Purpose

The purpose of this document is to establish University policy and procedures for the procurement, possession, and use of wireless telecommunication devices and services. Wireless telecommunication devices include, but are not limited to, cellular telephones, two-way radios, smart phones, cellular modems and pagers (wireless device). This document provides guidelines to ensure that the use of a wireless device for University business is properly authorized and monitored and to ensure that the University is correctly reimbursed for chargeable personal use of University owned wireless devices.  Personal use of such devices should be limited to incidental use.  Taxability of the personal use of telecommunications devices is subject to IRS regulations.

User Qualifications

Employees may qualify for a wireless device only if the employee’s department head    has determined that such a device is a requirement for the performance of the employee’s job, the departmental budget manager has determined that funds are available in the budget, and the following criteria are met:

• The job requires the employee to be mobile with direct client contact. Direct client contact means contact with SJU administrators, faculty, staff, students, alumni or other constituents related to the job; or
• The job consistently requires timely and business critical two-way communications for which there is no reasonable alternative technology. (Note: In order to obtain approval for a PDA device, the job must require timely and business critical access to email via a wireless handheld device).
• An employee’s eligibility based on these requirements must be documented by the department head on a Wireless Device Authorization Form, available from the Office of Information Technology.

Service Suppliers & Equipment

• Procurement of wireless devices and services shall be the responsibility of the Office of Information Technology. Only the specific devices, cellular service suppliers and approved service plans sourced through the Office of Information Technology department may be used. The employee’s department will be charged for the wireless equipment and accessories, as well as for any installation and monthly service fees.
• In consultation with the employee and budget manager, the Office of Information Technology will select a plan that satisfies the basic needs and coverage area required by the job, as well as the most cost effective plan. Taking into consideration that changes to usage plans often require extensions to contracts, usage plans will be reviewed and approved annually.
• Invoices for wireless devices and services will be directed to Accounts Payable, who will pay the invoice.   Accounts Payable will send department heads an Approval Form to verify and approve the calls and charges. The department head or designee will sign the approval form and return it to Accounts Payable. In the event of any discrepancies or disputes, the responsible department head or designee must follow up with Accounts Payable for billing issues and the Office of Information Technology for non-billing issues.

Use of Wireless Devices

• Employees shall use University-provided wireless devices for necessary, business-related purposes and should limit the use of these devices for personal reasons to incidental use only. All chargeable personal use must be reimbursed to the University.
• Use of a University wireless device for private, commercial or consulting purposes is not permitted.
• A wireless device is to be used only by the individuals or the department to whom it was issued.
• Employees shall be responsible for the safekeeping, care and custody of any wireless device assigned to them.
• Wireless devices that are no longer required because of termination of employment or change in job status shall be returned to the Office of Information Technology so that service can be terminated.
• Any exceptions to the above must be approved by the employee’s respective divisional Vice President.

Reimbursement of Wireless Services

The University will reimburse employees for reasonable charges associated with University-related business calls placed on personally-owned wireless devices to the extent that such charges exceed the employee’s service plan.  Requests for reimbursement must be submitted on a properly completed and approved Business Expense Reimbursement form that is supported by the original bill, with the business purpose details of the charge to be reimbursed appropriately identified.

PURPOSE 

Saint Joseph’s University recognizes that email is an efficient and cost-effective means for individuals and campus groups to reach large internal audiences. At the same time, members of the University community have expressed an aversion to unsolicited, mass-distributed internal email. Additional feedback further suggests that the overuse of such email adversely impacts the University’s ability to deliver messages of critical importance, which was the original intent of large email aliases like “employee.”

With these concerns in mind, this policy supports the following principle: SJU respects all community members and protects both the integrity and effectiveness of University messages by minimizing unsolicited, mass-delivered email communications. 

In addition to a policy reserving all-employee communications for official University messaging, there are supplemental issues related to system capacity and the security of protected information. It is the University’s responsibility to preserve an effective email system that safeguards personal information and promotes system-wide performance. With those and other objectives in mind, the University has re-written its Mass EMail Guidelines (May 2005) and put in place the following Mass EMail Policy (effective January 2014).

SCOPE AND CRITERIA 

The Mass EMail Policy identifies instances in which mass email communications are permitted, how distribution of those messages is approved, and alternatives when the use of mass email is not appropriate. Its structure is guided by the federal CAN-SPAM Act, which created new regulations about the management of unsolicited email. Namely, all such unsolicited messages must include an opt-out mechanism. When members of an email community cannot opt out of a message stream, the owner – in this case Saint Joseph’s University – assumes a heightened responsibility to protect recipients from unsolicited messaging.

This policy restricts the use of the employee, empfac and empstaff aliases according to the authorization list below. These aliases meet CAN-SPAM criteria as follows:

• They reach all faculty and staff.

