Running head: Computer Use and Copyright Policies

Computer Use and Copyright Policies Stephanie Hicklin EDET 746 September 23, 2012

Computer Use and Copyright Policies

Creating specific policies related to computer use and copyright is imperative for business, government, and academic institutions to protect itself and its users. According to Thomas J. Scott and Richard B. Voss, there are 7 Ps of computer policies. These include the following: participation, partitioning, philosophy, privacy, persnickety, phog phactor, and publication. Their research focused on the policies of institutions of higher learning and addressed the usage of students as well as faculty and staff. Another publication, Considerations for an effective telecommunications -use policy, by Whitman, Townsend, and Aalberts, based their findings and recommendations from the policies of 90 government, private, and academic institutions. I used the recommendations and guidelines presented in these two research articles as I evaluated the computer use policies of two institutions of higher learning, University of Nevada-Lincoln and Caldwell Community College and Technical Institute. Evaluation Caldwell Community College and Technical Institute The first item mentioned in the policy is the purpose of the policy and who it affects. There should be no questions as to who the policy applies to. In this case, it is anyone who uses the computer systems and resources at the institution. The next statements address how the resources can be used. I like that they use the phrase include, but are not limited to. According to Scott and Voss, institutions need to be careful when listing out specific infractions because users may think that the omission of an infraction means that it is permissible. Both articles mention the importance of pointing out that all users have the responsibility of using their equipment responsibly and reporting any suspected misuse of the equipment or resources. This policy points out very early on that this is a responsibility of all school employees. Users need to be aware of how their usage is monitored. Caldwell has listed 4 specific instances when their systems can be accessed by school staff for review. Whitman suggests that as long as users know this policy before agreeing to use the system, they can be held accountable for their actions. This particular school routes most decisionmaking and policy making through their Director of Information Systems. It appears that this director is very involved in the day-to-day usage of the schools faculty, staff, and students. It is not apparent who was included in creating this policy.

Computer Use and Copyright Policies

Scott and Voss recommend including a variety of users when developing policies to help ensure that all users are represented. They also recommend that for institutes of higher learning, a reading level of no higher than college freshman should be used. The Flesch-Kincaid Grade Level score indicated that the policy level is 20.7. The best I could determine that this score should be much lower (12-13) to accommodate college freshman. Both articles indicate that if the policys readability level is too high, users may not understand it and even worse, may not read it. University of Nevada-Lincoln This schools policies were a bit longer than the first school, but were well organized and partitioned well. Partitioning is the second P listed in Scott and Vosss 7 Ps article. UN-L does a great job of dividing the outline of their policies and linking to specific sections. Just as Caldwell, UN-L also begins their policies with stating the purpose. They list who is affected and then begin listing specific instances of misuse. They do not mention anywhere that this is a not an exhaustive list. Based on the recommendations of Voss and Scott, they should insert this statement so a user would not think that an action not specifically stated would be considered okay. Both institutions cover personal use. There are 4 positions that institutions can take when it comes to personal use: 1) business only, 2) emergency personal use, 3) occasional personal use, and 4) unrestricted personal use (Whitman 1999). UN-L takes a much more liberal approach than Caldwell. Personal use is acceptable at UN-L as long as it does not interfere with job duties. They even recognize that sometimes personal use can save time. I could see how paying a bill online at work might save an employee from taking their entire lunch break or taking leave time to drive to pay it in person. I found UN-Ls policies to be written in a much more easy to read format and wording. The reading level of this policy is 16.7. This still does not meet the recommendation of college freshman, but is better than 20.7. Both institutions mention that every user must sign-off that they have read and understand their policies prior to being able to use the systems. They also post them in conspicuous places near computer stations and/or work/mail rooms. My personal experience with these policies is that I typically check the box and click ok as fast as I can. I think most people do the same thing, especially if they know they are not doing anything out of the ordinary. I think it would be a good idea for institutions to require users to watch a video that explained these policies before they were allowed to logon. A short quiz could also be helpful. We have to do

Computer Use and Copyright Policies

this type of HIPPA training as new employees at the School of Medicine. I do think it is more effective than expecting users to read the information. Neither policy site or article mentioned anything specific regarding policies related to those who have disabilities or special needs. Copyright Policies Winthrop University and University of Michigan Winthrops copyright policies basically cited legislation related to copyright. They defined what copyright and intellectual property is. The University of Michigans copyright website is much more detailed. They offer an interactive experience for their users. Users can find examples, resources, and how to access permissions. Among all the resources, the policies are weaved in throughout the site. This is a place where someone doing research or writing a paper could go and have all their copyright questions answered. Winthrops site just states the policies. I know Winthrop offers the same types of resources on referencing, but they are housed in a different part of their website. I think I prefer Winthrops approach, but would suggest they add a link to where users could find more resources. Justification Because TECS falls within two larger institutions, The University of South Carolina and the USC School of Medicine, there are many existing policies related to computer use and copyright. I decided to think of specific policies that a user would need to be more familiar with for everyday usage. I do mention that with more specific questions, the Universitys policies should be researched and adhered to. Appendix A: TECS computer use policy and Appendix B: TECS copyright policy are attached to this document. The computer use policy for TECS begins with the stating of the purpose and appropriate usage. I tried to touch on most topics but stated that these lists were not exhaustive and could be more defined at the discretion of administration. Both journal articles express the importance of beginning with the purpose and who are expected to follow the policies. From time to time, TECS staff deals with protected health information of families and children birth to three years old. Therefore, it is very important for staff to protect that

