Personnel Policies and Procedures


Access to and use of college computer resources is an educational opportunity which is a privilege extended by the College to employees and other authorized users to promote the mission of the College and carry out assigned job responsibilities. Computer resources are defined as including, but not limited to, hardware, software, systems, networks, data stored, transmitted or accessed using college computers and college provided access to email, Intranet, Internet, World Wide Web, or any other internal or external service, server or provider. Any activity which violates local, state or federal law or ignores common standards of honesty, privacy and decency is a violation of this policy.

Acceptable Use of College Computer Resources

College computing resources are to be used to advance the College's mission of education, research, and public service. These resources are provided to employees and other authorized users for purposes related to their studies, their responsibilities for providing instruction, the discharge of their duties as employees, their official business with the College, and other college authorized activities.

The College acknowledges, however, that occasionally employees use college computing resources assigned to them or to which they are granted access for non-commercial, personal use. Such occasional noncommercial uses are permitted by employees if they are not excessive; do not incur costs; do not interfere with the efficient operation of the College, its employees, or its computing resources; are not prohibited by the supervisor or faculty; and are not otherwise prohibited by this policy or any other college policy or directive. The College will not provide technical support for any use not directly related to college business.


Impermissible Use

Computing resources may not be used for any purpose which is illegal, immoral, unethical, academically dishonest as in plagiarizing or cheating, damaging to the reputation of the College, inconsistent with the mission of the College, or likely to subject the College to liability as determined solely by the College.

Unless approved or endorsed by the College, college computer resources may not be used to:

Promote, advertise, sell or create:
Products or services as part of a personal or private business venture or intended for personal profit.
Products or services of another organization not supported or endorsed by the College.

Promote, advocate, criticize or lobby for or against:
Political causes, issues, office holders or candidates.
Religious beliefs, ideas, organizations or materials.
External organizations not supported or endorsed by the College or part of normal college activities or an employee's assigned duties.

Send, post, download, print, or intentionally receive or display information outside the scope of employees normal duties or approved academic studies and research which concerns:
Political causes, office holders or candidates.
Religious beliefs, organizations or materials.
Pornographic or harassing materials.

Play or participate in:
Networked or on-line games.
Networked or on-line chat rooms or list servers not related to College business, academic studies or job function.
E-mail chain letters.


Harassment and Discrimination

The College is an equal opportunity institution and emphasizes the need for a quality environment free of harassment, and prejudice of any kind. Prejudice can include, but is not limited to, prejudice against race, color, creed, religion, age, gender, sexual orientation, national origin, physical or mental disability. Employees are prohibited from making statements or taking actions that are potentially offensive and embarrassing to others. Failure to adhere to the normal standards of courtesy and consideration may lead to disciplinary actions. Prejudice, harassment, and intimidation can take many forms, including the transmission of electronic data.

Displaying on a computer screen or printing materials that violate the College's harassment/intimidation, or prejudice policies is prohibited. This policy includes, but is not limited to, computers located in student labs and employee offices. Violators shall be subject to the appropriate disciplinary actions set forth in the Employee Handbook, the Student Handbook and the Academic Policies and Procedures Manual.


Copyright Policy

The use of any materials, logos or other items copyrighted by Ivy Tech without express permission is prohibited. Refer to the Software Use Policy for information regarding the appropriate use of copyrighted software.

Using college computing resources (systems, networks, or Internet access) to acquire via peer-to-peer, social networks, e-mail, direct download or any other file sharing / transmission protocol of copyright protected media (music, movies, software, games, etc.) is prohibited unless user is lawfully licensed to possess said media


Disciplinary Actions

Misuse of computer resources and violations of these policies may subject users to disciplinary actions. Users may lose their college computing privileges and face other disciplinary actions, as outlined in the Employee Handbook, Student Handbook, and Academic Policies and Procedures Manual. Illegal activity involving college computing resources may also subject violators to prosecution by local, state and/or federal authorities.

General Computer Resources Policies

All College departments have responsibility for providing and maintaining shared computing resources. The amount of information that can travel at one time across communication lines is limited. All users of college computing resources are required to follow these general computing guidelines out of respect for system performance and the cooperative spirit among system users.



The College has the right to review any use of college owned and leased or attached computer resources and any materials stored and/or transmitted on these resources. In addition, the College reserves the right to perform these reviews without the prior knowledge of the individual user. Such reviews must be authorized by Regional or Central Office Administration prior to the review. All users of college resources must respect the rights of others, respect the integrity of the physical facilities, and comply with all applicable laws, regulations, licenses, contracts, and college policies. As a public institution, the College may be required to release information to outside agencies. Users are cautioned to exercise due diligence and not store information that they consider personal in nature on college resources.