• Membership is required (“employee” and subsets) and there is no immediate opt-out (“fyi”).

• They were created with the intent of quickly communicating essential information.

• Prior to this policy, no formal protocol governed their access or use.

Effective January 17, 2014, the University has eliminated the “fyi” alias and established formal criteria restricting access to the “employee” (and subset “empfac” and “empstaff”) aliases. Future broadcast emails can be sent only by authorized users and must meet one or more of the following conditions:

• Be critical, time sensitive and germane to the University’s mission or operations, as determined by the President’s Office, Senior Vice President, Provost’s Office, University Communications or Public Safety.

• Address an urgent issue of campus safety, health or operational status (e.g., weather alerts).

• Address a required/recommended activity that applies to all or the vast majority of suppressed alias recipients (e.g., Class Registration, Benefits Enrollment, Convocation).

• Be deemed otherwise essential by an authorized office (*) and carry the heading and signature of the division/department head.

(*) Authorized offices/officers include President’s Cabinet divisions, along with Campus Ministry, Dining Services, Drexel Library, Facilities, Jesuit Community, Payroll, Public Safety, Student Records and Financial Services, and Student Health. 

PROCEDURES 

The offices of the President, Senior Vice President and Provost are authorized to send messages to the University community, as are division/department heads in University Communications and Public Safety.

The Office of Mission is authorized to approve messages on behalf of Campus Ministry. Administrative Services approves messages from Dining Services and Facilities. Human Resources (employee benefits and payroll) and Information Technology (I.T. service issues) are authorized to send messages related to their respective areas. The Jesuit Community will distribute its messages through the President’s Office.

All other mass email requests, unless approved and sent by an authorized officer or one of the remaining designated offices, will be evaluated on a case-by-case basis by the Office of University Communications with the primary goal of minimizing unsolicited messages. In addition, each week University Communications will distribute an internal electronic digest of events and announcements. All approved events submitted (thisweek@sju.edu) by the published deadline will be compiled and distributed to campus users in this manner. The first issue of This Week will appear on January 21, 2014.

Daily event reminders are currently available via the online SJU Events Calendar at http://www.sju.edu/events. Academic and administrative units are encouraged to post their events to this online calendar for maximum effect. The so-called “classifieds” previously permitted under the FYI alias should now be posted in the announcements section of MySJU. They will not be accepted for email or digest distribution.

Questions about the Mass EMail Policy may be directed to the Office of University Communications (x1222).

AUTHORIZED MASS EMAIL USERS 

• Administrative Services

• Advancement

• Athletics

• Campus Ministry

• CAS Dean’s Office

• CAS Council

• Dining Services

• Drexel Library

• Enrollment Management

• External Affairs

• Facilities

• Faculty Senate

• Financial Affairs

• General Counsel

• Hawk Central

• HSB Dean’s Office

• HSB Council

• Human Resources

• Information Technology

• Jesuit Community

• Mission

• Payroll

• Planning

• President’s Office

• Provost’s Office

• Public Safety

• Senior Vice President

• SRFS

• Student Health

• Student Life

• University Communications

Mission Statement

To support the missions of teaching, research, and public service, Saint Joseph’s University provides access to computing and information resources for students, faculty, and staff, within institutional priorities and financial capabilities.

General Requirements

All members of the University community who use the University’s computing and information resources must do so responsibly. Every user is responsible for the integrity of these resources. All users of University-owned or University-leased computing systems must respect the rights of other computing users, respect the integrity of the physical facilities and controls, and respect all pertinent licenses and contractual agreements. It is the policy of Saint Joseph’s University that all members of its community act in accordance with these responsibilities, relevant laws and contractual obligations, and in the highest standard of ethics.

Computing facilities and accounts are owned by the University and are to be used for the University-related activities for which they are assigned. University computing resources are not to be used for commercial purposes or non-University-related activities without written authorization from the University. In these cases, the University may require payment of appropriate fees. This policy applies equally to all University-owned or University-leased computers.

The University reserves the rights to limit, restrict, or extend computing privileges and access to its information resources. Data owners–whether departments, units, faculty, students, guests or staff–may allow individuals other than University faculty, staff, and students access to information for which they are responsible, so long as such access does not violate any license or contractual agreement; University policy; or any federal, state, county, or local law or ordinance.

Users and system administrators must guard against abuses that disrupt or threaten the viability of all systems, including those at the University and those on networks to which the University’s systems are connected. Access to information resources without proper authorization from the data owner, unauthorized use of University computing facilities, continued overuse of resources that degrades system performance, and intentional corruption or misuse of information resources are direct violations of the University’s standards for conduct as outlined in the Saint Joseph’s University Policy Manual, the Personnel Policies and Procedures for Professional and Salaried Staff, the Faculty Handbook, and the Official Student Handbook and may also be considered civil or criminal offenses.

