This Policy establishes guidelines for both acceptable and unacceptable uses of Justice Institute of British Columbia (“JIBC” or the “Institute”) owned or leased information and educational technology (“IET”) resources, thereby ensuring a stable, effective and efficient operation while minimizing potential disruption and risk. It outlines the responsibilities of members of the JIBC Community with respect to the acceptable use and security of Institute electronic information and the services, devices and facilities that store or transmit this information.
JIBC provides IET resources to JIBC staff, faculty and students to support JIBC’s teaching, learning, research and administrative goals and functions. These IET resources are valuable community assets which are expected to be used and managed responsibly to ensure their integrity, security and availability for the educational and administrative activities of the Institute. All IET users are responsible for using them appropriately and maintaining their security.
Breaches of this Policy may be subject to the full range of disciplinary and other formal actions up to and including dismissal. In addition to any other sanctions that JIBC may levy in the event of a violation, JIBC may withdraw computing privileges and network access.
JIBC reserves the right to limit, restrict or extend computing privileges and access to its computing and communications resources, including all information stored therein.
This Policy applies to all JIBC students, faculty, and staff.
This Policy is not intended to set forth an exhaustive list relating to the use of JIBC computing resources. All users continue to be subject to all applicable laws and JIBC policies.
Chief Information Officer (CIO) – The person responsible for guiding JIBC’s use of technology.
Dean – The administrative head of a JIBC School.
Director/Program Director – The administrative head of a JIBC program area.
Executive – Comprised of the President and Vice-Presidents.
JIBC Community – All Institute employees, Students, Board members, and any other person who is contractually obligated to comply with this Policy.
System Administrator – The person responsible for administering the technology of a JIBC system.
Vice-President, Finance & Operations (VPFO) – The person responsible for finance and operations management at the Institute.
Vice-President, People and Culture (VPPC) – The person responsible for human resource management at the Institute.
Acceptable Use of IET
Responsible Use
- Computer IDs, accounts, and other communications facilities or equipment are to be used for authorized purposes. Subject to JIBC’s policies related to code of conduct or conflict of interest, limited personal use is acceptable if it does not interfere with use of the facility for its intended purpose and, in the case of employees, if does not interfere with job performance.
- Users are responsible for activity conducted on their computing account. Users must not share their login credentials (username and password) for any accounts to which they have access.
- Users are prohibited from accessing other users' computer IDs or accounts and communications, without specific prior authorization of the user and from the Vice-President, Finance & Operations (“VPFO”).
- Users must not misrepresent their identity as senders of messages or alter the content of such messages with intent to deceive.
- All users must adhere to JIBC policies and all legislation that govern the use of JIBC’s computing and communication facilities.
- Users must not use JIBC’s information technology facilities and assets for activities like gambling, betting, pyramid schemes, personal gain or illegal activities.
Intellectual Property
Users must respect the legal protection provided by copyright laws for computer programs and data compilations and for all other works (literary, dramatic, artistic or musical). Users must respect the legal protection provided by trademark law and the common law for names, marks, logos, and other representations that serve to distinguish the goods or services of one person from another.
Users must respect the rights of others by complying with all JIBC policies regarding intellectual property regardless of medium (i.e. paper or digital).
Freedom of Expression
Users should be aware that, while JIBC has programs to screen emails for viruses, worms etc., its practice is not to control the information available on our campus network.
Harassment
In using IET, all users must comply with all JIBC policies related to conduct, including but not limited to:
- 2301 Code of Conduct
- 2302 Conflict of Interest and Standards of Ethical Conduct
- 2308 Harassment – Employees
- 3203 Harassment – Students
- 3205 Student Code of Conduct
- 3213 Sexual Violence and Misconduct
Unacceptable Use of IET
The following are representative examples only and do not comprise a comprehensive list of unacceptable uses:
- use of the JIBC’s IET resources for outside business, commercial or non-incidental personal use is prohibited unless such use is sponsored and approved by JIBC;
- seeking information on passwords or data belonging to another user;
- making unauthorized copies of proprietary software, or offering unauthorized copies of proprietary software to others;
- distribution of pornographic materials (exception: those with a legitimate academic purpose for doing so may distribute such material for a stated legitimate academic purpose);
- copying someone else's files, or programs, or examining such information unless authorized;
- attempting to circumvent computer security methods or operating systems (e.g. subverting or obstructing a computer or network by introducing a worm or virus);
- using JIBC-provided computer accounts for commercial purposes such as promoting by broadcast non-educational profit-driven products or services;
- intercepting or examining the content of messages, files, or communications in transit on a voice or data network;
- adding unauthorized servers, network devices, or any unauthorized electronic devices that could compromise the security of JIBC electronic information;
- interfering with the work of other users of a network or with their host systems, seriously disrupting the network (e.g. chain letters or spamming), or engaging in any uses that result in the loss of another user's files or system;
- gambling, betting, or pyramid schemes; and
- harassing or sending discriminatory messages including cyber-bullying.
