Appropriate Use Policy

The Appropriate Use Policy (AUP) pertains to all users of GSSM networks, information technology resources, contracted services, and any and all other technologies provided by and on behalf of the school. The term user includes, but is not limited to, employees, students, alumni, visitors, contractors, program applicants, job applicants, program participants, and volunteers.

The school's network, and the services it provides, are shared resources used by students, teachers, and administration. Those who use technology resources provided by GSSM accept the responsibility to use it appropriately.

The purpose of this AUP is to outline the acceptable use of computer equipment and other information technology resources at GSSM. These rules are in place to protect both the user and the school. Inappropriate use exposes GSSM and the user to risks including malicious attacks, compromise of network systems and services, and legal issues.

Ethical and Behavioral Standards

When communicating with others or sharing resources, everyone is expected to follow the same high standards of conduct and communication that would be expected in face-to-face encounters. These standards are described in the GSSM Student Handbook. Some responsibilities are unique to the environment created by online services and are addressed here:

  1. Online Safety 
    GSSM cares about the safety of students, faculty, and staff. Social media services can be dangerous when personal information, particularly information that can lead to the location of a person, is published openly. GSSM strongly encourages users to secure their profiles so that they are not publicly visible.
  2. Online Harassment
    GSSM's policies against harassment are in effect whenever, and however, users encounter each other. This includes online encounters even when participants are off campus. The use of Internet services within and beyond the control of the school to harass another person is a violation of GSSM rules and will result in disciplinary action. When harassment involving non-GSSM services is observed or reported, the school may engage law enforcement agencies and the courts to compel the service provider to disclose identifying information about the harassing party.
  3. Protected Information
    Education records, health information, confidential information, and personally identifiable information must be transmitted and stored in an approved encrypted format. Such information may only be accessed by GSSM authorized personnel using approved equipment/methods. For more information, refer to the GSSM Information Security Policy.

  4. Online Identity/Login Credentials
    GSSM provides all faculty, staff, registered students, and their parents of record with credentials (usernames and passwords) for the purposes of accessing GSSM-provided resources. Some of these resources require multi-factor authentication. These credentials are intended to be used only by the person to whom they are assigned. GSSM does not keep users' passwords. Users can reset their passwords for most systems anytime by following the prompts at portal.office.com.

    No member of the GSSM staff will ever ask anyone for their password. Ever.

    Credentials assigned by GSSM may not be divulged to anyone else. The person to whom network credentials are assigned is responsible for all activities that occur when those credentials are used. Further, it is a violation of GSSM rules for a person to impersonate someone else by either using their credentials or any other means that might obfuscate their identity.

    GSSM students and employees may be provided credentials to access online databases while using the Coker University library. These credentials are issued by Coker University and their use is subject to Coker University policies in addition to GSSM policies.

    Login credentials are disabled when a person's official relationship to the school ends due to graduation, dismissal, withdrawal, resignation, or other termination.

  5. Intellectual Property
    As an educational institution that values the contribution of research to the quality of life, economic development, and civilization, GSSM strongly supports the rights of owners of intellectual property. Many Internet services facilitate the sharing and collection of digital content in violation of the rights of their owners. Acquiring, possessing, or sharing digital content in violation of copyright is illegal and prohibited at GSSM.
  6. Prohibited Access
    Attempting to access protected information without authorization violates GSSM policies as well as state and federal law. Activities that could inappropriately reveal the existence or configuration of servers, databases, network services, or security features are prohibited. Scanning networks and devices to discover network resources and topologies is expressly prohibited.
  7. Pornographic & Other Objectionable Material
    Persons using the GSSM network are prohibited from viewing, accessing, sending, or possessing pornographic material on GSSM-owned computers, via the GSSM network, while on the GSSM network, or at a GSSM-sponsored event. Attempts to circumvent, disable, or otherwise render content filter measures ineffective are a violation of GSSM rules. Please note that when students use networks off campus, the school is unable to regulate the content available to them. During summer research internships and while conducting assignment research at the Coker University library or any other collegiate library, GSSM students will access networks not equipped to prevent access to pornographic material. Other objectionable material may include content related to guns, violence, and/or gambling.
  8. Conservation of Shared Resources
    Network resources may be overwhelmed when used indiscriminately. Therefore, it is the responsibility of each person who uses the GSSM network to ensure that their activities do not prevent others from effectively using the resource.