Saint Joseph’s University treats policy violations of computing facilities, equipment, software, information resources, networks, or privileges seriously. Disciplinary action is described in the section Penalties for Misuse of Computing and Information Resource Privileges.

System Administrator Responsibilities

• Maintain size limits on user file systems and incoming email systems. These limits will change from time to time.
• Detect weak passwords and contact users to change them to a stronger password.
• Scan the network file systems for viruses and remove them. Notify users who repeatedly have viruses in their file space.
• Investigate reports of problems caused by users on Saint Joseph ‘s network to internal or external computers or networks.

User Responsibilities

If you or your guest use the University’s computing resources or facilities, you have the following responsibilities in addition to those described in the preceding sections:

• Use only those computer services, networks and accounts which the University has authorized for your access.
• Use accounts only for the purpose(s) for which they have been issued.
• Be responsible for all use of your accounts and for protecting each account’s password. Users are not allowed to divulge computer account passwords. Passwords should consist of a mix of 7 or 8 alphanumeric characters, and should be changed frequently throughout each semester of use. Do not use easily identifiable personal information such as names, telephone numbers, birth dates, etc.
• Immediately report unauthorized use of your accounts to the Office of Information Technology.
• University communications systems (electronic mail, electronic messaging, and similar services) may not be used for unlawful purposes or purposes that violate other University policies. The latter include, but are not limited to, sexual or other forms of harassment. Electronic communication may not be used for commercial purposes except under the direction of the University.
• Ensure that all software that you use is properly licensed. Do not use or share unlicensed software including computer programs, music files and other digital media. The unauthorized sharing of music files and other digital media is a violation of the Digital Millennium Copyright Act and you are potentially liable for damages. Take reasonable and appropriate steps to see that all hardware and software license agreements are faithfully executed on any system, network, or server that you operate.
• Cooperate with system administrator requests for information about computing activities. Under certain unusual circumstances, a system administrator is authorized to access your computer files.
• You are held responsible for the actions of your guest(s). Violations of computing resource policy committed by any guest will be attributed to that guest’s sponsor.
• You are responsible for making backup copies of your documents and personal software.
• The use of electronic mail is to be treated as the use of postal services. Email messages are to be opened and read by the user to whom they are addressed. Do not attempt to read, delete or otherwise tamper with email addressed to another user. Do not attempt to distort or forge the “address” information of email messages. Do not send harassing or offensive email.
• You may not attempt to gain control of any files or computers without the prior consent of the “owner” of those files. The system administrator does not give consent for users to attempt to gain control of any network servers, routers, or switches. The system administrator does not give consent for users to “look around” the file systems on any server.

If you are a project director for a group of computing users, a supervisor whose staff use computers, or a faculty member whose students use computers, you must help your project members, staff or students learn more about ethical computing practices and promote good computing practices and data management.

As an aid to a better understanding of responsible computing practices, all departments that own or lease computing equipment are encouraged to develop “Conditions Of Use” documentation for all systems that they operate and to make these “Conditions Of Use” documents available to users. These documents should be consistent with the policies and procedures set forth by the Office of Information Technology (for example, the Policy Governing Computing and Network Resouces at Saint Joseph’s University ) and should be approved by the department’s administrative officer or other individual designated by that administrative officer.

The University is not responsible for loss of information from computing misuse, malfunction of computing hardware or software, external contamination of data or programs. The staff in Information Technology units such as Network Services and all other system administrators must make every effort to ensure the integrity of the University’s computer systems and the information stored thereon. However, users must be aware that no security or back-up system is 100 percent foolproof.

Penalties for Misuse of Computing and Information Resource Privileges

Abuse of computing resources is subject to disciplinary action. If the Office of Information Technology has a sufficiency of evidence to indicate that intentional or malicious misuse of computing resources has occurred, and if that evidence points to the computing activities or the computer files of an individual, any or all of the following steps will be pursued to protect the user community:

• Notify the user’s project director, instructor, academic advisor, or administrative officer of the investigation.
• Refer the matter for processing through the University’s judicial system.
• Suspend or restrict the user’s computing privileges during the investigation, including inspecting that user’s files, diskettes, and/or tapes. Disciplinary action may include the loss of computing privileges and other disciplinary sanctions up to and including non-reappointment, discharge, dismissal, and legal action. In some cases, an abuser of the University’s computing resources may also be liable for civil or criminal prosecution under Title 18 PA C.S. @5742 (1990), or other appropriate legislation.

It should be understood that nothing in this policy precludes enforcement under the laws and regulations of the Commonwealth of Pennsylvania, any municipality or county therein, and/or the United States of America.

