and Confidentiality of Computer Files
owners are required to keep their account passwords secret. Account
owners are responsible for the content of their accounts and
for all processes or activities carried out from within their
accounts unless they can show that someone else has gained access
to the account without their knowledge.
users are expected to be familiar with Information Technology Services' Acceptable
Use Policies and to follow them.
These policies may be seen on the Web at: http://www.earlham.edu/ecs/html/policies/ecs-aup.html
of these Guidelines
guidelines apply to all systems under the administration of Information Technology Services (ITS). They do not apply to other systems
at Earlham College, Earlham School of Religion, and Bethany Theological
Seminary such as those administered by academic or administrative
departments or individual students, faculty, or staff. Such other
systems for example, systems administered by the Computer
Science Program follow different guidelines which usually
are less protective of user privacy. To find out more about a
non-ITS system, check with the system administrator responsible
for the system in question.
order to maintain good order and security, ITS system managers
may perform normal system maintenance activities on their own
initiative. Such system maintenance activities include, but are
not limited to, monitoring logins and logouts, monitoring and
enforcing disk and other resource quotas, backing up systems,
accessing (and acting upon) system accounting information, and
modifying, repairing, and updating system and application software.
one may search personal accounts or files (including e-mail messages)
without getting permission from the owner of the account containing
the files or without obtaining permission to search the account
from the Permissions Committee. (See "Permissions Committee" below)
Responsibility to Maintain Privacy and Confidentiality
Computer files or backups kept on ITS administered
equipment are to be treated as the private, confidential property
of the account owner. More specifically...
ITS system administrators, programmers, service personnel,
or others given access to Earlham owned equipment and systems
by ITS (e.g. outside service personnel) may access files on
Earlham equipment and systems only to the extent needed to
do their work. They must not randomly read or browse accounts
Furthermore, they are to keep all information they may see
in the course of carrying out their duties confidential, sharing
it with no one else other than those who would normally have
proper access to that information.
They must not tell anyone else what they may have viewed as
to content or category nor may they take action to benefit
themselves or others from any information gained through their
access to systems, files, or accounts administered by Information Technology Services.
No information gained inadvertently or otherwise by ITS staff
through their access to Earlham systems may be used as the
basis for an application for permission to search an account
further, or as the basis for college judicial or disciplinary
action against any person.
However, if an ITS staff member should inadvertently gain information
about the commission of a state or federal crime, they may
take their concerns to the Permissions Committee described
in II (below) and seek guidance about reporting the crime or
violation to the appropriate authorities.
All those who work for ITS–both paid professional and
student staff–must observe the above guidelines. Those
who do not, risk the most severe sanctions including dismissal
from employment. Due process will be followed in applying sanctions.
Computer files may be searched or viewed and the information
acted upon only if the owner of the account has given permission
or if permission to search has been granted by the Permissions
Committee (See "Permissions Committee" below).
Requests to the Committee will normally be requests to make
searches when the owner has not given permission or when
the search is to be an unannounced search.
to search may be granted upon a showing that it is probable
that the account has been used:
in the course of breaking state or federal laws
the course of violating the Community Principles and Practices
in causing damage to ITS administered software or hardware
systems or to connected systems or to interfere with their
proper or efficient operation.
in violation of ITS rules and guidelines.
It must also be shown that searching the account is likely
to provide information relevant to the investigation of such
violations, damage or interference.
All requests for information from Earlham College computing
systems by law enforcement officials should be referred to
the director of computing who will forward the request to the
Associate Academic Dean. No request will be considered unless
it is presented in writing and includes justification for overriding
the Family Educational Records Protection Act (FERPA) and/or
the Electronic Communications Privacy Act (ECPA) and other
federal and state privacy law. Within legal requirements no
computer information will be shared with anyone but the owner
of the information without their permission or by decision
of the the Permissions Committee. Subpoenas will be honored.
No wholesale searches of all accounts nor of categories, classes,
or groups of accounts may be carried out. Searches must have
a clear target and be carried out for specific reasons approved
by the Permissions Committee
searches shall be conducted solely by ITS staff. Searches shall
be conducted by ITS staff working together with appropriate
investigating bodies or persons.
Permission to search computer accounts without the consent
of the owner may be granted by a Search Permissions Committee.
