MSC Southeast Policies and Procedures
Section 600 Procedures
Section 602 - Inventory Management Procedure
Each department is responsible for equipment assigned to it to ensure its proper use and security. To help with this, a physical inventory of the College’s fixed assets is completed annually. An inventory of all equipment will be completed every three years.
- Each department receives a report of all equipment
assigned to their area. Equipment location is recorded according to room
number. Departments will locate and document equipment on the report and
return to the Business Office. Upon request, inventory reports are available
for ongoing monitoring of equipment.
- A spot check of inventory will be conducted by the Business Office annually; assistance may be necessary to locate equipment.
- Equipment that is unaccounted for will be documented on the Stolen, Lost, Damaged or Recovered Property Report and signed by a supervisor. The Report will be kept on file in the Business Office for review by MnSCU officials upon request.
- For fixed assets, an asset tag is assigned and used in
tracking inventory. At time of purchase, the Business Office determines
whether or not a numbered asset tag is to be issued. If so, the tag number
is recorded on the purchase order and on the Fixed Asset Number Assignment
- The Fixed Asset Number Assignment Record form along
with the asset tag is delivered to Information Technology and/or
Maintenance. Upon delivery/receipt of the equipment from the vendor, and
before delivering to the recipient, the Information Technology or
Maintenance department will affix the numbered asset tag where it can
easily be seen. Pertinent information is then entered on the Fixed Asset
Number Assignment Record form and returned to the Business Office.
Movement and Disposal of Equipment
- If a department decides to relocate or dispose of
equipment, prior to doing so, the Fixed Asset Disposal/Movement Form must
be completed and submitted to the Business Office. The form should
indicate the plans for it per guidance that follows.
- If equipment is no longer wanted by a department and is deemed to have only scrap value, it can be moved to a central location by indicating that on the form. The exception is vehicles or large items that require special handling.
- Equipment deemed to have a value can:
- be moved to a central location.
- offered to another MnSCU agency and will be done via e-mail by the Business Office.
- be sold to the general public. Sale to the general public, with the approval of the Vice President of Finance and Administration, will be done by garage sale, competitive bid process or auction. The competitive bid process requires a minimum of three bids.
- used as a trade-in. Trade-in requires approval of the Vice President of Finance and Administration.
Property tags must be removed and returned to the Business Office when equipment is disposed of.
The Minnesota State College Southeast Foundation will handle the acceptance of all donations. Donated equipment may have stipulation requirements for usage and disposal imposed by the donor. Contact the Business Office to determine any conditions/stipulations.
The original value of equipment may be upgraded. A “betterment” is an add-on or a replacement component with a value that is at least $10,000 more than the value of the original equipment. This information will be tracked in the inventory report.
Section 603 - Exemptions, Regulations & Fees
The following vehicles/persons are exempt from parking fees:
- Visitors who must park in “Visitors Only” spaces
- Visitors who are registered with the State to use “handicapped” designated spaces
- Patrons of the Winona Cosmetology Clinic, who must park in “Cosmetology Patron only” spaces on Homer Road campus
- Visitors to the Winona Workforce Center who must use the “Workforce Center Parking Only” spaces on the Homer Road Campus
- Persons having vehicle work done per a work order in the Automotive Careers areas on the Homer Road Campus
- Persons using the Bergwall Ice Arena on the Red Wing Campus
- Persons walking or riding a bicycle to the campus for the full term
- Persons riding to the campus as a passenger of another person’s vehicle for the full term
- Vendors and persons driving state-owned vehicles
Parking Restrictions and Rules
- Students may park anywhere in college parking lots except in areas designated for specific purposes, such as service roads, yellow marked areas and/or restricted parking areas.
- Persons parking in the “Visitor Only” spaces must display a visitor parking permit. Visitor parking permits may be obtained at the Receptionist area on each Campus. The visitor parking areas are located near the front entrance of the buildings on each Campus.
- Only persons displaying a State-approved “Handicapped” license plate or permit may park in the “Handicapped” spaces.
- Persons with motorcycles must park in the designated motorcycle parking areas.
