, technology changes and frequency of take down notices will all be taken into account in a comprehensive assessment. If the metrics suggest that modification to the plan is needed a recommendation is made for review by the policy team and other affected parties.


Revised 6/12/2019

Password

Overview

Passwords are an important aspect of computer security. They are the front line of protection for user accounts. A poorly chosen password may result in the compromise of York College’s entire network. As such, all York College employees (including contractors and vendors with access to York College systems) and students are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords. All use of York College accounts is assumed to be performed by the person assigned to that account. Account owners are held responsible and liable for all activities with their accounts.

Purpose

The purpose of this policy is to establish a standard for creation of strong passwords, the protection of those passwords, frequency of change, and resetting of passwords on York College systems.

Scope

The scope of this policy includes all personnel who have or are responsible for an account (or any form of access that supports or requires a password) on any system that resides at any York College facility, has access to the York College network, or stores any non-public York College information.

Policies

    • All user-level passwords (e.g., email, web, desktop computer, etc.) must be changed at least every 180 days. The recommended change interval is every 90 days.
    • Passwords must not be inserted into email messages or other forms of electronic communication.
    • Initial passwords are to be set to a unique value per user. Initial password shall only be valid until the first successful user authentication and must be changed by the user after first use.
    • Initial, pre-designated passwords are valid only until the first successful user authentication into an account. The user must choose their own passwords based upon the following standards and guidelines.
    • All passwords are to be at least eight (8) characters in length.
    • Group and shared passwords are explicitly prohibited at York College
    • Password complexity will be set to require at least three out of the four types of characters:
      • Uppercase letters
      • Lowercase letters
      • Numbers
      • Special characters (i.e. !, @, #, $, %, ^, &, *, etc.)
    • All system-level passwords (e.g., root, enable, admin, application administration accounts, etc.) must be a minimum of 10 characters and conform to the complexity requirements above.
    • Password parameters will be set to require that new passwords cannot be the same as the four previously used passwords.
    • Passwords must NOT contain your username in any form
    • Accounts will be locked out after 10 failed login attempts and will remain locked for up to 15 minutes

Password Reset

System and session idle timeout feature will be set on all systems to time out after being idle for 15 minutes. If you have forgotten your password and you are a faculty member or student, you can use the "Forgot password" link available on the front page of the MyYCP portal. You will be required to enter your YCP username and ID number and already have registered a cell phone number and/or personal email address to receive your temporary password. If you are unable to receive the temporary password or you are an administrator or staff member, you will need to contact us and we will further assist you in resetting your password.

General Password Construction Guidelines

York College uses Single Sign-On (SSO) technology to enable students and employees to use one username and password combination to access multiple systems and applications, such as MyYCP, YCPWeb, G Suite, and Moodle. Although SSO makes accessing York College systems more convenient, it also places greater importance on selecting a strong password that is difficult to guess. Students and employees are strictly prohibited from sharing their YCP password with anyone for any reason.

Strong passwords have the following characteristics:

    • Contain both upper and lower case characters (e.g., a-z, A-Z) as well as numbers
    • Are at least seven alphanumeric characters long and is a passphrase (Ohmy1stubbedmyt0e).
    • Do not contain words found in a dictionary or other commonly used slang words in any form including backwards
    • Do not contain trivial letter or number patterns such as aaabbb, qwerty, 12345678, 123321, etc.
    • Are not based on personal information such as birth dates, addresses, phone numbers, or names of family members, pets, friends, or co-workers
    • Passwords should be hard to guess but easily remembered. One way to do this is create a password based on a song title, affirmation, or other phrase. For example, the phrase might be: "This May Be One Way To Remember" and the password could be: "TmB1w2R!" or "Tmb1W>r~" or some other variation.

NOTE: Do not use any of these examples as passwords!

Password Protection Standards

Do not use the same password for York College accounts as for other non-York College access (e.g., personal bank account, option trading, benefits, etc.). Do not share York College passwords with ANYONE, including family members, co-workers, administrative assistants or supervisors. Passwords must never be sent in an email or instant message. Do not use the "Remember Password" feature of applications (e.g., Firefox, Chrome, Instant Messenger). Passwords must never be written down or stored in a file on any computing device (including laptops, smart phones, tablets or similar devices) without using encryption. All passwords are to be treated as sensitive, confidential York College information.

The York College LTS Department will NEVER ask you to reveal your password at any time. If you are asked to reveal your password via telephone, email, or in person by anyone claiming to be a York College official or LTS Department staff member, do not respond. Report the incident immediately to us.

If an account or password is suspected to have been compromised, report the incident to the LTS Help Desk and change all passwords.

Enforcement

Users who violate this policy may be denied access to College computing resources and may be subject to other penalties and disciplinary action, including possible expulsion or dismissal. Alleged violations will be handled through the college disciplinary procedures applicable to the user. The College may suspend, block or restrict access to an account, independent of such procedures, when it reasonably appears necessary to do so in order to protect the integrity, security, or functionality of the College or other computing resources or to protect the College from liability. The College may also refer suspected violations of applicable law to appropriate law enforcement agencies.


