Page 1 of 22
TITLE: Information and Technology PolicyPolicy Number / 0106
Effective Date / Date of APPROVAL
NextRevision Date / 2014
Reviewed / 2011
APPROVED / 30/03/2011
- PREAMBLE:
The College is committed to the provision of high quality information technology services and facilities to its students and staff to assist in the conduct of academic, research and administrative activities consistent with the College's mission and statement of strategic intent. Information technology is recognized as a vital component of the teaching, learning and administrative support environment for Waterberg FET College.
- INTRODUCTION:
2.1The Waterberg FET College may be held liable for the actions of students and staff using the institution’s computers, e-mail and Internet access services. This policy creates rules that aim to limit or manage the risk associated with limited/unlimited computer use, e-mail use and Internet access.
2.2Waterberg FET Collegerespects the rights of our employees, customers and users of our services to freedom of speech and expression, access to information, privacy, human dignity, religion, belief and opinion in accordance with our constitution.
2.3We undertake not to interfere with any of those rights unless required to do so by law, unless those rights are exercised for unlawful purposes, or unless the exercise of those rights threatens to cause harm to another person or affect the integrity of our network/workstations.
- PURPOSE:
The purpose of this Policy is to ensure an information technology infrastructure that promotes the basic missions of the College in teaching, learning, research and administration.
In particular, this Policy aims to promote the following goals:
3.1To ensure the integrity, reliability, availability, and superior performance of IT Systems;
3.2Create rules for the use of software applications, e-mail and the Internet;
3.3To comply with the relevant laws of the Republic of SA;
3.4To inform users about the responsibilities borne by those who use the computers, e-mail and the Internet;
3.5To ensure that the use of IT Systems is consistent with the principles and values that govern use of other College facilities and services;
3.6To ensure that IT Systems are used for their intended purposes; and
3.7To establish processes for addressing policy violations and sanctions for violators.
- POLICY STATEMENT:
The Waterberg FET College will provide IT and internet access opportunities primarily for Waterberg FET College employees and registered full time and part time students provided that:
4.1adequate financial resources are available to cover the expenditure to be incurred;
4.2adequate computer resources are available; and/or
4.3specific or particular official duties must be performed.
- SCOPE:
This Policy applies to all Users of IT Systems, including but not limited to College students, different departments, and staff. It applies to the use of all IT Systems, which include systems, networks, internet, email and facilities administered by the IT department, as well as those administered by individuals, section, departments, college laboratories, college libraries and other College based entities.
Use of the Waterberg FET College IT Systems, even when carried out on a privately owned computer that is not managed or maintained by Waterberg FET College, is governed by this Policy. This Policy covers the following:
Hardware
IT Support
Software
Internet
Data and Virus Protection
Password
Disposal
Storage
Rules and regulations
5.1HARDWARE:
5.1.1Hardware platform and specifications
5.1.1.1The College's Standard Desktop Computer Hardware platform, including laptop/notebook PCs, is determine by the Hardware Purchasing Recommendations documents that are issued to the prospective service providers at the end of each year.
5.1.1.2The College is part of the Microsoft/School’s level agreement, which means that our standard operating platform is the most recent system as provided for by Microsoft on the School’s level agreement.
5.1.1.3Waterberg FET College will publish a minimum system specification for College owned desktop and laptop/notebook PCs on its Hardware Purchasing Recommendations.
5.1.1.4All College owned desktop and laptop computers purchased for staff or student use by the College should comply with the specifications as defined in 1.1.1 to 1.1.3. Exceptions:
5.1.1.4.1Desktop computer systems used by students and staff where curriculum requires the use of other hardware and/or software. This will be determined by the Curriculum Manager and IT Manager.
5.1.1.4.2Desktop computers connected to Hardware where the Hardware supplier insists on a particular system different to the Standard Desktop Hardware platform.
5.1.1.4.3Desktop computers provided by a funding body for specialist research and where the College has no control over the installed system.
5.1.1.5Waterberg FET College will provide minimum system specifications for students wishing to purchase a desktop or laptop computer to assist in their coursework.
5.2IT SUPPORT:
Waterberg FET College support for the Standard Desktop Hardware platform will be provided as follows:
5.2.1Support process.
To ensure efficient and professional support to all the users of the Waterberg FET College IT systems and hardware the following defined process will be followed in requesting for the provision of IT support:
5.2.1.1The user who requires support must fill in an IT log Card. (The IT log card is available on the College website.)
5.2.1.2Then the Centre Manager from where the Log Cards originate, must sign in the description box as proof of knowledge of the Log Card.
5.2.1.3The user must then forward the Log Card to the IMS Manager via email,fax or delivered by hand.
5.2.1.4A log number will immediately be assigned to the Log Card. This serves to make the management of the Log Cards easier and for reference purposes.
5.2.1.5The IMS Manager will, in conjunction with the IT Technicians set a proposed date and when the Log Card will be attended to.