- Persons with bicycles must park in the designated bicycle parking areas.
- All employees or other regular parking lot users must display a parking permit to park in the designated “staff” parking areas. Permits are purchased and renewed annually through the campus Bookstore.
- Red Wing High School permits will be honored in association with the shared high school and college parking lot located east of the Bergwall Arena and the Red Wing main Campus building.
- The College is nor responsible for lost, stolen or damaged vehicles or equipment. All incidents should be reported to the local police.
- Campus security will enforce parking regulations from 7:00 a.m. to 10 p.m. Monday through Friday, year round. First violation will result in a warning. Second violation requires a meeting with the V.P. of Student Affairs. The third offense will result in the vehicle being towed without warning at owner’s expense.
- All students attending a credit bearing class will be assessed a $1.50 per credit parking fee with a maximum of $24.00 per term.
- All students attending an hourly class will be assessed a $0.20 per hour parking fee with a maximum of $24.00 per term.
- All entities renting a room will be assessed a 10% parking fee as part of the room rental charge.
- All full-time administration, faculty, staff and regular parking lot users will be assessed a $50.00 annual parking fee. Those administration, faculty and staff desiring to park in a reserved parking space will be assessed an $80.00 annual parking fee. Part-time and/or adjunct faculty will be assessed according to their assignment at a rate of $1.50 per credit or $0.20 per hour with a maximum of $50.00 per year.
- Persons walking or riding a bicycle to the campus for the full term may appeal the parking fee by filling out a form in the Bookstore to receive a refund.
Persons riding to the campus as a passenger of another person’s vehicle for the full term may appeal the parking fee by filling out a form in the Bookstore. The owner of the vehicle is liable for the parking fee.
Section 605 - Management and Maintenance of Computers
A. Free Inquiry and Expression
B. Reasonable Confidentiality
C. Due Process in Cases of Discipline
D. Participation in Policy Making
A. Use of Broadcast Messages
B. E-Mail Etiquette Guidelines
C. Mail Bombing
Maintaining Security of Accounts, Data, and Network
A. Account Security
B. Password Security
C. Data Security
D. Network Security
Use of Electronic Materials, Data, and Viruses
A. Computer Viruses
B. Offensive Material
Responsible Use of Computing Facilities and Resources
A. Commercial Use
B. Student Computer Lab Usage
C. Treatment of Computer Equipment
D. Use of Computing Facilities by Non-Community Members
E. Internet Acceptable Use Policy
F. Access Privileges
A. User Accounts
B. Access by Administrators to Files Stored on the Network
C. Limits on the Use of Disk Space
The information employed by MSC Southeast, its students, faculty, and staff is a critical asset of the institution governed by various laws of privacy, confidentiality, and non-disclosure. It is the common responsibility of all members of the College community to protect the institution's information assets and to ensure the proper and ethical use of information at all times.
MSC Southeast information technology environment affords easy, anytime/anywhere access to information. This arrangement allows students, faculty, and staff to conduct business in an effective and efficient manner. These benefits are a privilege that is shared by the community as a result of a significant investment of college resources and comes with its own set of responsibilities.
The same moral and ethical behaviors that apply in the non-computing environment apply in the computing environment. Examples of inappropriate behavior include:
- Reading another user's files.
- Theft of information or computer resources.
- Vandalizing hardware or software.
- Violating copyrights.
- Harassment of others through the college computer system.
- Using the computer for illegal purposes.
- Using the computer for non-course-related commercial purposes.
Those who use the college computer facilities, equipment, or network servers are responsible for understanding and adhering to all college policies. They are required to use the technology in a manner consistent with Student Conduct as outlined in the Student Handbook. The expected behavior includes:
- Polite communication.
- Judicious use of sending broadcast e-mail messages.
- Protecting the security of one's own account and watching out for others.
- Consuming an equitable amount of resources (i.e. bandwidth or storage).
This behavior includes the use of campus personal computers and terminals, departmental computing facilities, general-use computers, printers, campus network resources, and networks throughout the world to which the College provides computer access.
