Introduction
Berea College is dedicated to a mission of learning, labor and service. In support of this mission, the College provides access to information resources, including computer equipment, computer networks, applications and telecommunications to its students, faculty and staff and others (collectively, the “College Community”).
The Berea College Computer and Network Policy (the “Policy”) contains the College’s policy and guidelines governing use of its Information Technology Resources by all members of the College Community. “Information Technology Resources” means, without limitation, all computers, printers, scanners, networks, internet portals, data, telecommunications equipment and lines, together with all other hardware and software owned or utilized by the College, including contracted vendor resources Information Technology Resources also includes any privately owned hardware or software which is connected to any of the College’s computers, hardware, networks or telecommunications equipment. In addition, “College Issued Devices” means any electronic device that has been provided by the College to the User. Each member of the College Community is required to use these resources responsibly and in compliance with this Policy and all other applicable College policies, state and federal laws pertaining to the College’s Information Technology Resources.
The use of Berea College’s Information Technology Resources is a privilege. If a member of the College Community fails to comply with this Policy, other applicable College policies or relevant laws that member’s access to College Information Technology Resources may be revoked, along with the possible imposition of other appropriate disciplinary measures.
By adopting this Policy, Berea College recognizes that all members of the College Community are bound not only by the Policy but also by state and federal laws including those relating to electronic media, copyrights, privacy and security. Other College policies that relate to this Policy include the Berea College Student Handbook, the Berea College Faculty Manual, and the Berea College Employee Handbook. Each member of the College Community is expected to be familiar with the relevant policies. All questions of interpretation of this Policy should be addressed to the Chief Information Officer.
Objectives
This policy is intended to:
- Protect the confidentiality, accessibility, and integrity of the College’s Information Technology Resources for all members of the College Community.
- Promote an equitable sharing of resources among all authorized users.
- Protect each individual’s privacy and freedom of expression.
At the same time, the College wishes to:
- Encourage exploration and learning.
- Help people learn how to become more self-sufficient in using computers and computer networks.
- Provide information technology resources to support the educational, labor and service missions of the College.
Acceptable Use
A. Any member of the College Community with a valid Berea College I.D. Card (a “User”) may use any of the computers in the student public access areas, except when these areas have been reserved. Users may also apply for and receive a network mail account. Temporary access to Information Technology Resources may also be extended on a limited basis to campus visitors. The College reserves the right, in its sole and absolute discretion, to refuse access to its Information Technology Resources to any person who is not a member of the College Community.
B. All Users are responsible for helping to maintain a sound computing environment. Acts which serve to degrade the availability, confidentiality and/or integrity of Information Technology Resources, whether deliberate or otherwise, are prohibited. Berea College has the right to monitor, limit, or restrict specific technologies that disrupt or degrade Information Technology Resources.
C. Information Technology Resources are made available primarily for academic and administrative activities. Therefore, these activities shall take place on or within the Information Technology Resources. Unauthorized use of Information Technology Resources for commercial purposes is prohibited.
D. Administrative or academic use of Information Technology Resources takes precedence over non-academic use. In addition, Users assume all risks associated with personal data stored by Users on the College's Information Technology Resources.
E. Users may not attempt to circumvent system security or information protection mechanisms of the College’s Information Technology Resources. Any College Issued Device must retain, in full functionality, any College approved security control.
F. Individuals must report any reasonable suspicion of computer security problems to the IT Help Desk or the Information Security Officer.
G. Software applications licensed by Berea College may not be copied except according to the applicable license agreement. Illegal copying of licensed software is prohibited.
H. State and federal laws regarding the content or use of the mail, email, or other forms of electronic communications apply to all Berea College Users. Any use of the Information Technology Resources in violation of applicable law is prohibited.
J. Berea College reserves the right to terminate, limit or restrict any User’s access to or use of Information Technology Resources.
