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IT Policies

Information Technology Resource Policy

If after reading this policy you still have questions about copyright and acceptable use at Randolph College, please e-mail

Acceptable Use of the Randolph College Network

  • Use of accounts for instructional, research, or college related activities takes priority over users playing games, participating in online chats/activities or sending/receiving personal e-mail. Information Technology, or a representative thereof, reserves the right to ask a user utilizing system resources for non-academic purposes to logoff of the system to allow another user to use the system for academic purposes.
  • Use of computing resources for commercial purposes is prohibited, even if there is no financial gain involved. This includes, but is not limited to, use of e-mail and web publishing.
  • Using the system in a way that deliberately diminishes or interferes with the use of the system by others is not allowed. This includes downloading large music and video files for recreational use. Using personally- or College-owned computers as file-serving/sharing systems is prohibited. Use of peer-to-peer file sharing applications such as: Napster, Aimster, Gnutella or Kazaa as a tool to download copyrighted music, videos and applications is a violation of Federal Copyright Law and the student honor code. Allowing other computers to gain access to files on your machine via the network is not allowed.
  • No user may permit another to use his or her computer account.
  • Wireless Access Points, other than what is provided by the College, are not allowed.
  • Do not intentionally seek information on, obtain copies of, or modify files, passwords, or any type of data or programs belonging to another user unless specifically authorized to do so by the account owner for a specific purpose.
  • Printing is limited to academic or work related documents.
  • Randolph College will not tolerate use of college facilities for indecent communications of any kind, including transmission of any obscene material. The word “obscene” where it appears in this policy shall mean that which, considered as a whole, has as its dominant theme or purpose an appeal to the prurient interest in sex, that is, a shameful or morbid interest in nudity, sexual conduct, sexual excitement, excretory functions or products thereof or sadomasochistic abuse, and which goes substantially beyond customary limits of candor in description or representation of such matters and which, taken as a whole, does not have serious literary, artistic, political or scientific value. Due to the nature of Randolph College's privately owned network and equipment, prohibition of these materials is not subject to governmental free speech laws.
  • Do not develop or execute programs that could harass other users or otherwise damage or alter software configurations.
  • Intentional distribution of computer viruses is prohibited. Any computer connected to the Randolph College network must have virus protection software. Randolph College provides automatically updated antivirus software to those PC users who connect to its network. However, it is the responsibility of the user to verify that the antivirus updates are current so that the computer is protected from the most recent viruses.
  • Follow established procedures as posted in the computer labs.
  • Sending e-mail chain letters to other users on or off campus will not be tolerated.
  • E-mail and newsgroup spamming is prohibited. “Spamming” is defined as sending unsolicited messages to multiple recipients. This does not include e-mail sent from authorized faculty and staff members to specific audiences.
  • Access to information on any network server or other network resource is restricted to that which users have been previously authorized. Attempting to access unauthorized data or resources is a violation of this policy.
  • Using Randolph resources to commit libel or slander is prohibited. Libel is defined as the dissemination of a false statement of fact or the act of defaming, or exposing to public hatred, contempt, or ridicule, by a writing, picture, sign, etc. Slander is defined as words falsely spoken that damage the reputation of another; the act of defaming or charging falsely or with malicious intent; or attacking the good name and reputation of someone.


Violations of this policy by staff or faculty will be referred to the Office of Human Resources or Dean of the College, respectively, for appropriate action and/or resolution.

Violations of this policy by students or other non-College personnel will be referred to the Information Technology Department for appropriate action and/or resolution.

Consequence of violating this policy may include suspension of a user’s network privileges, including e-mail. A second offense may result in computing privileges being permanently suspended.

A student who has had his/her network privileges suspended has the right to request a hearing before an appeals panel. This panel’s members include the Dean of Students, Dean of the College and the Director of Information Technology. This appeals panel has the final authority on computing privilege suspensions. If a student wishes to appeal a computer related privilege suspension, he/she should contact the Dean of Students.

Any use of the College’s computer resources by a student that constitutes cheating or plagiarism will be referred to the Judiciary Committee in accordance with the procedures published in the Honor System section of the Student Handbook.

Sexual Harassment

Use of the computing resources for the display or transmittal (for example, messages sent through e-mail) of sexually explicit or abusive language, pictures or video that could be considered offensive may also be handled under the College’s sexual harassment policy. A copy of this policy is available from the Dean of Students or the Office of Human Resources.

Electronic Privacy

The Information Technology department will make every effort to safeguard the privacy of e-mail and data files stored on servers. Users are, however, reminded of the following:

  • It may be possible, however unlikely, for individuals to obtain unauthorized access to users’ e-mail or personal files.
  • The College may be ordered by a court of law to surrender communications that have been transmitted via e-mail. If a user is under investigation for misuse of e-mail, his/her account may be suspended, and his/her e-mail read as it applies to the offense.
  • A user’s e-mail may be purged after an appropriate period as determined by the Randolph College-mail postmaster whether or not the messages have been read.
  • Files stored on Randolph's network equipment are subject to evaluation and may be moved or purged depending upon file size and age.
  • Users are reminded that changing their passwords on a regular basis is mandatory and will help maintain privacy.
  • Upon terminating employment with the College, a user's account will be deleted at the end of that business day. If a user is on leave, the account will be inactivated for that period of time. Supervisors should work directly with IT on contract employees. Any special request should go through the Office of Human Resources for approval.