ITS Policies and Guidelines
The ITS Department of Augustana College wishes to provide a high-quality computing environment for the Augustana community. For this to take place, certain ethical standards need to be observed by all members of the Augustana community. The guidelines listed below apply to all network users.
Augustana College students, faculty and staff will not use the college computing facilities for:
- any activity which is illegal under Federal or State law
- sending harassing email
- using the college property for commercial purposes
- any activity that violates the integrity of or interferes with the normal operation of the college computing system
- unauthorized use of another person's user identification and password
- unauthorized transfer of a file or files
- unauthorized entry into a file to use, read or change its contents
- monitoring or viewing network traffic
If it seems your network device is draining the network resources, an ITS employee will contact you regarding this problem. Our complete policy is available below.
ITS reserves the right to disable and remove any software or hardware that has a negative impact on the Augustana network or other services.
How can we help you?
Augustana College is very intentional in its effort to foster an environment that encourages innovative ideas as well as experimentation with proven techniques in the pursuit of improved teaching and learning. Technology plays an ever-increasing role in this effort. The office of Information Technology Services enjoys the responsibility of providing quality technical support services to the Augustana community.
Our services touch all members of the college community from potential students, faculty and staff to alumni, faculty emeritus and trustees. Our technical support extends from cable television hookup to wireless on-line course registration, covering most things in between. With such a wide spectrum of support responsibility, a common understanding of the type of support services are offered by ITS, in addition to priorities associated with those services, is critical to successfully responding to the campus initiatives. For more information, view our Service Portfolio.
System Upgrade Schedule (potential, scheduled outages)
System upgrades are done:
- The first Tuesday of the month: 4AM - 11AM (7 hrs)
- Remaining Tuesdays - 4AM - 8AM (4 hrs)
Other planned maintenance - with at least a 24hr advance notice.
Software, File Sharing, and Copyrighted Material
To: All Students, All Staff, All Faculty
Subject: Beware of sharing of audio and video material on Augustana College's network and the internet
As you may have read in the news, or seen reports elsewhere, the recording and textbook industry increasingly monitors the sharing of files on the internet. We write to remind you of the possible consequences of using your computer to acquire or share music recordings and videos.
Our simple advice is this:
Avoid accessing, downloading, or sharing music, video, or electronic textbook files over the internet unless you are have received explicit permission from the copyright holder to do so, or have paid an access or license fee to obtain the recordings. In most cases, the copyright holder is the original publisher, producer, or artist(s) of a song, album, textbook, or film. If you are looking for applications to use to obtain legal copies please use:
The unauthorized copying and sharing of copyrighted material, without permission, is illegal; indeed it is a federal crime. Unauthorized peer-to-peer file sharing may subject you to civil and criminal liabilities.
Because of the way file sharing software works, you are not anonymous on the internet. You may not even be aware that you are sharing files unless you are familiar with the setup of this software. Computers can be identified by internet addresses and file sharing can be detected by copyright holders.
When a computer at Augustana is so identified by an outside agency and a copyright violation reported to the College, action will be taken to block your computer connection to the internet. Though this action may appear harsh:
- This is for your protection to reduce continued exposure.
- The College is obligated to take action under federal law.
- We will promptly notify you via email and/or voice mail that a complaint has been received.
- Your connection will be restored once any inappropriate files or software are removed.
Some file sharing is perfectly legitimate. Some performing artists make their recordings available over the internet without restriction. New services exist to pay monthly or per-song fees to download music.
The possibility of legal action is real if you acquire and share copyrighted material from the internet without appropriate permission. Students at Princeton University, Michigan Tech., and Rensselaer Polytechnic Institute were sued $150,000 for each song they were sharing. Each student settled out of court with payments between $12,000 and $17,000. Viruses can spread by file sharing programs (Bit torrent, etc). Numerous Augustana students have received viruses through file sharing.
Please understand that while ITS does not actively police or monitor computers or networks in search of illicit or inappropriate activities, Augustana considers violations of acceptable use principles to be serious offenses. We hope that all members of our community will act in a proper and responsible manner. However, if illegal or inappropriate activities are brought to our attention, we are obligated to investigate and act, including disciplinary actions taken against the students and cooperating with legal authorities, if necessary.