    1. Internet Circuit Management
      GSSM utilizes a commercial-grade connection circuit to provide Internet access to the campus. Priority for using this service is given to educational and campus operation purposes. GSSM will manage this resource by prioritizing Internet traffic, limiting or eliminating interfering services, and other means as necessary.

      GSSM-operated devices may decrypt and examine the contents of encrypted network communications for the purposes of ensuring network security and availability and to comply with state and federal content restriction requirements.

    2. Message and File Storage
      GSSM provides spaces to store messages and files in both on-premise devices and secure cloud-based services. They are intended to support educational and campus operations. Therefore, they should not be used to store media collections or for other recreational purposes. GSSM storage resources may never be used to store illegal content.

Using Your Computer at GSSM

Students find it helpful to bring computers to school for use in their room and around campus. Employees sometimes use the school's Wi-Fi system with their personally owned phones, tablets, and other devices. Attaching a personally owned computer to the GSSM network indicates acceptance of this AUP and places specific responsibilities upon the owner.

  1. Owner Responsibilities
    Owners are responsible for ensuring that their computers are free of malware prior to connecting to the network. Computer owners may be held responsible for damage created by malware or other activity originating from their computer. When it is determined that a computer is threatening the stability of the network or other computers, it will be removed from the network immediately and may be confiscated.

    Owners are also responsible for maintaining their own devices. GSSM staff does not provide repair services for personally owned devices. Owners should back up their important files to cloud services like OneDrive, Google Drive, or Dropbox to prevent loss.

  2. Antivirus Software is Required
    Every computer that is connected to the GSSM computer network must have effective, up-to-date antivirus software installed at all times. This protects the computer owner as well as others on the network.
  3. Dynamic Network Addressing
    The GSSM computer network automatically assigns IP addresses to each connected computer. This address must not be tampered with or changed. No person may assign a manual IP address to their device.
  4. Network Registration
    Computers are registered to their owners when they log into Wi-Fi and present a username and password. Attempting to conceal the ownership of a computer is prohibited.
  5. Protected Information
    It is a violation of state regulations for protected information to be copied to or stored on personally owned devices. Protected information includes education records, health information, or any other information that is considered to be confidential or of a personal and private nature to an employee or student.

  6. Prohibited Devices
    Certain network devices can interfere with network operation. Any kind of DSL/cable router has this potential and is prohibited on the network. Wi-Fi access points, hot spots, routers, and other devices that provide Wi-Fi network services to others will reduce the number of channels available to the GSSM network, reducing performance in the area where they operate. Only wireless devices acting as clients of the school's Wi-Fi network are allowed.

    Wireless printers slow down all nearby devices and must be properly configured to not create a temporary Wi-Fi network. If a printer owner does not know how to disable this feature, contact the IT Department for assistance. Printers found to be interfering with GSSM Wi-Fi may be confiscated until they can be taken home.

  7. Prohibited Software
    Software that allows others on the Internet to access, share, or control computers on the GSSM network represent security risks and are therefore prohibited. Any software that scans networks or computers for vulnerabilities, any software that interferes with the GSSM network or devices attached to it, or any software that facilitates circumvention of any GSSM rule is prohibited.
  8. Govinet Wireless Network
    Govinet is GSSM's wireless network for teachers, students, and staff. Instructions for connecting to Govinet are distributed regularly. An active GSSM username and password is required to access Govinet. These credentials are requested infrequently. A guest network is available for visitor use. Instructions for connecting to it are posted in the center lobby.
  9. Microsoft Office 365
    As part of its site licensing agreement with Microsoft, students and employees may download MS Office 365 to their computers and portable devices. Each person may install the software on up to five personally owned devices, which may include phones and tablets. The installation screen is accessed through the Outlook portal. GSSM provides this service as a convenience and makes no guarantees regarding compatibility, fitness, or availability for any particular task. Anyone who downloads and installs Microsoft products accepts any and all license terms applicable to their use. This software remains functional while the person using it is actively employed or enrolled at GSSM. Users will lose their school-issued Microsoft license upon separation from the school and are advised to back up any files they want to keep before they leave GSSM.
  10. Compatibility
    GSSM makes no guarantee of compatibility between personally owned equipment and its networking equipment, services, software, etc.