This committee consists of
member of the Faculty Affairs Committee
member of the Committee on Campus Life
member of Employee Council
Associate Academic Dean
Where committees provide a single member to serve on the Search
Permissions Committee, they will be asked to determine the
name(s) of all members of their committee eligible to serve
on the Permissions Committee during a particular year. These
names should be given to the Associate Academic Dean at the
beginning of each school year. The Associate Academic Dean
will then call the Search Permissions Committee into session
as necessary, seeking to assemble a committee which is composed
as described in II. 1. above.
In the case of an urgent request, when a full committee can
not be formed, a majority of the committee (3 members) may
act for the whole.
Management and Administrative Sanctions
System managers may temporarily prevent or limit an individual's
access to Earlham's computing systems for up to five days in
instances where they believe that access to the system has been
used to aid in
local, state, or federal laws,
in actions which violate the Community Principles and Practices,
or in the case of faculty and staff, violate College regulations
which apply to them.
or damaging Earlham computing systems or connected systems,
violating ITS rules and guidelines. ITS rules and guidelines
may be found here (add link).
In such cases, the system manager may back up relevant accounts,
files, or data, but may not access or view the information in
files or accounts unless granted permission to do so by the owner(s)
of the account(s) affected or by the Permissions Committee.
Sanctions described in IV. 2. above, taken by the system managers
to deny access by students to Earlham computing facilities, may
be appealed to the College Judiciary Council and affirmed, denied,
or modified if, in the judgment of CJC, doing so is appropriate.
In the case of staff, such sanctions may be appealed to the assistant
vice-president for business operations; in the case of teaching
or administrative faculty, to the president of the college.
Privacy Statement for Web Visitors
policy of Earlham College is to respect the privacy of all Web
site visitors to the extent permitted by law. This online privacy
statement is intended to inform you of the ways in which this
Web site collects information, the uses to which that information
will be put, and the ways in which we will protect any information
you choose to provide us.
the course of ensuring network security and consistent service
for all users, the College employs software programs to do such
things as monitor network traffic, identify unauthorized access
or access to nonpublic information, detect computer viruses and
other software that might damage college computers or the network,
and monitor and tune the performance of the college network.
In the course of such monitoring, these programs may detect such
information as e-mail headers, addresses from network packets,
and other information. Information from these activities is used
only for the purpose of maintaining the security and performance
of the college's networks and computer systems.
Web sites routinely collect and store information from online
visitors to help manage those sites and improve service. This
information includes the pages visited on the site, the date
and time of the visit, the Internet address (URL or IP address)
of the referring site, the domain name and IP address from which
the access occurred, the version of browser used, the capabilities
of the browser, and search terms used on our search engines.
This site makes no attempt to identify individual visitors from
Browsing the site alone will not trigger the placement
to maintain identification during a session to which a user is logged
in such as Web mail service. Once the session is over the cookie
is deleted and no longer functions. Therefore the College neither
stores cookies on its computers nor forwards them to any external
parties. However some of contractual relationships involve organizations
...earlham.edu. Likewise whenever cookies are placed on machines
it is done only to maintain identity during a session. Once the
session is completed the cookies are disabled and no information
is collected by the cookie and used beyond that session.
Voluntarily Provided by You
the course of using this Web site, you may choose to provide
us with information to help us serve your needs. For example,
you may send us electronic mail (through a mailer or a Web form)
to request information, you may sign up for a mailing list, or
you may send us your address so we may send you an application
or other material. Any personally identifiable information you
send us will be used only for the purpose indicated. Requests
for information will be directed to the appropriate staff to
respond to the request, and may be recorded to help us update
our site to better respond to similar requests. We will not sell,
exchange or otherwise distribute your personally identifiable
information without your consent, except to the extent required
by law. We do not retain the information longer than necessary
for normal operations. Each Web page requesting information discloses
the purpose of that information. If you do not wish to have the
information used in that manner, you are not required to provide
it. Please contact the person listed on the specific page, or
listed below, with questions or concerns on the use of personally
Web pages provide links to other World Wide Web sites or resources.
We do not control these sites and resources, do not endorse them,
and are not responsible for their availability, content, or delivery
of services. In particular, external sites are not bound by the
or none at all. Often you can tell you are leaving a college
Web site by noting the URL of the destination site does not contain "earlham.edu."
you have questions about this site, its collection of information,
and its online privacy statement, contact the site administrator