If you are aware of any abuse, loophole, virus, or other possible security compromises, please report it immediately to the Director of Technology, 507-453-2726. Unauthorized access to information resources, unauthorized use of college computing facilities, and intentional corruption or misuse of information resources is direct violation of the college's standards for computer use.
A. Free Inquiry and Expression Users have the right to free inquiry and expression in accordance with the purposes of the college.
B. Reasonable Confidentiality: Users have the right to keep certain data reasonably confidential, such as electronic mail (e-mail) correspondence. Users have the right to be informed of what the limits of confidentiality are in the computing resources and facilities.
C. Due Process in Cases of Discipline: Users have the right to due process in cases of discipline from policy violation. See Policy Enforcement on page 10.
D. Participation in Policy Making: Users have the right to representation in the formation of information technology policies and regulations affecting them by way of the college's appointed Technology Committee.
Access to e-mail systems is provided by the college to enhance communication with other college users or external e-mail addresses. Use of such capabilities is a privilege afforded to students, employees, and affiliates of the college.
Any attempt to forge, snoop, destroy, alter, or otherwise change the contents or addresses of e-mail will result in disciplinary action and loss of network privileges.
It is a violation of college policy to send obscene or harassing messages through electronic mail, just as it is with any other communications medium. The use of e-mail to send chain letters or commercial solicitations is likewise prohibited. The use of the college network for such purposes will result in a loss of network privileges and other sanctions as deemed appropriate.
First violation: Loss of network privileges for a minimum of one month and disciplinary probation.
Further violations: Extended loss of privileges and disciplinary probation. Use of e-mail for solicitation or to send chain letters Extended loss of privileges and disciplinary probation.
A. Use of Broadcast Messages: The use of broadcast or mass e-mails is restricted to faculty or administrative department use or those approved by the Information Technology Department. Broadcast messages must relate directly to college business. Violations of this policy may result in individual or organizational sanctions including fines, disciplinary probation, and other sanctions deemed appropriate. Responding to the recipients of a broadcast message is a violation of policy and will result in a warning for the first offense and loss of privileges and other relevant sanctions for subsequent violations.
B. E-Mail Etiquette Guidelines: Use mixed case to send your message. TYPING IN ALL UPPER CASE GIVES THE APPEARANCE OF SHOUTING. When sending a message to several people, make it clear exactly whom the message is directed to and who is being sent a copy.
C. Mail Bombing Mail bombing (e.g. sending large amounts of e-mail) should not be used as retaliation under any circumstances. It usually doesn't work and only damages innocent sites on the Internet. At best, it reflects badly on you and on MSC Southeast. Any person found mail bombing will be strictly disciplined.
MAINTAINING SECURITY OF ACCOUNTS, DATA, AND NETWORK
A. Account Security: For any computer account, you are responsible for the use made of your account. All accounts are required to be protected from unauthorized access by the use of a password. You are responsible for guarding against unauthorized use of your account. If you discover that someone has made unauthorized use of your account, you should immediately report the intrusion to the Information Technology Department. Guidelines for securing your account:
- Do not write your password anywhere.
- Do not tell your password to anyone else.
- Do not lend your account to anyone.
- Log out of your workstation when you leave, even if it's only for a few minutes.
Do not run Java or ActiveX applications when browsing the Web unless the source is trustworthy. ActiveX is particularly dangerous because it allows complete access to all your files and system resources.
B. Password Security: Passwords keep accounts secure. Information Technology has implemented reasonable precautions to make it more difficult for others to break into the system:
- You must change your passwords at least once every 120 days.
- Passwords must be between six and fourteen characters long.
- Users cannot reuse a password for at least one year.
Information Technology cannot protect your account without your help. You must take an active role to protect your password from others. If you have knowledge that any other password or account has been compromised, contact the Information Technology Department immediately. Tips for creating a secure password:
- Mix upper and lower case letters with numbers.
- Use the first letter of every word in a phrase or a song lyric.
- Use common words misspelled in an unusual way (i.e. spelling meow as me8owz).
- Do not use your name (last, first, or middle) in any form.
- Do not use your spouse's, parents', or child's name in any form.
- Do not use your login name in any form (e.g. as is, reversed, capitalized, doubled, etc.