5.2.1.6A proposed technician will also be assigned to attend to the Log Card.
5.2.1.7The Log Card must then be captured on the Log Card program by the IMS Manager or a IT Technician responsible for this function.
5.2.1.8Within ten work days, the assigned technician or any other available technician will attend to the Log Card by firstly reporting to the Centre Manager and the user that he has arrived to attend to the Log Card.
5.2.1.9The technician will write the date and time when he started attending to the Log Card as well as when the work is completed.
5.2.1.10The technician will sign off the Log card on completion of the required work.
5.2.1.11The user that initially sent the Log Card will then sign off the Log Card and verify that he/she is satisfied with the work done.
5.2.1.12Then the Centre Manager must also sign off the Log Card and thereby verify that he/she is also satisfied that the work has been done.
5.2.1.13The IMS Manager will finally sign off the Log card on completion of the required work.
5.2.1.14The IT Log Card information must then be updated on the program for IT Log Cards.
5.2.1.15A hardcopy of all Log Cards, whether in progress or completed must be kept in a File which is clearly mark IT Log Cards. Once the Log Card is completed a copy of the completed and signed Log Card must be placed in the File as proof of the work done. This signed off Log Card will replace the original copy of the Log Card.
5.2.2PC lifecycle:
The Waterberg FET College follows the generally accepted practice in IT of using hardware on a three (3) year life cycle. But it is still necessary to evaluate the performance of the hardware before it is replaced.
If it is found that the hardware is performing sufficiently and that its usage can be lengthened by one (1) year,a recommendationcan be made to management to use the hardware for one (1) extra year.
5.2.3IT asset register:
An asset register of all IT equipment, hardware or software will be kept by the IT department. This register will be a separate register from the general asset register in order for proper control over the IT equipment and for proper management of IT resources.
The asset register will include but not be limited to the following:
5.2.3.1A complete register of all hardware. This will include fields which specify the name, type, date of purchase, description and the location of the hardware.
5.2.3.2A complete register of all software. This will include fields which specify the name, type, date of purchase, description, license number and the location of where the software is used.
5.2.3.3A complete register of the network/internet/email. This will include a “map” of the network. This “map” is a detailed description and information of how the network is set up and who the responsible person is for each aspect of the network. A list of contact details must also be kept in the event that some of the functions are provided for by external service providers. This list will include all passwords and other important detail.
5.2.4Full Support:
Full support to the whole of the Waterberg FET College will be given by the IT department to enable the following:
5.2.4.1Connection to College Data Network;
5.2.4.2Effective running of the College's Standard Desktop Operating System;
5.2.4.3Effective and fully functioned operation of all College Strategic Administrative Software clients;
5.2.4.4Effective and fully functioned operation of all supported software in Standard Office IT and Infrastructure Tools categories. Note, these software categories include core office IT software and anti-virus software installed on all College owned desktops;
5.2.4.5Effective and fully functioned operation of all Waterberg FET College supported teaching and research software.
5.3SOFTWARE:
It is the policy of the College to respect all computer software copyrights and to adhere to the terms of all software licenses to which the College is a party. It is the legal obligation of the College and its employees to comply with copyright laws and respect the intellectual property rights of others. It is therefore expressly forbidden for any employee and/or student to make use of unlicensed software on College premises/equipment or, during the course of carrying out their employment/studies use unlicensed software on the College's computers including portable equipment such as laptops and Personal Digital Assistants (PDAs) or any other IT related devices. Users may not duplicate any licensed software or related documentation for use either on College premises or elsewhere unless the College is expressly authorized to do so by agreement with the licenser. Unauthorized duplication of software may subject users and/or the College to both civil and criminal penalties under the Copyright Designs and Patents Act Software must only be installed, modified, un-installed or deleted in accordance with agreed change management procedures, and must only be undertaken by authorized IT Services staff. It is expressly forbidden to possess, use, reproduce or distribute copyrighted software on any College computer without authorization. Users may not give software to any 3rd parties including clients, customers, contractors and others. College users may use software on local area networks or on multiple machines only in accordance with applicable license agreements.
5.3.1Approval for Purchase of Software
To purchase software, users must send a request for the software timeously to the IT Manager. The request will be evaluated and if valid sent to Procurement for immediate attention.
Software may not be purchased through individual Procurement Credit Cards (GPC cards), petty cash and travel or entertainment budgets. Software acquisition channels are restricted to ensure that the College has a complete record of all software that has been purchased for the College's IT infrastructure and can register, support and upgrade such software accordingly.
5.3.2Registration of Software
Software must first be delivered to IT Services so that registration and inventory requirements can be completed. IT Services are responsible for completing the registration card and returning it to the software publisher. Software must be registered in the name of the College. Due to personnel turnover, software will never be registered in the name of the individual user. IT Services maintain a register of all of the College's software and will keep a library of software licenses.
