1.01A - Information Technology Resource Use Procedure

Policy Number - 1.01

Approved: 06/15/2010 | Updated: 10/27/2026

Related: 1.01 - Information Technology Resource Use

User Responsibilities

All information technology resources are owned or operated by KCKCC and are provided to support the College’s educational and administrative mission. The College reserves all rights to these resources. All users are responsible for reviewing, understanding, and complying with this policy, related operating procedures, and all applicable federal, state, and local laws. Questions regarding this policy should be directed to the Vice President of Finance and Operations or the Chief Information Officer.

User accounts are issued to faculty, staff, affiliates (vendors or contractors), and students upon the start of employment or enrollment and provide authorized access to College technology resources. Accounts and associated access privileges are modified or revoked upon separation from employment, completion of studies, withdrawal from the College, or as otherwise required to protect institutional operations and security.

No Expectation of Privacy

KCKCC technology and communication systems are institutional resources provided for college business and educational purposes and must be used in accordance with this policy. Information created, stored, transmitted, received, or accessed using College technology resources may be accessed, reviewed, and monitored by authorized College personnel to administer systems, ensure security, maintain operational integrity, investigate potential policy violations, and respond to legal or regulatory requirements. Network and Internet activity conducted through college systems, including remote access services, may be monitored. System data may be backed up and stored on campus or at secure off-site locations.

Information maintained on college technology resources may be disclosed to authorized internal or external parties at the direction of the College, consistent with applicable law. Accordingly, users have no expectation of privacy in any communication, data, or activity conducted using College technology resources, except where confidentiality is protected by law or recognized privilege. All electronic information created, stored, or transmitted using College technology resources is the property of the College unless otherwise expressly noted.

When it is reasonably necessary to support supervision, security, and the effective operation of the institution, the College may inspect any device connected to or provided by college technology resources, any data contained on such systems, and any data transmitted or received through them. Use of College technology resources constitutes consent to such monitoring and access.

Acceptable Use

College information technology resources and services are provided to support teaching, learning, research, administration, and other official College business. They are not intended for personal use. Users are expected to access and use College technology in a manner that:

1. Protects the confidentiality, integrity, and availability of college assets; and
2. Complies with the College Code of Conduct, applicable policies, and federal, state, and local laws.

These obligations apply regardless of location, including on campus, in labs or classrooms, or remotely. This policy also governs the use of technology assets provided by the State of Kansas, other government agencies, and external entities under contract with the College. Departments may issue more restrictive policies; users should consult their unit for any supplemental rules.

Acceptable uses include, but are not limited to:

• Completing class assignments and preparing instructional materials
• Conducting research or producing publishable work
• Improving computer literacy or learning new software/hardware
• Accessing publicly available or authorized College information
• Supporting faculty and staff in performing their work
• Authorized use of college administrative systems
• Using the Internet for professional, academic, or research purposes

Users must:

• Use resources only for authorized College purposes
• Protect their user ID and system credentials; sharing accounts is prohibited
• Access only files and data they are authorized to use
• Use only legally licensed software
• Be considerate in using shared resources, avoiding monopolizing systems, overloading networks, or wasting paper, storage, or other resources

Unacceptable Use

The following activities are prohibited when using College technology resources. This list is illustrative and not exhaustive. Users are responsible for exercising sound judgment when handling College information and systems.

In making acceptable use of resources, users must not:

• Access, disclose, transmit, or distribute Confidential, Private, privileged, or sensitive College information without authorization or to individuals not authorized to receive it
• Share passwords, use another person’s credentials, or access files, data, or systems without authorization
• Use personal or third-party services to conduct official College business involving sensitive or restricted information
• Circumvent, disable, or attempt to bypass security controls or monitoring mechanisms
• Create, distribute, or introduce malicious software, disrupt services, damage systems, or interfere with network operations
• Use College technology resources for political campaign activity in violation of Kansas law
• Copy, install, store, or distribute copyrighted materials or software in violation of licensing or intellectual property laws
• Engage in harassment, intimidation, threats, invasion of privacy, or other conduct that violates College policy or law
• View, download, store, or transmit illegal or obscene materials, including child sexual exploitation material
• Intercept or monitor communications without authorization
• Misrepresent identity, affiliation, or authorization when using College resources
• Use College technology resources for unauthorized personal gain or commercial activity
• Waste or monopolize shared technology resources
• Transmit materials or engage in activities that violate federal, state, or local law
• Participate in unauthorized gambling or non-College recreational activities that interfere with institutional operations
• Distribute chain letters, spam, or unauthorized mass communications
• Engage in any activity inconsistent with college policy, the Code of Conduct, or the institutional mission

Restricted and Third-Party Technology Services

The following restrictions are not exhaustive. Because technology evolves rapidly, users must exercise sound judgment when using third-party technology services not explicitly addressed in this policy and must ensure that sensitive KCKCC Information is not compromised.

Social Media – Use of College technology resources for social media must comply with this policy and 1.12 - Social Media Marketing Policy. Social media platforms must not be used to create, store, or transmit Confidential, Private, privileged, or sensitive KCKCC Information. Users may not represent or imply official College positions, and College names or email addresses must not be used for personal communications in a manner that suggests institutional endorsement.

Cloud Storage and Data Sharing Services – Third-party cloud storage or data-sharing services must not be used to store or transmit Confidential, Private, privileged, or sensitive KCKCC Information unless expressly authorized by the College. Only College-approved platforms may be used for institutional data.

Third Party Email Services – Personal or external email services must not be used to conduct official College business involving Confidential, Private, or sensitive information.