Computer Use and Copyright Policies

information by using good privacy practices, like putting computers in sleep mode, locking offices, and turning monitors away from the flow of office traffic. These policies are for the most part common sense. Based on the degree of the violation, warning may be given, but employers may go as far as criminal prosecution for violation of these policies.

References (1999). Considerations for an Effective Telecommunications-Use Policy. Communications of the ACM, 42(6), 101-108. Employee Computer Use Policies and Procedures. (n.d.). Caldwell Community College and Technical Institute. Retrieved September 23, 2012, from www.cccti.edu/ComputerServices/files/EmpCompUsagePolicy.pdf Overview - Copyright Basics - Research & Technology Guides at University of Michigan Library. (n.d.). Research & Technology Guides at University of Michigan Library. Retrieved September 23, 2012, from http://guides.lib.umich.edu/content.php?pid=289569&sid=2380189 Scott, T., & Voss, R. (1994). Ethics in the computer age: conference proceedings. New York: Association for Computing Machinery. UNL | Computer Use Policies. (n.d.). University of NebraskaLincoln. Retrieved September 23, 2012, from http://www.unl.edu/ucomm/compuse/ Winthrop University Copyright Policy. (n.d.). Winthrop University. Retrieved September 23, 2012, from www2.winthrop.edu/copyright/policy.htm

Computer Use and Copyright Policies

Appendix A: Team for Early Childhood Solutions Computer Use Policy Our policies should be created using a designated team that consists of administrative personnel, clerical staff, and IT staff. This is important in case policies need to be reviewed or are questioned. Judgments or changes are made by one person. For easy access to specific sections, this policy will be partitioned into categories. This makes it easier for users to access the information and easier to review and edit the policy as needed. Purpose: The purpose of these guidelines is to define the policies and procedure related to usage of computer and electronic resources at the Team for Early Childhood Solutions (TECS). General: TECS will provide computer systems (laptop computers) for its employees for the purposes of research, electronic communication, report preparation, data entry and retrieval, and other functions necessary to meet the needs of the program. Access and Usage: Staff must complete required documentation of policy training before receiving access to their computer system or the network. Users may use the system for occasional personal use during work hours as long as it does not interfere with normal job duties. Protection of Privacy: TECS cannot guarantee that information stored on computers or transmitted electronically is kept private. Users should take precautions to not store, send, or receive personal or private information. There are four reasons the IT department can review the files on the system:
1) 2) 3) 4) Investigations have revealed misuse or misconduct Protection of students or employees is necessary Prevention of interference of the mission of the program Illegal activity has taken place

Prohibited Usage of equipment: Users must not share their usernames and passwords with others. Passwords should not be posted in plain view. Systems should not be left open and unattended for long periods of time. Offices should not be left unlocked for long periods of time. Users should position their monitors so that sensitive information is not easily viewed by passersby. Users are responsible for immediately reported their own misuse (intention or unintentional) or suspected misuse of others. Offensive or harassing materials should not be viewed or transmitted in with the system. This list is not exhaustive. Users should direct all questions regarding appropriate use of computers to their supervisors. Users should consult the Computer Use Policy of the University of South Carolina for more specific guidelines.

Computer Use and Copyright Policies

Violations of Policy: Specific violations can result in verbal or written warnings, suspension of computer use, termination of job, and/or criminal prosecution. Copyright, licensed, or other intellectual property: See specific policy, appendix B This policy will be included in the employee handbook. It will be reviewed in a job orientation video. Users must sign a statement that they have watched the video, reviewed the policies, and agree to adhere to the policies before they are issued a login and password for the system.

Computer Use and Copyright Policies

Appendix B: Team for Early Childhood Solutions Copyright Policy Team for Early Childhood Solutions is a program with the University of South Carolina. The program follows the provisions of several pieces of legislation. TECS staff must follow the guidelines outlined in The Copyright Act, 17 U.S.C. 101 (effective date: 1978), Digital Millennium Copyright Act, the Technology, Education, and Copyright Harmonization Act (TEACH). Users are responsible for not infringing on copyrights. If in doubt, a user should seek assistance with copyright policies from library staff.