Using GSSM-Owned Devices

The use of information technology resources provided by GSSM is limited to activities that contribute to a user fulfilling his/her GSSM duties and responsibilities. Such use must comply with federal, state, and GSSM policies, standards, procedures, and guidelines, as well as federal, state, and local laws that apply to security, privacy, copyright protection, and licensing agreements.

  1. Intended Usage
    Consistent with the foregoing, the information technology resources provided by GSSM will be used, maintained, and protected as follows:
    • Users will only utilize GSSM devices, systems, and networks for business purposes except for occasional incidental use as further described in this AUP.
    • Users will comply with access controls/restrictions (e.g., proper use and protection of passwords), established to protect GSSM data, systems, and networks, at all times.
    • Users will protect all confidential/private information to which they have or gain access to during the performance of their jobs from unauthorized use or disclosure at all times.
    • Suspected security incidents will be immediately reported to the IT Department.
    • GSSM security controls will not be tampered with, disengaged, or interfered with for any reason.
    • At termination of enrollment or employment, users will return any and all information, equipment, software, devices, and other resources provided by GSSM.

  2. Unacceptable Use
    Unacceptable use impedes the work of others, needlessly squanders IT resources, may unintentionally damage the IT infrastructure, and affects GSSM's ability to carry out its work. This section defines activity that is considered unacceptable use of GSSM's information resources.

    The following list is not intended to be exhaustive but is intended to provide a framework for activities that constitute unacceptable use. Unacceptable use includes the following:

    • Users will not distribute, transmit, or store any material or correspondence on GSSM-provided information technology resources that is threatening, obscene, harassing, pornographic, offensive, or discriminatory.
    • Users will not purport to represent GSSM in matters unrelated to their assigned work duties or responsibilities.
    • Users will not install hardware or software that has not been approved for use by the IT Department.
    • Users will not share their password or user ID with any other person, nor knowingly allow any other person to utilize their password or user ID.
    • Users will not share agency-held, non-public information in any form or format without the prior approval of executive management.
    • Users will not damage or destroy equipment, software, or data belonging to GSSM.
    • Users will not violate copyright or trademark laws.
    • Users will not violate GSSM information security policies, rules or regulations.
    • Users will not violate software license agreements.
    • Users will not violate network usage policies and regulations.
    • Users will not use GSSM information technology resources for commercial purposes, in support of for-profit activities, or in support of other outside employment or business activities (e.g., sale or purchase of goods or services).
    • Users will not propagate chain letters, fraudulent mass mailings, spam, or other types of undesirable and unwanted email content using GSSM information technology resources.
    • Users will not shoulder surf (i.e., looking over someone's shoulder) in order to obtain user access information or data.
    • Users will not use, import or export data using portable storage devices (e.g., flash drives) unless such devices are issued or approved by the IT Department.

  3. Incidental Use
    Users may make occasional and incidental personal use of GSSM information technology resources to access family or medical, educational, weather, or news sites related to urgent personal matters. However, such occasionally/incidental use should not include storing personally identifiable information on GSSM-owned devices or systems.

    Other occasional or incidental personal use of GSSM-provided information technology resources is permitted with the prior approval of the employee's supervisor. Exceptions must be consistent with GSSM's security policies and items defined within this AUP. Such use must be limited in amount/duration and should not impede the ability of the individual or other users to fulfill their GSSM responsibilities and duties, including, but not limited to, use of extensive bandwidth resources or storage utilization.