All computer users are urged to become familiar with the University Policy of Academic Honesty as it pertains to the use and abuse of University computer resources, as well as the Policy Governing the Computing and Network Resources at Saint Joseph’s University. Any observed violations of these policies must be reported to the appropriate administrative officers and to the Office of Information Technology.

Use of Unlicensed Software

All software installed on the University’s computer systems must be properly licensed, either by the University, or by the individual user. The University will monitor its computer systems to ensure that unlicensed software is not installed on its computers. Individuals who install software on their office computers must keep records to show that this software is properly licensed, and they must inform Information Technology that the software has been installed.

Compliance with Copyright Laws for Text, Audio and Video

Nearly all written, audio and video material is protected by copyright laws, regardless of whether it is in a hard copy, in an electronic copy, or on the Internet. The exceptions to this rule are so few that users of SJU technology should assume that all written audio and video materials in hard copy or available through the Internet are protected by copyright laws, including The Digital Millennium Copyright Act of 1998, unless there is clear information to the contrary. Simply stated, the copyright laws allow a user to read the copyrighted material. The copyright laws do not allow a user to modify a copyrighted work, make copies of it (beyond those allowed by fair use), distribute copies of a work through the Internet, or broadcast a copy of a work (such as in the case of video) on any channel or network. As with materials from a library or other sources, the user is responsible for using materials obtained off the Internet in compliance with the copyright laws.

Compliance with Copyright Laws for Software

Nearly all computer software is protected by the copyright laws. The exceptions to this rule are so few that users of SJU technology should assume that all software on a SJU computer system, on third party systems, or available through the Internet is protected by copyright, unless there is clear information to the contrary. Simply stated, the copyright laws allow a user of software to use the software, load it onto the hard drive of a computer, and retain the original disk as an archive copy. The copyright laws do not allow a user to modify the software, make more copies of it, store copies on both a home and a campus computer, or distribute the software through the Internet, unless the license agreement permits those activities. Unless a user of SJU computer systems knows that any of those activities is permitted by the applicable license agreement, users of SJU computer systems shall not copy any software, modify any software, load copies of it onto a network or on multiple hard drives, or distribute the software in any way, including through the Internet.

Saint Joseph’s University is proud to offer our students a fully functional Technology Service Center (TSC) where they can bring their laptops for diagnoses and repair.

The TSC also offers students information on everything from running virus scans to connecting your video game consoles to our network. The TSC is located in the Science Center, Room 129.

Summer 2015 availability below:

Information on connecting your laptop to the SJU wireless network.

Technology Service Center Policy Statements

We the Technology Service Center, in order to provide a more professional environment, augment customer satisfaction and abide by applicable software laws, do ordain and establish this listing of policy statements.

1. The Technology Service Center provides computer technical support for all currently enrolled Saint Joseph’s University students.
2. Copying, viewing, or otherwise commandeering of documents, pictures and all other non-essential files from a user’s computer is strictly prohibited.
3. Unless ownership is proven, we will not attempt to or break a password on a computer.
4. The Technology Service Center will not format or re-image any laptop program computer without confirmation from the owner.
5. The Technology Service Center is not responsible for data lost during service it performs on your computer. Please back up your data before sending your PC/Mac to be serviced by the Technology Service Center. The Technology Service Center will provide advice on backup strategies and will publish recommendations for backing up your computer.
6. The Technology Service Center will not install any unauthorized or unlicensed software. Any software install requests must be provided with CD’s, license codes and documentation.
7. All drop-off computers will have a minimum one (1) day wait. We will notify the student when the computer is ready. In the event a computer is not ready after a day or it needs to be sent out for repair, the TSC will update the user on the status of the computer.
8. The uses of the University network and/or any file sharing software (i.e. Limewire, eDonkey, Kazaa, iMesh, Gnotella, etc.) to share, transmit, or receive copyrighted materials is illegal and strictly prohibited. Failure to comply may result in loss of your network account, network access privileges and/or further disciplinary action. More information on our Usage Policy is located at http://www.sju.edu/int/resources/it/policies/usage.html
9. The Technology Service Center will not distribute The Nest or any other network related password via telephone or in person. Users are to reset their password through nest.sju.edu. 
10. The Technology Service Center will not provide network support for non-residential students. (i.e. students residing in Lancaster Court, Drexel Apartments, Presidential Apartments, etc.)
11. The Technology Service Center will not provide on site support for Saint Joseph’s University students. Students must bring their computer (Laptops or Desktops) to the Technology Service Center (Science Center 129) for service. We will provide on site support for network and phone jack problems.
12. The Technology Service Center will not provide any technical support for wireless routers. Wireless routers are strictly prohibited in all network supported dorms.
13. Only Technology Service Center employees are allowed in the Technology Service Center work area.