Revised 6/12/2019

Personal Computer Connectivity

Overview

The Personal Computer Connectivity (PCC) policy describes the services LTS Help Desk technicians can provide for students, faculty, and staff belonging to the York College of Pennsylvania community.

Purpose

The LTS Help Desk technicians are a limited resource that should stay focused on the assets of York College. The primary purpose of the PCC team is to safely connect personal computing devices to the York College network.

Scope

This policy applies to non-college owned personal computing devices such as computers, laptops, peripherals, tablets, PDA devices, and smart phones belonging to the York College of Pennsylvania faculty, staff, and students. Personal device problems capable of being troubleshooted include: connectivity issues; eradication of spyware, adware, and virus infections; critical system file and software updates; any other issues approved by an LTS Help Desk Administrator.

Enforcement

No IT Help Desk technician will accept or work on any non-college owned personal computing device prior to receiving the signed Personal Computer Connectivity Liability Waiver.

Policy

  • Faculty, staff, and students belonging to the York College community may contact us for first-tier troubleshooting and diagnosis.
  • All personal device owners must grant the LTS Help desk permission to work on their personal computing devices by submitting a form stating their acknowledgement and understanding of the PCC Policy.
  • LTS Help Desk technicians will not accept or agree to work on any personal device prior to having the device owner acknowledge and sign the Personal Computer Connectivity Liability Waiver.
  • LTS Help Desk technicians will not agree to work on any personal computing device prior to completing PCC Training and Orientation.
  • LTS Help Desk technicians will attempt to safely connect personal computing devices to the York College network. While attempting to connect the device, the following issues may also be troubleshooted:
    • Eradicate spyware, adware, and virus infections
    • Update critical system files and other software
  • The LTS Help Desk cannot order, provide, or accept replacement parts for personal devices.
  • The LTS Help Desk cannot backup or recover data with the exception of extreme cases relating to academic work as deemed necessary by an LTS Help Desk Administrator.
  • Personal devices must stay within the presence of the device owner at all times unless otherwise approved by a LTS Help Desk administrator.
  • Any device approved for Long-term PCC support by an LTS Help Desk Administrator, must accompany the Long-term PCC form.
  • Issues beyond the scope of the personal device support services may only worked on by a LTS Help Desk member following the approval of a IT Help Desk Administrator.
  • The LTS Help Desk does not support personal printers or scanners.
  • LTS Help Desk technicians will not be sent to faculty, staff, or student homes. Dorm room visits may be scheduled for students experiencing connectivity issues with their desktop devices.
  • Issues beyond the scope of personal device support services may result in referring the device owner to an outside source or vendor.

Personal Web Page

Overview

Personal Web Pages are developed and maintained by individuals who are students, faculty or staff at York College of Pennsylvania. The posting of these pages is a privilege extended to members of the York College community and the quality and accuracy of the information published on these pages should foster a positive and engaging image of the college. Please do not post content that reflects unfavorably on the reputation or image of the college. Personal web pages are fully accessible to the Internet and represent York College to the world. For this reason, it is essential that all pages conform to the York College Personal Web Page policy as well as all federal and state laws.

Purpose

The following policy has been established to assure that the goals and reputation of the college are upheld.

Scope

All users are expected to comply with this policy.

Policy

York College will provide server space for all college faculty, student or staff members. Users will have the ability to maintain their own web page(s). Even though personal pages will not be routinely screened, the college reserves the right to monitor users’ work on the server and to remove files at its discretion. Failure to follow this agreement could lead to criminal prosecution.

Individuals posting web pages will not interfere with the performance of the York College server and will not:

  • Hold the college responsible for loss of data or service
  • Attempt to damage college computer hardware or software
  • Attempt to manipulate or delete computer files belonging to another user
  • Attempt to circumvent or expose computer policies or system security

All web pages must follow these guidelines:

  • Web pages cannot be constructed or used for business or profit
  • Web pages cannot be used to serve the purposes of an organization external to York College
  • Photographs of people, especially minors, cannot be used without express permission from the subject and the parent or legal guardian
  • Web pages may not be used to violate copyright law, obscenity law, or any other federal, state or local law
  • Permission must be obtained and original ownership noted if web pages contain copyrighted material

When a complaint is raised about one of these pages, or if traffic to a page has a negative impact on the operation of the York College computing system, the College has the authority to remove the page without prior notice and/or refer the complaint for appropriate disciplinary action. Using College resources to publish web pages is a privilege that can be revoked; violation of web page standards can result in the loss of all account privileges.

Enforcement

Users who violate this policy may be denied access to College computing resources and may be subject to other penalties and disciplinary action, including possible expulsion or dismissal. Alleged violations will be handled through the college disciplinary procedures that are applicable to the user. The College may suspend, block or restrict access to an account, independent of such procedures, when it reasonably appears necessary to do so in order to protect the integrity, security, or functionality of the College or other computing resources or to protect the College from liability. The College may also refer suspected violations of applicable law to appropriate law enforcement agencies.


Revised 6/18/2012