    While this AUP does not attempt to articulate all required or proscribed behavior, it does seek to assist in the exercise of good judgment by providing the above guidelines. If unclear about the acceptable incidental use of a GSSM-owned resource, a user should seek authorization from their supervisor. Employees are required to cover costs incurred in personal incidental use.

Privacy

In order to protect the computer-using community and to enforce GSSM rules and policies, the school reserves the right to examine, restrict, or remove any material that is on, or passes through, its network. Such activities are not undertaken routinely or lightly. In addition, specific information about computer use is collected and preserved over time. The items below are a sample of the kinds of information that may be stored and is not intended to be a complete list:

  1. Internet Locations Visited
    This information is logged for each Internet user and device.
  2. IP Addresses Assigned to Each Computer
    When an IP address is assigned, the hardware address of the computer, the IP address assigned, the date and time of the assignment and location of the computer requesting the address are recorded.
  3. Log In/Out Information
    Username, network location, date and time are recorded when logging into or out of some network resources.

GSSM may inspect and/or seize any device it owns and/or data stored on any of its systems and/or devices. The user acknowledges that they have no expectation of privacy as to any communication and/or information stored within any GSSM-issued information system or device, whether or not that information is stored locally, on a hard drive, or other media in use with the unit. GSSM reserves the right to access the contents of all files stored on its systems and all messages transmitted through its information technology infrastructure.

Users of information technology resources provided by GSSM have no legitimate expectation of privacy during any use of school-provided resources. Use may be monitored, intercepted, recorded, read, copied, accessed, or captured in any manner and used or disclosed in connection with any manner authorized by GSSM personnel without additional prior notice to users. All network, computing, and communication activities may be logged for e-discovery and forensic purposes.

There are privacy issues associated with using public GSSM websites that are described in the Privacy Policy.

Social Media

Social media on state-provided devices and systems is to be used only for business communications and for the purpose of fulfilling an employee's job duties, in accordance with the goals and objectives stated by GSSM.

The following guidelines apply to employee use of social media, both on and off duty. If an employee publishes any information about the school, another employee, a student, or a student's family member in any public medium that results in any of the following consequences, the employee will be subject to disciplinary action. This includes consequences that:

  • Involve the employee, their coworkers, or the school in any kind of dispute or conflict with other employees or third parties.
  • Interfere with the work of any employee or the school.
  • Create a harassing, demeaning, or hostile working environment.
  • Disrupt the smooth and orderly flow of work within the office or the delivery of services to GSSM students or their families.
  • Harm the goodwill and reputation of the school among its constituents or in the community at large.
  • Tend to place in doubt the reliability, trustworthiness, or sound judgment of the person or entity subject of the information.

Artificial Intelligence

Artificial intelligence (AI) is a rapidly evolving field that can be a powerful tool, but it must be used with caution and critical thinking.

  1. Prohibited Uses of AI
    AI must not be used in ways that compromise ethical standards, academic integrity, or data privacy. Uploading sensitive or personally identifiable information into AI platforms is strictly prohibited. This includes student records, employee data, and confidential institutional information.
  2. Responsible AI Use
    Users are encouraged to:
    • Critically evaluate AI-generated content before using it.
    • Use AI as a supplement, not a substitute, for critical thinking and learning.
    • Be mindful of AI bias and avoid spreading unverified information.
  3. Using AI at GSSM
    GSSM reserves the right to restrict access to AI tools on school-owned devices if they pose security risks or violate school policies. AI-related activity on the network may be monitored to ensure compliance.

AUP Violations

Violations of the AUP may result in temporary or permanent loss of network use privileges. Depending on the nature of the violation, additional disciplinary actions as outlined in the Student Handbook and/or Employee Handbook may be taken.

Amendments

These policies may change from time to time as circumstances warrant. The most current version will always be posted online at scgssm.org/aup.

Questions about the AUP should be directed to:
Dave Matthews, Information Technology Director
Contact Dave