The register must contain:
The title and publisher of the software
The date and source of the software acquisition.
The location of each installation on which each copy of the software is installed.
The name of the authorized user.
The software product serial number.
5.3.3Installation of Software
After the registration requirements above have been met, the software will be installed by IT Services. Users are not authorised to install any software on any College computers.
Manuals, tutorials and other end user materials will be provided to the user where available and/or applicable. A copy of the applicable license agreement will be provided to the user on request. The original release media will be kept in a secure place maintained by IT Services.
5.3.4Home Computers and private software:
The College's computers are organization-owned assets and must be kept both software legal and virus free. Only software purchased through the procedures outlined above may be used on College machines. Users are not permitted to bring software from home and load it onto College computers. Generally, College owned software cannot be taken home and loaded on a user's home computer if it also resides on a College computer. If a user is authorized to use software at home, the College will, where necessary, purchase a separate license and record it as a College owned asset in the software register.The employee will be required to delete the software from their home computers when he/she resigns.
5.3.5Ownership, Responsible Persons and Right to Monitor
5.3.5.1Users are personally responsible to abide by the rules created in this policy. Users must delete all incoming e-mail messages that contain content or links to content that are not allowed in terms of this policy.
5.3.5.2The Waterberg FET College IT Department is responsible for:
5.3.5.2.1the technical issues related to computers, e-mail use and Internet access;
5.3.5.2.2assisting the college’s management to conduct searches/monitoring of user’s computers, incoming and outgoing e-mail messages, stored messages, stored files and browsing habits when this is necessary;
5.3.5.2.3causing all outgoing e-mail messages to contain the college’s official e-mail disclaimer;
5.3.5.2.4scanning all incoming messages and file downloads for malicious codes such as viruses or Trojan Horses or explicit material;
5.3.5.2.5sustaining user’s awareness of this and other college policies related to the use of college’s computers and electronic facilities;
5.3.5.2.6offering training for users in the proper use of the Waterberg FET College’s computers and electronic facilities.
5.3.5.2.7The Waterberg FET College’s management is responsible for taking any necessary action against users who fail and/or refuse to abide by this policy.
5.3.6Right to Monitor:
With due regard to the South African Constitution and the Regulation of Interception of Communications Act, each and every user, when he or she registers as a student, commences a visit or starts employment, is deemed to have given his or her consent that the IT Department and management of the college may, with the written permission of the CEO, without prior warning:
5.3.6.1Intercept, monitor, block, delete, read and act upon any incoming or outgoing e-mail message addressed to or originating from the user;
5.3.6.2Intercept, monitor, read and act upon the User’s Internet browsing habits, including the user’s history files, web sites visited, files downloaded and stored by the user; and
5.3.6.3Intercept, monitor, block, delete, read and act upon file(s), in whatever format, stored by a user on any computer or other electronic facilities of the college.
5.4ACCEPTABLE USE AND GENERAL GUIDELINES:
The following actions and content will be considered acceptable use of e-mail and Internet facilities by users:
5.4.1Users shall use e-mail and Internet access primarily for college purposes. Private and personal use, in moderation, will be tolerated, subject to the rules detailed in this policy.
5.4.2When forwarding or replying to e-mail messages, the contents of the original message should not be altered. If the contents need to be changed, then all changes must be clearly marked as such.
5.4.3The college has the right to limit the size of incoming and outgoing e-mail messages and attachments, downloads and other files and may block and delete e-mail messages, downloads, attachments or other files that are larger than the set maximum size. It is the responsibility of users to limit the size of attachments and other files to prevent overloading of the electronic mail system resources.
5.4.4E-mail messages should be kept brief and formulated appropriately.
5.4.5Virus warnings or pop-ups that result from incoming e-mail or file downloads must be reported to the ICT Division immediately at the ICT Expert Desk.
5.4.6All outgoing e-mails must have the college standard e-mail disclaimer at the end of the message. This e-mail disclaimer may not be removed or tampered with by users.
‘This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the College. Finally, the recipient should check this email and any attachments for the presence of viruses. The College accepts no liability for any damage caused by any virus transmitted by this email.’
5.4.7Users must check e-mail recipients prior to sending, forwarding or replying to messages. When distribution lists are used the sender should consider whether or not each group member really needs, or really should, receive the e-mail.
5.4.8The subject field of an e-mail message should relate directly to the contents or purpose of the message.
5.4.9Users must log-off in times of absence from a computer terminal to avoid improper and/or illegal use.
5.4.10Users of the Waterberg FET College student workstations and LAN’s are also bound by the RULES AND REGULATIONS POLICY which is attached to the end of this policy.
5.5UNLAWFUL USE:
Waterberg FET College’s e-mail/services/website/ workstations may only be used for lawful purposes and activities. We prohibit any use of our e-mail/website/network including the transmission, storage and distribution of any material or content using our network that violates any law or regulation of the Republic. This includes: