Appendix Q: Appropriate Use of Electronic Resources


To establish conditions for appropriate use of College computers, available information technology, and networks.


This policy is intended to promote the responsible and ethical use of the computing resources of Hampden-Sydney College. In light of the contribution that computers can make to furthering the educational and other objectives of the College, it is in the best interest of the community as a whole that computing resources be used in accordance with practices which ensure that the rights and privileges of all users are protected and the goals of the College are achieved.

This policy applies to all computing systems and telecommunications facilities owned, leased, operated, or contracted by the College. This includes word processing equipment, microcomputers, minicomputers, mainframes and associated peripherals, software, and digital and/or voice communication equipment, regardless of whether used for administration, research, teaching, or other purposes. This policy also extends to any use of College facilities to access computer facilities elsewhere.

It should be noted that system administrators of various on-campus and off-campus computing facilities and those responsible for access to those facilities may promulgate additional regulations to control their use, if not inconsistent with this policy. System administrators are responsible for publicizing any additional regulations concerning the authorized and appropriate use of the equipment for which they are responsible.


As in all aspects of the College community, a user of computing facilities should act honorably and in a manner consistent with ordinary ethical obligations. Cheating, stealing, making false or deceiving statements, plagiarism, vandalism, and harassment are just as wrong when done in the context of computing as they are in all other aspects of College conduct. Individuals should use only those computing facilities they have been authorized through ordinary channels to use. They should use these facilities:

  • In a manner consistent with the terms under which they were granted access to them
  • In a way that respects the rights and privacy of other users
  • So as not to interfere with or violate the normal, appropriate use of these facilities and
  • In a responsible and efficient manner.

College computing resources are not to be used for commercial purposes or non-College-related activities without prior written permission from appropriate College officials. Individuals should respect the rights and privacy of other authorized users. Thus they should respect the rights of other users to security of files, confidentiality of data, and the ownership of their own work. Users should refrain from

  • Using the computer access privileges of others
  • Accessing, copying, or modifying the files of others without their explicit written permission
  • Any activity which violates local, state, or federal statute and
  • Sending harassing or libelous electronic mail.


All users must agree to, and abide by, the Appropriate Use of Electronic Resources Policy of Hampden-Sydney College. “User” is defined as any individual with authorized access to College computing and communications systems (data/telecommunications network).

  • The User is responsible for being the sole beneficiary of electronic access to which he/she has been explicitly assigned (your email or web account, for example).
  • The User agrees never to grant/authorize access to his/her explicitly assigned electronic access (no sharing of accounts or passwords).
  • The User may not be paid, or otherwise profit, from the use of any College-provided computing resource or from any output produced from it. Further, the User may not promote any commercial activity using College resources. Commercial activities include, but are not limited to: advertisements, chain letters, and electronic commerce (Example: You cannot use the Ethernet connection in your residence hall or office to run or promote a business). Exceptions are made for single-item “For Sale” advertisements which may be of interest to the College community.
  • College-owned computing resources may not be used for any activities that violate local, state, or federal statute (see “Enforcement” below).
  • The User agrees to obtain written permission from photographed individuals prior to posting those images to sites within the domain.
  • The User agrees to abide by official copyright policy of the College.

Abuse of Campus Telephone/Telecommunications System

Gaining access to any other person’s telephone/voice mail, denying any other person(s) access to his/their telephone/voice mail, and the like, are violations of the Code of Student Conduct, as is sending lewd, obscene, threatening, or other inappropriate messages through the telephone-telecommunications system. Simply put, a student should use only his own telephone-voice mail system.


John B. Fuqua Computing Center consistently strives to enable users to employ technological resources in pursuit of fulfilling the College’s overall mission. Additionally, the Computing Center bears the responsibility of protecting the privacy of the College’s users, protecting the academic and business systems of the College, and assuring that all constituents represent the College in a legal and ethical manner, all while protecting the freedoms associated with an academic community. In protection of these pursuits, all complaints of illegal or unethical activity are investigated to the fullest extent legally possible.

In the event of a verified offense:

  • System Administrator(s) and/or the Network Operations Center will disable the electronic access of the offender, under the direction of the Director of Computing.
  • A written report of the alleged incident and findings of the electronic investigation are provided to the appropriate College official:
    • Student Offenses—Dean Of Students
    • Staff Offenses—Vice President of Business Affairs
    • Faculty Offenses—Dean of Faculty
    • Guest Offenses—Vice President of Business Affairs
  • Suspended electronic access is restored only upon notification from the appropriate College official.

Copyright Enforcement Process

Violations within the domain

Upon notification of copyright infringement, within the domain, to the designated Copyright Agent, the following procedures will be followed:

  1. An email notice, followed by written notification, will be sent to the individual having responsibility for the account within which the alleged infringing material resides, indicating that the College has received notification of possible infringement of Copyright. Pending a response, online access for the responsible offender will be limited or terminated.
  2. Upon notification to the alleged offender, the complainant will receive documentation indicating that the College has assumed the appropriate action.
  3. The Copyright Agent will advise the appropriate College official (i.e., the Dean of Faculty for academic issues, the Vice President of Business Affairs for staff issues, and the Dean of Students for student issues) of the nature of the risk to the College in the matter. That College officer will determine what additional action will be taken.
  4. If an appropriate response is not indicated by the alleged offender within a reasonable amount of time, the appropriate college official will assume responsibility for the matter, and electronic access will be suspended by any means necessary.

Violations outside the domain

Upon notification to the designated Copyright Agent that Hampden-Sydney College copyright-protected material is being used without permission, the following procedures will be followed:

  1. A written or email notice will be sent to the individual responsible for violation of the copyright.
  2. If that individual fails to respond in an appropriate fashion, the College will pursue further legal remedies to protect the College’s interests.