K. The President or another duly authorized officer of the College may, without notice, terminate, limit or restrict User access for good cause. The Chief Information Officer may authorize immediate removal or quarantine of any data, file or system resource that may undermine the functionality, confidentiality, or integrity of the College’s Information Technology Resources.
L. College business activities shall take place within the College’s Information Technology Resources. The storage or transmission of college data outside of the College's Information Technology Resources is prohibited. The approved solutions to support the College’s business activities can be found at [Link available May 1, 2025].
M. New software requests must be approved for use by the College in accordance with established IT procedures. [https://www.berea.edu/information-technology/software-acquisitionchecklists]
Electronic Communications
A. When creating electronic messages, Users should be conscious that electronic information is easily duplicated and may be shared widely.
B. Initiating or continuing electronic chain letters is prohibited. A chain letter is “a letter instructing the recipient to send out multiple copies so that its circulation increases in a geometrical progression as long as the instructions are followed.” (American Heritage Dictionary, 1995).
C. Spamming is prohibited. Spamming is defined as the act or acts of flooding mailboxes, bulletin boards and multiple mail lists with unsolicited messages.
D. There is one official Berea College web site (http://www.berea.edu) containing information about Berea College with links to departments and organizations’ resources. Allocations of space for Internet resources (web sites, FTP servers, etc.) may be obtained by application to the Chief Information Officer.
E. Technical resources placed on or connected to the College’s Information Technology Resources are subject to all other College policies, standards and procedures. Copyrighted materials may not be displayed on the network or Internet resources without written permission from the copyright holders.
F. The automatic forwarding of College email communications to external parties is prohibited.
Network Usage
A. By logging in to the College’s Information Technology Resources, a User consents to this policy and all other IT policies and procedures.
B. Only IT personnel or those authorized by the Chief Information Officer may be given physical access to College Information Technology Resources.
C. User’s may not alter or modify the existing College Information Technology Resources without advance written permission from IT. This includes but is not limited to;
e) Unauthorized network hubs, switches or wireless routers may not be added to College Information Technology Resources.
f) Personal computers may not be configured to serve as routers or gateways to Information Technology Resources.
g) Network names of Information Technology Resources may not be changed.
h) Network wires may not be cut, spliced or moved from their installed location and any new installation must meet IT specifications.
D. Individual departments may operate a server connected to the College’s Information Technology Resources only with advance written permission from IT. Application for such permission is done by completing a server request form. The server request form needs to include the need, use, and information content of the server and needs to identify a Berea College faculty or staff member who will be ultimately responsible for the use, maintenance and content of the server.
User Privacy
Authorized Users have a reasonable expectation of privacy in all their authorized use of the College’s Information Technology Resources where applicable. Unauthorized members of the College Community are not entitled to privacy within the framework of the College’s Information Technology Resources. Each User identity, log-in name, account name, or any other User ID and associated password belongs to an individual, office or department. No one should use a User’s identity, log-in name, any user ID, or account name and password without explicit permission from the owner thereof. No one should use aliases, nicknames, pointers, or other electronic means to attempt to impersonate, redirect or confuse those who use the network or capture information intended for others without the explicit permission of the intended recipient. Each authorized user should accept responsibility for the appropriate use and dissemination of user identity, log-in name, user ID, and account name and password. Users should also be aware that User accounts, files and information may be disclosed to parties outside the College upon subpoena or order of a court of competent jurisdiction. Any violation of this Policy may also suspend the right of privacy. In such instances, an Officer of the College or the Chief Information Officer may, without notice, authorize Information Technology personnel to access or disable such User accounts or files.
*As adopted by the College and General Faculties, April 26, 2001
Revised December 3, 2004 to reflect changes to Information Systems and Services job titles and department structure. As revised by the Administrative Committee, June 15, 2011.
Revised July 1, 2019 to reflect Provost and Dean of Faculty title changes.
Revised July 22, 2024 to reflect the name change from Information Systems and Services to Information Technology.
Revised August 18, 2025 to reflect changes made in the Computer and Network Policy Proposal (see Attachment 54).