Illegal Use of IET
The following are representative examples only and do not comprise a comprehensive list of illegal uses:
- uttering threats (by computer or telephone);
- accessing, storing or distributing child pornography;
- copyright infringement; and
- any other use prohibited by law.
Roles and Responsibilities
Chief Information Officer
The Chief Information Officer (“CIO”) or delegate shall perform a coordinating role in the implementation, administration, and support of this Policy by:
- providing guidance on compliance with this Policy;
- providing an ongoing security awareness program; and
- assisting, where appropriate, in the investigation of breaches and potential breach of this Policy.
IET Users
Users must:
- preserve the privacy of data to which they have access in accordance with applicable laws and the JIBC’s policies including JIBC’s Policy 3106 Freedom of Information and Protection of Privacy;
- respect the privacy of others by not tampering with email, files, or accounts they use;
- respect the integrity of computing systems and data; and
- upon becoming aware that JIBC IET are not being used appropriately, bring this to the attention of the relevant administrative head of unit or to the CIO so that appropriate action can be taken to address the situation.
Users must not:
- intentionally develop programs or make use of already existing programs to harass or bully other users, infiltrate a computer or computing system, damage or alter the components of a computer or computing system, gain unauthorized access to other facilities accessible via the network, or inappropriately use the telephone system; or
- download JIBC confidential or private information to insecure or unencrypted media such as laptops, storage devices (USB’s, external hard drives, etc.), smartphones, tablets or other types of electronic devices.
System Administrators
This Policy shall not be construed as preventing or restricting duly authorized system administrators or other technical personnel from carrying out their duties. Complaints regarding this Policy may be directed to the Director of Technology Services.
Privacy and Security
Although electronic records on JIBC equipment are the property of JIBC and JIBC is entitled to review those records, the user community can be assured that JIBC will not examine electronic files without the individual's prior knowledge, except in emergencies such as a suspected breach of policy, or under extenuating circumstances. In such circumstances, JIBC will use the least intrusive means of examining electronic files to address the emergency or extenuating circumstances. In no event will JIBC personnel examine other users’ electronic files without authorization in writing from the VPFO.
Student Awareness
Students are required to make themselves aware of all JIBC policies and procedures. Lack of awareness of this or any other JIBC policy does not excuse a student from responsibility for their actions.
Employee Awareness
Employees are required to make themselves aware of all JIBC policies and procedures. Lack of awareness of this or any other JIBC policy does not excuse an employee from responsibility for their actions.
Confidentiality and Documentation
1. JIBC recognizes the confidentiality interests and privacy rights of all parties involved in an investigation under this Policy and must protect personal information in accordance with the Freedom of Information and Protection of Privacy Act, subject to the exceptions thereunder.
2. JIBC may disclose information relating to allegations of a breach of this Policy in certain circumstances, including but not limited to where:
a. necessary to ensure the requirements of procedural fairness are met;
b. the sharing of personal information is necessary for the protection of the health or safety of any individual;
c. the sharing of personal information is required or authorized by law; or
d. the person the information is about has consented to the release of the personal information.
3. All persons involved in an investigation under this Policy are required to keep the allegation and information relating to the investigation confidential, and are not to disclose the allegation or information revealed to them through the investigation to others, except as may be expressly permitted or as required by law. Individuals involved in investigations should be aware that while confidentiality is expected, anonymity cannot be guaranteed.
4. All documentation related to a Decision or Appeal under this Policy related to a student will be kept in the Official Student Record and stored in accordance with Policy 3206 Student Records. All documentation related to a Decision or Appeal under this Policy related to an employee will be kept in the Vice-President, People and Culture’s (VPPC) office and the employee’s personnel file as required.
No Retaliation
1. It is contrary to this Policy for anyone to retaliate, engage in reprisals or threaten to retaliate against a person for:
a. reporting any alleged violation of this Policy; or
b. having participated or co-operated in an informal process or investigation under this Policy.
2. Anyone who engages in such retaliation will be subject to Disciplinary or Corrective Measures up to and including suspension, expulsion or termination from JIBC.
Related Policies and Procedures
- 2301 Code of Conduct Policy
- 2308 Harassment – Employees Policy
- 3106 Freedom of Information and Protection of Privacy Policy
- 3203 Harassment – Students Policy
- 3205 Student Code of Conduct Policy
- 3206 Student Records Policy
- 3213 Sexual Violence and Misconduct Policy
Documents and Forms