Virus Prevention

Viruses pose a direct threat to the viability of college data. In order to help protect College computer systems, users must take necessary precautions and virus scan the following sources of information prior to installing on or while downloading to any College operated computer system:

New Software
E-Mail Attachments
Internet Downloads
As an added precaution, computer systems must be scanned on a regular basis.


Software Use

Users must follow the copyright laws, trademark standards, software license agreements, and patent information governing software. Unauthorized copying of licensed software is illegal. The College will not provide support to users with software in violation of copyright laws. Such software will be removed when detected. To determine the copyright policies for college-owned software, employees should contact their supervisor. Students should contact the appropriate faculty member.


Network Use

The College has multiple Local Area Networks (LANs). Each LAN will have special considerations such as security, safeguards, backups, and disaster recovery.

The system administrator has the responsibility to ensure security safeguards, and backups.
At least two (2) individuals must have basic working knowledge of each LAN.
Each user of the LAN will be authorized to access only the files they need.
Network security requires each user to create a unique password and change that password at College designated intervals.  Here are a few sample passwords:  Gd1+1gr8   ImN1+sed   W8tn4Go. 
Each server must be backed up on a regular basis.
The physical access to each server must be secure.
All networks must comply with the College Disaster Recovery Plan. A copy of this plan may be obtained from College Information Technology Services.
Certain aspects of network use are not applicable to every employee. Employees whose job responsibilities include network system administration must comply with all of the above.


E-Mail Use

E-mail is not considered to be private. Electronic mail which is composed, sent, received, or stored on college equipment may be subject to monitoring and review. Do not send any e-mail message which you would not want reviewed by a third party.
As a public institution, the College may be required to release contents of electronic mail to outside agencies.
E-mail accounts are backed up as a regular course of network operation. The deletion of an e-mail message does not remove all copies of the message.
Once sent, an e-mail message will not be deleted or altered.
The College is not liable for lost or deleted messages.
Sending excessive, annoying, threatening, or harassing messages is prohibited.
Employees who wish to make solicitations via e-mail must first receive the written permission of the appropriate College Officer or their designee.
The use of another individual's e-mail identification or the use of a false e-mail identification is prohibited.
The College will not provide technical support for personal e-mail transmissions.


Internet Use

The purpose of the Internet and the World Wide Web is to facilitate information gathering and communication in support of research and education, by providing access to unique resources and collaborative efforts.

The use of the Internet is an educational opportunity which is a privilege. Inappropriate use, at inappropriate times, or any violation of the conditions and rules for use, may result in cancellation of a user account. The College and its management reserves the authority to determine appropriate use and may deny, revoke, suspend or close any user account at any time based upon a determination of inappropriate use.

Users shall not use the Internet resources for non-academic activities which disturb system efficiency (including Internet "chat rooms" and network versions of multiuser games).
Users may encounter materials which may be considered inappropriate or controversial. It is the user's responsibility not to initiate access to such material, and not to disseminate it further. The College has the right to filter access to non-educational, illegal, or malicious web sites.
Home pages created by college employees and representing courses or products of the College, are subject to review by and approval of the appropriate College Officer or their designee.
Users should be cautious about accepting programs for the purpose of data collection by an Internet source (often referred to as "plug-ins", "applets" or "cookies"). These programs may allow unauthorized access to data stored on individual computers or networks.
The College assumes no responsibility for any direct or indirect damages arising from the user's connection to the Internet.
The College is not responsible for the accuracy of information found on the Internet. The College merely facilitates the access and dissemination of information through its systems. Unless the College expressly authors content, it has no editorial control over the content distributed or disseminated on the Internet. Users are solely responsible for any material they access and distribute.


Intellectual Property Rights

Materials created and/or produced while using College-owned resources may be subject to intellectual property rights as established by the College. For specific details of the Intellectual Property policy, see the Academic Policies and Procedures Manual, Section 7.1.


Personal Hardware and Software

Personal hardware should not be attached to or installed in college equipment. Any exception should be approved by the appropriate college official and the regional computer services designee. College Computer Services should be informed as well.
When attaching approved personal hardware to college equipment (e.g., removable storage, PDAs, Bluetooth and/or wifi devices) protective measures such as virus scanning, data classification, and restricted use should be followed.
Personal software is not to be installed on Ivy Tech equipment. Exceptions must be approved by the department supervisor and original license documentation must be on file.