The college will take necessary action to copy and examine any files or information allegedly related to unacceptable use on our systems and to protect our network from systems and events that threaten or degrade operations.
In the case of minor infractions, ITS will attempt to contact the offending party via email, telephone or in person to explain the problem and discuss its resolution. Blatant violations or repeated offenses will be referred to the appropriate college department for discipline.
In the case of major infractions, for example, those that impair others' ability to use networking and computing resources, ITS may restrict systems or network access as we deem necessary to mitigate such activities. Only thereafter will ITS make a reasonable effort to contact the involved parties.
If you have any questions about Internet file sharing or how to remove file sharing applications, please email the ITS Helpdesk: email@example.com.
Users are permitted to use college-acquired software for any activity that is within the mission of or support of the College. Augustana College has negotiated agreements that make certain software generally available. Software that is available through institutional site licenses is subject to copyright and license restrictions, and users are not allowed to make or distribute copies without authorization. Contact the Helpdesk (x7293) for further information.
Software installed by the user may be subject to software audit processes and users should be prepared to present proof of ownership or right to use documentation. In addition, due to the vast amount of software products available, ITS will do their best to support individually installed software; however support issues are the responsibility of the users. This includes upgrade releases of supported products.
Online distribution of copyrighted material without the written permission of the copyright holder is not allowed.
Augustana maintains a number of academic computing labs throughout campus. Some departmental labs and clusters of computers provide specialized software or hardware. Olin computer classrooms also function as computer labs when they are not reserved for use. Other labs generally cannot be reserved and are open for use during normal building hours.
Except for groups that have reserved space through the college, all computing facilities are prioritised for Augustana student, faculty, and staff use. Users may be asked to present their Augustana ID at any time. Visitors may request a guest login from ITS.
Equipment Loan Policy
- Checkout is limited to faculty, students, and staff of Augustana College.
- Equipment is prioritized for academic use. Equipment reserved for other uses may be preempted by an academic need.
- All cameras and camcorders are available for one day. · Exception - one camera is reserved for a three (3) hour maximum checkout.
- All laptops are available for up to 48 hours. One laptop is reserved for one-day maximum checkout ITS will consider longer checkout periods for academic use.
- All other equipment is available for up to 48 hours. Circumstances requiring extended use will be considered.
Faculty/Staff Extended Checkout
For special purposes, equipment may be checked out for longer than the standard time period. However, the equipment may be recalled with a 24-hour notice if another person needs the equipment.
Holidays and academic breaks
Equipment may be checked out over holidays and breaks provided that all equipment is returned as soon as the break is over.
Equipment must be returned in the same condition as it was when checked out. Any damage to the equipment, due to accident or neglect, is the responsibility of the person who checked out the equipment. Users must report any noticed damage immediately to ITS. Users may be billed for damaged or lost equipment. All users must sign an agreement of responsibility upon checkout.
Users must return the equipment at the agreed time. There is a $5 per day charge ($10 per day for laptops) for late returns. In addition, if an item is lost, the borrower will replace it at replacement cost.
Audiovisual Equipment on Campus
Audiovisual (AV) equipment includes but is not limited to: LCD projectors, camcorders, VCRs, CD players, cassette players, DVDs, document cameras, sound systems, slide projectors, overhead projectors, and TV displays, and accessories. For other equipment, double check with ITS before contacting an outside company for rental or purchase.
- For AV equipment support, all inquiries should be directed to ITS through the Helpdesk (7293) or via email (firstname.lastname@example.org)
- Requests for new AV equipment or repairs should be sent to ITS. Since we deal with AV equipment regularly around campus, we will be able to recommend the best option for your needs. Funding for new equipment or maintenance should come from your departmental budget. If departmental funding is not available, we will work together to explore other options.
- ITS has a limited budget for unexpected AV repairs and LCD projector replacement bulbs. Please notify the ITS Helpdesk of equipment needing repairs. We may be able to swap out the equipment while it is being repaired or replaced. If repair costs are excessive or unjustified, we may need to evaluate options for replacing the equipment using departmental funds or a combination of funding.
- Any unused or unneeded AV equipment should be returned to ITS so that it can be used elsewhere on campus. If ITS upgrades the equipment in a department (for example, a "smart classroom") any previous equipment should also be returned to ITS for use elsewhere on campus.
- ITS provides a number of AV items for checkout. Before purchasing an item, consider using the resources already provided by ITS if the item will only be used occasionally.
Computer Training and Classroom Instruction
Members of the ITS staff offer free training to students and staff. Each class takes place in the once each term.
Sample classes include:
- Intro to Access
- Intro to Microsoft PowerPoint
- PowerPoint Advanced
Email and Network Privacy
Augustana College does not monitor the contents of email, the contents of any user’s private directories, and Internet usage. With a user’s verbal or written permission, ITS staff may access email or files in a user’s private directories for diagnostic purposes. However, if asked by the appropriate authorities (for example: Dean’s Office, Security, or law enforcement), we reserve the right to do so.
The ITS Department is comprised of four groups; Networking, Hardware Support, the Development Group and Educational Technology. The Educational Technology group assists both students and faculty in various areas of instructional technologies.
The ITS Department of Augustana College employs a Student Computing Coordinator to assist students with computing questions/problems. This Coordinator is available during regular office hours, Monday through Friday, 8:00AM-4:30PM. Calls should first be directed to the Campus Helpdesk @ 794-7293 and then the calls will be forwarded to the appropriate personnel.
Staff and Faculty should call the Helpdesk @ 794-7293 for problems or questions related to their PC’s.
Helpdesk hours are Monday through Friday 8:00AM-4:30PM. ITS is not open on the weekends.
Confidential (highest, most sensitive)
Restricted (moderate level of sensitivity)
Directory Information (low level of sensitivity) *
|Data which is legally regulated; and data that would provide access to confidential or restricted information.||Data which is not public; and data protected by contractual obligations.||Data for which there is no expectation for privacy or confidentiality.|
|Protection of data is required by FERPA.||FERPA-defined as directory information and listed in our student handbook.|
Data Access and Control
|Legal, ethical, or other constraints prevent access without specific authorization. Data is accessible only to those individuals defined by the college as a "school official" and having a "legitimate educational interest" in accessing the data (FERPA.)||May be accessed by Augustana employees and some specific non-employees who have a business relationship with the college having a "legitimate educational interest" in accessing the data (FERPA.)||Minimal restrictions on access to data and data may be available upon request. Students can choose to opt out of having directory information available by completing a form in the Office of the Registrar.|
* Note: Just because the law states the college “may” provide this information does not mean an employee “must” provide it. In many cases, the college will choose not to share directory information to further protect the privacy of our students
* Note: Not all-inclusive
Confidential (highest, most sensitive)
Information resources with access to confidential or restricted data (username and password).
Personally Identifiable Information:
- Social Security Number (SSN)
- Driver’s license
- Passport number
- Financial account (checking, savings, brokerage, CD, etc .), credit card, or debit card numbers
- date of birth
- race, ethnicity and nationality
- gender, sex, sexual orientation
- student ID number
Protected Health Information (PHI)
- Health status
- Healthcare treatment
- Healthcare payment Personal/Employee Data
- Worker's compensation or disability claims
Student Data not included in directory information
- Loan or scholarship information
- Payment history
- Student tuition bills
- Student financial services information
- Cass lists or enrollment information
- Transcripts; grade reports
- Notes on class work
- Disciplinary action
- Athletics or department recruiting information Business/Financial Data
- Credit card numbers with/without expiration dates
Restricted (moderate level of sensitivity)
Personal/Employee Data -
- ID number
- Income information and payroll information
- Personnel records, performance reviews, benefit information
- Race, ethnicity, nationality, gender
- Date and place of birth
- Directory/contact information designated by the owner as private
- Financial transactions which do not include confidential data
- Information covered by non-disclosure agreements
- Contracts that don’t contain Personally Identifiable Information
- Credit reports
- Records on spending, borrowing, net worth Academic / Research Information
- Library transactions (e.g., circulation, acquisitions)
- Unpublished research or research detail/results that are not confidential data
- Private funding information
- Human subject information
- Course evaluations
Anonymous Donor Information
Last name, first name or initial (and/or name of organization if applicable) with any type of gift information (e.g., amount and purpose of commitment).
Other Donor Information
- Last name, first name or initial (and/or name of organization if applicable) with any of the following:
- Telephone/fax numbers, e-mail & employment information
- Family information (spouse(s), partner, guardian, children, grandchildren, etc.)
- Medical information
- Detailed annual budget information
- Conflict of Interest Disclosures
- University's investment information
- Server event logs
Directory Information (low level of sensitivity)
The following is designated as directory information by the college:
- Addresses (campus and home)
- College email address
- Phone number(s)
- Degrees, honors and awards
- Most recent previous educational institution attended
- Major field of study
- Dates of current employment, position(s)
- ID card photographs for internal use
- Participation in campus activities and sports
- Weight and height (athletes)
- Dates of attendance
- Enrollment status
- Campus maps
- Job postings
- List of publications (published research)
Laser printing for academic and personal use is available in academic computing labs. Printing for commercial use is not permitted in college computing labs.
Large print jobs, posters, departmental or student organization printing, or multiple copies (i.e., signs, newsletters, or flyers) should be directed to the Copy Center in Sorensen Hall. Student worker accounts should be used to print work-related documents only. To contact the copy center for more information: (309) 794-7301 or email@example.com.
All students are automatically granted a complimentary printing credit amount of $50 per academic year. Printing credit may be monitored at any time at http://printing.augustana.edu. All lab printers have a per-page cost associated with the printer, which will automatically deduct from your printing credit. Current printing values are noted below:
|Printer Type||Cost per page||Pages available for annual $50 credit||Pages available for $5 recharge card|
|Black and white, per side||$0.02||2500||250|
|Color, per side||$0.06||833||83|
When remaining printing credit falls to $10.00, an e-mail notification will be sent as a warning. When remaining credit reaches zero, the system will send another e-mail notification and printing will be temporarily disabled until more credit is added. Credit may be added by purchasing a refill card in $5 increments at the College Center Bookstore or the Tredway Library Circulation Desk.
At the end of the academic year, any remaining credit is waived. Credit for paper jams or other errors may be requested at firstname.lastname@example.org.
If you have questions about the printing policy, please contact the ITS Helpdesk at x7293 or at email@example.com.
Passwords are used to control access to Augustana College systems, networks, applications, accounts, and data. A compromised password puts a user's email and files at risk and may expose sensitive or confidential personal information residing on College information systems. All users are responsible for taking the appropriate steps to select and secure their passwords. This includes, but is not limited to, making sure that a secure password is chosen and passwords are not given out to others. If a user needs access to secure data, please contact the helpdesk at firstname.lastname@example.org and we can work with you to make sure that they are given the appropriate access.
There are two main passwords for your accounts at Augustana College:
- Your network password (campus PCs and open-access Mac computers, Moodle, Arches, PaperCut, Colleague, etc)
- Your Google Apps password (all Google Services: email, Drive, calendar, etc.)
- Users who are locked out due to an expired password will need to go to the helpdesk with a photo ID to get their accounts reactivated.
- Students on a foreign term who need a password change will need to have a professor email the helpdesk to request the password be reset. Students will then be prompted to change their password on their next login.
- Non-returning student accounts are disabled on day 10 of next academic trimester.
- Graduated student accounts are rolled over to alumni status on June 30th.
- Graduated students email accounts are not deleted.
- Employee accounts are disabled on the last day of employment except for Faculty. Helpdesk will contact the Academic Affairs office after the academic year and work with them to get a list of the non-returning part-time and adjunct faculty members. We would end their active directory and email accounts no later than July 31. The only exceptions to this are Faculty with emeritus status.
Systems that will be affected by the network password change include, but are not limited to:
- Intranet web access (logging into campus computers)
- Arches (formerly WebAdvisor)
Note: If a program you are using requires a password and is not listed above we strongly advise you to make sure the user passwords for these systems are changed every 180 days.
- All network passwords will be required to have a minimum of 8 characters and 3 of the 4 following requirements must be filled by at least 1 character in the password:
- Alphabetical characters (i.e. a, b, c, etc.)
- Numerical characters (i.e. 1, 2, 3, etc.)
- A change in case (i.e. at least one capital and at least one lower case letter)
- Symbol (i.e. @, #, $, etc.)
- The password cannot contain part of your username.
- The password history will be set to 3 passwords. This means that you cannot use one of your last three passwords when changing your password.
- Passwords can be changed once every two days.
- Most faculty and staff network passwords expire every 180 days except for those that work in the following departments: ITS, Business Office, HR and Financial Aid, which expire every 30 days.
- Student passwords do not expire
- Most campus accounts will be locked out after 10 failed password attempts. Certain departments (ITS, Business Office, HR, and Financial Aid) will be locked out after only 4 failed attempts. If your account is locked:
- ...and you are a student or employee (not in ITS, the Business Office, HR, or Financial Aid), wait 15 minutes and your account should be unlocked.
- ...and you are an employee of ITS, the Business Office, HR or Financial Aid, wait 20 minutes and your account should be unlocked.
Note: Feel free to contact ITS if your account has been locked out. Unlike password changes, you are not required to stop by in person with your ID for us to unlock your account.
Google Apps Password Requirements:
- Users cannot use passwords from the last year
- Password is case sensitive and can use numbers, letters, and some symbols
- Must be at least 8 characters
- Google Apps administrators must use 2-factor authentication
- For more information about Google Apps Passwords, please click here
Note: Google Apps passwords do not expire.
Work on Student-owned PCs
ITS will provide network card configuration and virus removal for student PCs at no charge. However, any other problems such as system cleaning, ADware removal, software conflicts, or hardware issues will be charged a $5 diagnostic fee and $30/hour. All computers brought in for work must be accompanied by a completed authorization form. ITS reserves the right to refuse work on any student-owned PC, in which case the student will not be charged.
Procedure/Info regarding Student Accounts (1st year, transfer, foreign term, senior students)
1st -year students
Network/Email accounts are set up at registration. Students choose a password at this time, which is saved in a database.
Network/Email accounts are set up through the Helpdesk office (x7293) located on the first floor in Olin.
Students on Foreign Term
Network/Email accounts remain open and are accessible.
Network accounts are disabled in the September following graduation. Accounts can be left open longer with special permission from ITS. It is the student’s responsibility to backup data before graduation.
Students who take a term off or are under academic restriction will lose access to their accounts and their data will be deleted unless previous arrangements are made.
Students can contact ITS with special requests such as additional disk space.
Beginning in the summer months, students bringing their own PCs to campus in the fall will be expected to fill out a “Personal Computer to Network Access Application”. This application will provide necessary information for the ITS department to promote a smooth transition in hooking up their PCs to the campus network. In signing this application, students are agreeing to the rules and responsibilities associated with access to the campus network in their rooms and on campus property.
Digital Cable TV
Please click here to go to Mediacom's new Channel line up (this will bring you away from the Augustana website).
Mediacom is now using full digital channels. This may have an effect on your TV, VCR, or TiVo. Those with TVs that were manufactured after March 1st 2007 - or TVs manufactured with a digital tuner before that date - will be able to view the digital channels without a problem.
Protecting Your Computer
In order to access the campus network, your personal computer will need to have virus protection software installed. As an Augustana College student, you can install Symantec Endpoint Anti-Virus on your computer.
This software is free and does not need to be renewed. Contact Wendy Ramsdale, Student Computing Consultant (Sorensen 162) for download instructions.
Once the software is loaded the Live Update should be scheduled to run automatically so your computer will always have the most recent virus definitions.
Spyware & Adware
Students are responsible for maintaining their personal computer and keeping it free from spyware and adware. Classes are offered on how to clear spyware and adware from your computer. If you still need assistance ITS will repair your computer at the rate of $35 per hour.
Since WiFi is now available in all residence halls, students are no longer permitted to bring their own wireless routers or access points. A functioning wireless router or access point can interfere with the ITS provided signal. A router that is plugged in incorrectly can cause network issues. If ITS identifies routers, we will issue a warning to the student. If the student has consecutive violations, ITS will disconnect the room completely until further notice. On a third violation, ITS will fine residents of the room or TLA $50 and will confiscate the router.
Employee Computer Policies and Guidelines
- ITS strongly recommends that all employees go through the ITS Department to purchase all computing software and equipment. This ensures compatibility as well as availability of maintenance and support.
- Additional hardware and accessories, such as wireless mice and keyboard, second monitors, etc. will be charged to the user's department.
- Software beyond the standard software load will be charged to the user's department.
- Theft or loss of equipment on campus should be reported to the Security Office and ITS.
- Theft or loss of equipment off-campus should be reported to the local police and ITS.