- Do not use other information easily obtained about you, including license plate numbers, telephone numbers, the make of your car, the name of the street you live on, etc.
- Do not use a password of all digits or all the same letter.
- Do not use a word found in any dictionary (i.e. English, foreign language, spelling lists, technical).
C. Data Security Information stored on the college's computers and network equipment is the property of the college. Some of it is personal property (e.g. class assignments, term papers, etc.). Along with the privilege of using the college's computer and network resources comes the responsibility to honor the privacy of other people's information. Attempts to browse, copy, or modify files or passwords belonging to other people or organizations, whether at the college or elsewhere, will result in strict disciplinary action and possible loss of network privileges. In addition, redistribution of college materials and information, which may be obtained from the network, to third parties, is prohibited. As members of the MSC Southeast community, all computer users are honor bound to observe the rules of confidentiality and protection of privacy when accessing and using information that resides on the college's computing facilities. Data pertaining to the finances of the college, individual employees, and students must be kept in the strictest confidence.
D. Network Security: Systems Administrators in Information Technology at the college maintain security for the protection of all the college users. Any attempt to access, copy or modify this system security information or to obtain system privileges to which you are not entitled will result in disciplinary action..
APPROPRIATE USE OF ELECTRONIC MATERIALS, DATA, AND VIRUSES
A. Computer Viruses: A computer virus is a "man-made" program that is potentially damaging to computer-based information and resources. Users need to be sensitive to the ease of spreading viruses and should take steps to ensure that files and disks are virus free. Viruses can come from a variety of sources, including shrink-wrapped software and Microsoft Word and Excel documents. If you suspect that any file, disk, or system that you are using is infected with a virus, you should check the system with a virus-scanning program. If you find a virus, report it immediately to the Information Technology Department. Any attempt to create or disseminate computer viruses on the college computers or network resources will result in disciplinary action and possible loss of network privileges.
B. Offensive Material: Use of college-owned or college-provided equipment for viewing, accessing, or transmitting offensive material is strictly forbidden. This applies to any screen display or printing of images, sounds, or messages that could reasonably be considered unlawful, threatening, abusive, libelous, defamatory, obscene, pornographic, profane, or otherwise objectionable. Any attempt, whether by student, employee, or guest of the college, to access, view, or transmit such material using college-owned equipment or network resources will result in disciplinary action, possible loss of network privileges, and possible criminal penalties. If you receive any offensive material, please forward a copy with all relevant information (e.g. if e-mail, forward with all headers) to the Information Technology Department and we will address the situation.
RESPONSIBLE USE OF COMPUTING FACILITIES AND RESOURCES
A. Commercial Use: Computing facilities and accounts are owned by the college and are to be used for the college-related activities for which they are assigned. College computing resources are not to be used for commercial purposes. This policy applies to all college-owned and college-leased microcomputers, networks, minicomputers, and software used on the college system, as well as those accessible via networks at other locations.
B. Student Computer Lab Usage: MSC Southeast computer labs are provided specifically to meet the following needs of the student body:
- To serve as a tool in a classroom environment for teaching technology-related skills.
- To serve as a resource for completing academic and extracurricular work assignments.
- To provide a facility for research, utilizing the resources of the Library and Internet.
- To provide for communication among the students and with their family and friends both locally and globally.
These above activities are listed in order of priority use. Users are expected to respect this hierarchy and yield the use of systems to others with higher priority needs. Excessive use of public systems for Internet browsing, e-mail or game playing should be avoided out of consideration for others.
C. Treatment of Computer Equipment: Users are expected to treat the college computer equipment with respect, taking reasonable precautions against subjecting desktop computers, portable computers, printers, accessories, etc. to unusual wear and tear or damage by the elements. Any damage to, vandalism or theft of college-owned computer equipment will be reported to local police.