Any damage to college equipment that occurs due to the attachment of personal hardware or software may be the responsibility of the owner of the personal hardware or software. All personal hardware or software attached to college equipment is subject to college computing policies. The College is not liable for any maintenance, repair, or replacement of personal hardware or software.

College computer resources approved for use on personal equipment are the property of the College and must be removed and remitted upon leaving the College.



User hereby agrees to indemnify and hold Ivy Tech and its officers, Trustees, employees and agents harmless for any loss, damage, expense or liability, including reasonable attorney fees, resulting from any claim, action or demand, arising out of or related to the user's use of college owned computer resources. Such claims shall include, without limitation, those based on trademark or service mark infringement, trade name infringement, copyright infringement, dilution, tortuous interference with contract or prospective business advantage, unfair competition, defamation, unlawful discrimination or harassment, rights of publicity, and invasion of privacy.

Employee Computing Policies

Employees are to follow the guidelines presented in this section and the General Computing Policies.


Account Use

An account is defined as the unique identification for security access assigned to an individual. Overall system security is the responsibility of the appropriate College Officer. Validity of each request for access is dependent upon the work responsibilities of the staff person involved, the application, and the level of security requested.

The College reserves the right to deny access to any college computer resource.
Users are responsible for maintaining the security of their assigned accounts and files. Authorized users are not allowed to share their accounts or passwords.
Passwords are to be changed every ninety (90) calendar days and not revealed to others.
Users may not use an account to represent anyone other than themselves, or use an account for which they do not have authority.
Accounts on college resources are limited to authorized users. The College is under no obligation to recover files from terminated accounts.
By receiving a user ID and password, you are agreeing to abide by the procedural, ethical, and security requirements of the College as stated in this document.


Assignment of Computer Hardware and Software

The College determines the computer system needs of employees and how those needs will be met. The College reserves authority to establish and enforce procedures and rules for employee use of college-owned computer systems, software, and data.
As College property, computer equipment and software cannot be removed from the premises without the approval of the appropriate college official. Refer to Section V of the Financial Management Manual - Policy for Off-Campus Usage of Property.


Confidential Information

In the course of their assigned duties, employees work with and have access to information that is confidential, proprietary or sensitive. Those accessing confidential data are required to maintain the integrity and confidentiality of the College's data and limit its use to the purposes for which it was intended.

All student-specific or employee-specific data which are protected by current privacy laws, regulations or policies (i.e. FERPA) being sent over computer lines (i.e. ftp) must be encrypted prior to transmittal to protect its accessibility by eligible users.

Student Data
  Ivy Tech is a state supported institution which receives federal funds, and must abide by the Family Educational Rights and Privacy Act of 1974 as Amended (FERPA). FERPA gives students the right to have some control over the disclosure of personally identifiable information which is in the possession of the institution. Copies of the Family Educational Rights and Privacy Act of 1974 as Amended may be obtained from the regional Registrar's office.
Employee Data
  As a general rule, the College does not release any information regarding employees other than name and confirmation of employment without written consent of the employee. Staff who come into contact with or are approached for current or former employee information must refer the request to the Human Resources department.
Institutional Data
  Data, information, or reports produced using college resources are the property of the College. The use of college data, information, or reports are subject to procedures and rules established by the College regarding security, access and maintenance of backups.


Incident Handling

Users are to take adequate precautions to prevent attempts to gain unauthorized access to computer systems. All suspected breaches of security must be reported to the supervisor, Regional Computer and Technology Services and College Information Security by emailing the details of the incident to  Anonymous reporting can be done by calling (317) 921-4423 / 1-866-847-2525 or via the Ethics Point service in Campus Connect. Theft of computer equipment must be reported to your supervisor and the security office at your location.


Remote Access

Remote access is the ability to connect to college computer resources from any location. This means using a personal computer and modem or Internet services provider from a remote site to connect to college computer resources. When a user remotely connects to a College computer resource user verification, authorization, privacy, and accountability requirements and procedures must be followed. All remote access mechanisms and protocols must be reviewed and risk assessed by the College Information Security office prior to use.

This policy may change from time to time at the discretion of the College upon notice via memorandum. All users are bound by the terms and conditions of the College Computer Resources Policy and all future modifications and amendments to the policy. These policies are designed to protect both the College and the individual user.