- All employees are responsible for their own data and are encouraged to maintain up-to-date backups of important files in secure locations, such as their personal and departmental network drives, (H: and O: drives).
- The standard campus desktop configuration is a Dell Optiplex 5040, a 19" monitor, USB keyboard and Optical Mouse.
- Standard software load includes Windows 7 Enterprise, Symantec Endpoint, Office 2010, Google Chrome, and Mozilla Firefox.
- The standard campus laptop configuration is a Dell Latitude.
- Due to the portable nature of laptops, additional insurance and security software is required for each laptop. This premium is funded by the client department.
- Standard software load includes Windows 7 Enterprise, Symantec Endpoint, Office 2010, Google Chrome, and Mozilla Firefox.
- If an employee requests a Mac or Macbook, ITS will fund the equivalent expense of a standard desktop towards the purchase.
- Standard software on a Mac includes Office 2011.
- Tablet computers and accessories are not funded through the ITS budget. ITS can offer limited guidance; however, purchases are funded through individual department budgets.
- ITS will register the device on the network, set up a user account, and add the tablet into the inventory system.
ITS Procedure for Employee Set-up and Exiting
Employee Procedure for ITS Set-up
- Once the background check has been successfully performed, Human Resources will create the NAE record for staff and administration employees (all alumni will have an NAE record which was created previously within Colleague). For Faculty, the Academic Affairs Office will create the NAE record.
- Once the NAE record is created and they have confirmation that the background check was processed successfully HR (for administration and staff employees) and Academic Affairs Office (for faculty) will email the ITS helpdesk to generate a work order with the following information: "NAE record created, employee's Colleague ID #, the individual’s legal name as it appears in Colleague, if they are administration, staff or faculty, department, building, room number and phone extension, any special equipment request and the employee’s anticipated start date.
- ITS will track the necessary information for technology set up via the work order. Any detail that is needed by ITS for the individual’s specific office placement and necessary programming will be communicated to ITS by the hiring manager or department head. ITS may or may not need to initiate this communication.
- Work Order Tree
- Work Order – Training Que – Training
- Work Order – Support Que – Create Accounts
- Work Order – Phone Que – Telephones
- Work Order – Development Que – Create Datatel Account
- Work Order – Hardware Tech Que – Set up Computer and Printer
- Work Order Tree
Exiting Employee Procedure
- During the employee’s exit interview, HR will discuss with the employee the date their accounts will be disabled. HR will notify the ITS Helpdesk via email of the employee’s name, ID# with instructions on what date(s) to disable their accounts.
- If the account has already been disabled or the employee wants their account active longer, they will need approval from the Faculty Dean’s office or HR. If extension is approved, HR will notify the ITS Helpdesk and their account will be noted and extended.
- HR will send email to the ITS Help Desk and ITS will create a work order for access termination for each individual.
- Work Order Tree with expected completion date (if it requires one)
- Work Order – Support Que – Close Accounts
- Work Order – Development Que – Close Datatel Account
- Work Order – Phone Que
- Work Order – Hardware Tech Que – Pick up laptop or desktop computer on the last day of employment.
- Work Order – Helpdesk will look at the account management list and contact the exiting employee’s supervisor if necessary to determine if the exiting employee had any administration rights. Once determined a work order will be created with the ITS contact name.
- When an individual enters a work order, that person will put an Expected Completion Date in the work order if it requires one. If the Expected Completion Date passes without the work order being closed, the work order will escalate into one of the following queues, depending on the individual who entered the work order; Support Queue, Hardware Queue, Development Queue, Network Queue, and Web Services Queue. Simultaneously, an email notification will be sent out to each member of that particular queue. Then, any member of the group can check TrackIt and complete the work order as needed. This will all be done automatically assuming an Expected Completion Date is entered. Work orders without an Expected Completion Date will not be affected by this!
- Work Order Tree with expected completion date (if it requires one)
- For part-time and adjunct faculty, the Academic Affairs office will notify the helpdesk when a faculty member has completed his/her teaching assignment and when their contract will expire. Help desk will create the exiting employee work order with the expected completion date using their contract expiration date. On the following day, the exiting employee procedure will be followed.
- For those exiting employees whom HR has deemed as “special circumstances”, HR will contact ITS Help Desk directly with the details of when access should be terminated. The exiting employee procedure process will be created and followed.