D. Use of Computing Facilities by Non-Community Members: Certain services will be made available via public accounts that might be established for alumni, prospective students, professional colleagues, or the general public. Generally, individual accounts are not issued to non-MSC Southeast community members. Certain exceptions can be made for individuals who need access to the system for operational reasons (e.g. service providers or volunteers) if the request is made in writing from the appropriate director or president's cabinet member to the Director of Technology. The request must document the reasons for granting access. It is important to note that much of the college's software is licensed for educational use only. MSC Southeast does not have the legal right to grant access for commercial use.
E. Internet Acceptable Use Policy: Computers at MSC Southeast are connected to the Internet via Cable & Wireless. Members of the college community who use the Internet must abide by the Cable & Wireless Internet Service Statement of Use. Since the Internet is made up of many autonomous networks, MSC Southeast users of the Internet must also abide by the policies of any networks that they access via the Internet. Policy violation could result in termination of the MSC Southeast network connection and/or legal action against that individual and possibly the college. State, federal, and international laws apply to misuse and abuse of computer networks. Questions regarding acceptable use should be directed to the Director of Technology.
F. Access Privileges: The privilege of using the campus and network computing resources provided by the college cannot be transferred, loaned, rented, or otherwise provided to people or groups outside the college without the explicit approval of the Director of Technology.
A. User Accounts: Individual network and e-mail accounts, and the access they provide to computing resources, are a privilege granted by the college. The college retains the right to deny access to the system and network, and/or to suspend, discontinue, or revoke access privileges.
B. Access by Administrators to Files Stored on the Network: The college's System Administrators have the right to access all files, stored data, and programs for the purposes of maintaining the system in working order, preventing damage to the system and its components, and enforcing compliance with applicable laws, regulations, and the college rules and regulations, including the Computer Code of Ethics.
C. Limits on the Use of Disk Space: All users of the college computer facilities, network, and equipment are subject to limits on the use of disk space. In order to enforce disk space limits, Information Technology Systems Administrators have the right access individual accounts and free the amount of disk space necessary to bring users into compliance. Administrators may delete any information without regard to date, content, or label, etc., with or without advance notice to the user.
Users in violation of any of the Information Technology policies stated in this document may have their computing privileges restricted, suspended, or revoked. In some cases, such as theft of equipment or violation of copyright laws, the user may be subject to criminal penalties. Information Technology or other appropriate authorities will follow up on all instances of policy violation. Information Technology may refer violations of policies to the appropriate channels for disciplinary action.
Contact the Director of Technology to report violations or issues of the above-stated policies and guidelines. Director of Technology Rick Nahrgang (507)453-2726 firstname.lastname@example.org
Section 606 - College World Wide Web Site Procedure
To ensure a unified image and high quality content, all information on the MSC Southeast Web site will be subject to these procedures. The Office of Marketing and Public Relations (MPR) is responsible for coordinating and organizing the content, design and use of the college's Web site In addition, MPR will serve as a source for assistance in setting up and maintaining Web pages that are appropriate to the college. MPR will oversee the development of a standard page template that must be used for all presentations. MPR will periodically review the Web site for accuracy, currency and compliance with these procedures.
In order to meet the college’s goals and visions and industry standards, the Office of Information Technology (IT) will work closely with MPR and other departments to provide technical solutions. IT will be responsible for configuration, development and deployment of the underlying Web technology and infrastructure utilized on the Web site, as well as, the underlying database technology and the front-end tools and utilities. Furthermore IT will be responsible for Web application development including databases.
Departments planning to provide information for the Web site will designate a person within their unit who will be responsible for publishing, posting and maintaining the information provided. It is the responsibility of each instructional department or administrative unit to assure that inquiries about its Web page are answered or forwarded to the appropriate person for answering in a timely manner. Departmental authors will work closely with MPR and IT to establish their presence. The authors will be the only persons authorized to enter and update materials in the various pages of the Web site Departmental authors must complete specified training in order to be approved for access to publish on the site. Authors must create and edit pages using Macromedia Contribute.
Instructional pages and materials shall be submitted through the appropriate Dean or Coordinator for his/her approval to ensure content represents the official views or statements of the instructional department. After approval, a copy of these pages shall be sent to MPR for its approval. It will then coordinate with IT of posting to the Web site
Information, use and content related to all other areas will be directed to MPR for its approval and coordination with IT of posting.