Text Messaging – Text messaging should not be used to transmit sensitive College information or for communications requiring verified identity, receipt confirmation, or official record retention unless authorized and secured.

Internet-Based Video Conferencing (Faculty and Staff) – Video conferencing services must be used for authorized College business or instructional purposes and conducted in a manner that protects sensitive information from unauthorized access or disclosure.

Data Ownership and Confidentiality

Data and information stored on the College's technology and communication systems are institutional assets, and their access, use, and dissemination must comply with College policies and applicable law.

Users may not access, use, disclose, or distribute confidential, private, or proprietary College information unless authorized to do so and only in a manner consistent with federal, state, and local legal requirements.

Copyright and Software License Compliance

In accordance with 1.06 - College Copyright Policy and the Digital Millennium Copyright Act, 17 U.S.C. § 1203, users who engage in copyright infringement using College technology resources may have access privileges suspended or terminated and may be subject to disciplinary or legal action.

Software and digital content are protected intellectual property. Users must comply with all software license agreements and copyright laws, including those governing online materials such as text, images, and multimedia. Software provided by the College may not be copied, installed, or distributed except as permitted by license agreements and authorized by Information Services.

All software installed on college-owned or managed devices must be properly licensed. The College maintains software inventory and license records. Users who install personally acquired software on college systems must provide valid licensing documentation upon request.

Malware

Malicious code may be embedded in files, applications, email, or portable media. KCKCC uses technical safeguards to reduce security risks, but users share responsibility for protecting College systems. Users must exercise reasonable precautions, must not disable security protections, and must ensure that external files and portable media are scanned before use.

Network Security

All College computers and devices are connected through institutional networks that support campus and external connectivity. Users must safeguard network security by protecting credentials, never sharing passwords, and promptly reporting suspected compromise to Information Services. Multi-factor authentication is required for all users when provided. Devices left unattended must be logged off or secured with password-protected screen locking.

Email

Microsoft Office 365 is the official email system for KCKCC and is provided to support the College's business and educational operations. All email accounts, messages, attachments, and related data created, transmitted, or stored using College email services are institutional records owned by the College.

Email should be used in a professional and courteous manner consistent with formal written communication, recognizing that messages may be stored, copied, disclosed, or retained in accordance with college policy and applicable law.

Broadcast messages to institution-wide distribution groups, including the faculty and staff group, must be limited to essential College communications of broad institutional relevance and must follow established approval processes.

Shared mailboxes, public folders, and other shared communication spaces are provided for college-related information and are subject to monitoring and content management. Materials that violate College policy may be removed without prior notice.

With approval from the appropriate Cabinet representative and the Chief Information Officer, access to an employee’s College email account may be granted to a supervisor during periods of prolonged absence when necessary to continue College business. The College may also access student email accounts when required to support institutional operations, ensure compliance with policy or law, or protect College interests.

Internet Use

The Internet is a valuable resource for academic, research, and College business purposes. KCKCC promotes responsible Internet use, and access should be considered a privilege, not a right.

Users should exercise caution when providing personal information online, as many websites collect and store visitor data. Downloads from the Internet, including software, should be approached carefully to avoid introducing malicious code onto college systems.

Users must also be mindful of the College’s limited Internet bandwidth. Activities that consume excessive bandwidth, particularly during peak usage periods, are discouraged and can negatively impact other users. All Internet use must comply with college policies, acceptable use standards, and applicable laws.

Data Confidentiality

Employees may have access to confidential or proprietary information, including personally identifiable information, student records, or sensitive business data. Access to such information is strictly limited to what is required to perform job responsibilities. Employees are prohibited from using, disclosing, or distributing confidential information except as necessary to fulfill their official duties. These restrictions complement all applicable state and federal laws governing the protection and release of confidential information.

Bring Your Own Device (BYOD)

KCKCC does not officially support the use of personal devices for work-related tasks, but recognizes that some users may require access to college data. This policy applies to all members of the College community, including employees, students, contractors, and others with access to College IT resources.
Access to College data from personal devices is permitted only when required to perform job responsibilities.

Users must not:

• Store College-owned data locally on personal devices
• Access College data for non-job-related purposes
• Share College data with unauthorized individuals

Users are responsible for securing and maintaining their devices, including:

• Using available security features
• Applying operating system updates and virus/malware protection
• Maintaining support arrangements for hardware and software
• Monitoring downloads to prevent malicious software

The College reserves the right to block access or remove College data from devices that pose a security risk. All College policies remain in effect when using personal devices.

No Warranties

KCKCC provides information technology resources “as is” and makes no warranties, express or implied, regarding their use. The College is not responsible for any damages or loss of data resulting from delays, service interruptions, negligence, or user errors. Users access and use information, including that obtained via the Internet, at their own risk and should evaluate its reliability and validity.

The College is not responsible for lost or deleted documents, files, emails, or other electronic resources, nor for exposure to inappropriate or controversial materials. Users must report any use of College IT resources that appears inconsistent with college policies to the Executive Director of Information Technology.

Violations and Enforcement

Failure to comply with this policy may result in disciplinary action, including loss of access privileges, academic sanctions, termination of employment, or referral to appropriate authorities for violations of state or federal law. College officials will review alleged violations on a case-by-case basis and take appropriate action consistent with applicable College policies, procedures, and any governing collective bargaining agreements.

The College may deny network or system access to users who breach this policy and may disconnect accounts to prevent further unauthorized activity. The College reserves the right to examine files or information stored on college systems that may relate to unacceptable use. Violators may also face legal action under applicable federal or state laws.