TITLE: Technology and Data Ethics and Use (IT-3)

POLICY:

All Graceland employees and students will use access to Graceland’s technological resources and data in a manner that respects human dignity, abides by all federal, state, and local laws, protects user privacy, and upholds Graceland’s mission. All technology provided by Graceland is covered by this policy. Without limitation, examples of technology include computers, networks, internet services, telephones, voicemail, photocopiers, and all associated hardware, software and data.

Technology Ethics

Graceland expects that the technology will not be used for purposes which are illegal, immoral, in violation of 501(c) (3) governance (under which Graceland receives its tax-exempt status), or inconsistent with Graceland’s mission.

Technology Use

All devices, data and systems are property of Graceland, and all use must be in accordance with policies, standards, and guidelines.

Graceland reserves the right to routinely monitor technology resources. Academic and professional work pertaining to Graceland’s mission take precedence over the use of resources for entertainment.

Inappropriate uses of technology include, but are not limited to, those specifically prohibited by local, state or federal law.

Data Ethics And Use

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of students by restricting access to records that contain personally identifiable information. FERPA does not permit the disclosure of personally identifiable information from education records without consent.

All organizational data is owned by Graceland and, as such, all users are responsible for appropriately respecting and protecting all data assets. Graceland must maintain the security and confidentiality of protected data stored in its administrative, academic, and athletic systems.

Personnel granted access to these systems must adhere to all security and confidentiality guidelines defined in the Informational Security Plan.

RATIONALE:

This policy ensures that Graceland’s systems and tools including, but not limited to, computers, software, data, communication, network, and cloud-based tools, etc. provided to employees and contractors are used responsibly, ethically, and in compliance with all legislation, other Graceland policies, and contracts. This policy does not attempt to anticipate every situation that may arise and does not relieve anyone accessing any system of their obligation to exercise good judgment.

COMPLIANCE:

• All employees are to comply with and enforce this policy, any questions and concerns should be directed to Information Technology Services (ITS).
• Any breach of this policy may result in disciplinary action, up to and including, termination of employment, expulsion from Graceland, and/or criminal prosecution.

Technology Ethics and Use

In accepting employment with Graceland and being provided access to Graceland’s technological resources, personnel agree to the following conditions including, but not limited to:

• All devices and systems are property of Graceland, and all use must be in accordance with policies, standards, and guidelines.
• ITS assets, such as laptops and mobile devices, must be used only by the people to whom they have been issued. The person to whom the device was issued is ultimately responsible for any actions performed with the device.

• Personal use of ITS computers, bandwidth and other assets is acceptable if it does not
• Have a negative impact on overall employee productivity.
• Cause additional expense to Graceland or compromise Graceland in any way.
• Disrupt network performance or contradict any other Graceland policies in any way.

• In addition, personal use of ITS assets should never be used for individual monetary gain.

Data Ethics and Use
In accepting employment with Graceland and being provided access to Graceland's administrative data, personnel agree to the following conditions including, but not limited to the following:

•  Being aware of and complying with all steps outlined in Graceland’s Information Security Plan.
•  Using access to institutional data only for legitimate, Graceland business-related needs according to their job functions.
• Access to data should never be used for personal gain or used in such a way that it can be perceived as a conflict of interest.

Technology and Data Ethics and Use (IT-3)