Questions about the application of MSC Southeast Web site Policies and Guidelines or the development of departmental Web pages should be directed to the Director of Marketing and Public Relations.
All areas of the college are encouraged to provide materials and content ideas that they believe will be of interest to people within and outside the college. Examples include information about current offerings, course outlines, how to avail oneself of offerings and services provided by the college, how to contact individuals and departments of the college, examples of student work, access to various public documents of the college, and employment opportunities.
Web pages must comply with the College’s established Web Publishing Standards and Guidelines.
WEB PUBLISHING STANDARDS AND GUIDELINES
These Web Standards and Guidelines have been established by MPR to assure a unified and appropriate appearance for official college Web pages.
A standard page template has been designed which departmental authors must use as a basis for creating departmental Web pages. The template currently includes:
The appropriate MSC Southeast header and logo at the top of the page.
- The name of the department.
- The "return to home" image and footer linking the page back to the MSC Southeast Main Home Page as developed and distributed by MPR.
- The file or URL address in all lower case. Server software is "case sensitive." The date of last revision (month/date/year) in an HTML comment and a date for review/deletion.
- The name and e-mail address of the Web page author or contact responsible for the page for readers to submit comments, questions, etc., about the contents of the page.
- This copyright notice: Copyright © 2000 (Current Year) Minnesota State College Southeast.
All submissions must be completely proofread, spell-checked and reviewed for proper grammar and consistency with college policies prior to publishing and posting.
If the page is incomplete or does not work correctly, it should include the "Under Construction" symbol distributed by MPR.
Web pages should be short, preferably one page and no more than two, except for specific archived documents.
Authors should keep in mind that pages appear differently on different browsers. Consider how the page will look using a text-based browser. Avoid browser specific tags.
The MSC Southeast logos should never be redrawn or tampered with. Any alterations will reduce the effectiveness and consistency of our identity and must be strictly avoided. The official college seal is not to be used on the MSC Southeast Web site except in an official capacity consistent with the college's policies pertaining to logos.
Sub-links to other pages within the MSC Southeast Web site are encouraged. Avoid duplicating documents that appear elsewhere on the server; link to them instead.
Links to external (non-MSC Southeast) commercial and non-commercial sites must be appropriate to the mission and purpose of the college; for example, links that have educational value or have interest to the college community. Links must be approved by MPR, the departmental Dean/Coordinator and IT.
A listing of all links to, and all links from, a submitted page must be provided so that appropriate linkages can be assured and monitored.
Do not use links which would be abusive, profane, harassing or sexually offensive to the average person.
Do not include overly large graphics in your Web pages. Some users are viewing documents using slow speed modems and downloading these images can take a great deal of time. Graphics should be included in Web site materials only to the extent necessary to accomplish the purpose of the document.
Use ALT tags for all graphics and images that are not duplicated in text.
Do not use audio, pictures or videos of people without their specific written consent.
Do not use images or data which would be abusive, profane, harassing or sexually offensive to the average person.
Copyrighted materials must be cleared for use. Trademarks are the property of their owners and must be used by permission. Permission documents must be obtained if necessary and provided to MPR.
Personal Web Pages
Web pages for personal use by employees or students will not be allowed. Links from the MSC Southeast Web site to a personal Web page that resides on another server are not permitted and will be deleted when detected.
Commercial, for-profit activities or advertising in any form is not allowed on the MSC Southeast Web site
Web page authors should check their pages regularly to make sure information is up-to-date and links are operational. MPR will review the entire Web site continuously for currency and accuracy of links. Every page will be checked for expiration date, continuation of the person indicated as being responsible for the page, continued existence of the links embedded in the page, etc. Discrepancies will be noted to the responsible page master or department for correction. Any page that is not upgraded after notification will be removed.
MPR and IT reserve the right to remove or refuse server uploads for any programs, HTML documents, graphics, audio, forms, or data that do not comply with the MSC Southeast Web site Policy and Standards and Guidelines. When opinions differ on the appropriateness of materials or a page's compliance to these policies and guidelines, differences will be resolved through appropriate supervisory channels.