Number: IT 000
Effective: December 1, 2016
Department: Information Technology
Last Revision: December 19, 2016


To maximize the value and use of CWI’s Information Technology (IT) Resources consistent with applicable state and federal law and the policies of the Idaho Technology Authority (ITA), the Idaho State Board of Education (SBOE) and CWI.


Applies to all users of CWI’s IT Resources.


Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.

User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.


CWI’s IT Resources are provided to support CWI and its academic and service missions, CWI’s business and administrative functions, and its student and campus life activities. Use of CWI’s IT Resources must comply with state and federal laws and regulations and policies of the Idaho Technology Authority (ITA), the Idaho State Board of Education and CWI.


Personal Use Limited 

The primary purpose of CWI’s IT Resources is to conduct official CWI business. CWI employees may, however, use the Internet and electronic mail on occasion for individual purposes on their personal time as provided by applicable CWI policies and procedures.

Academic Freedom And Associated Responsibilities

The First Amendment rights of academic freedom and freedom of expression, including the responsibilities associated with those rights, apply to the use of CWI’s IT Resources.

Rights and responsibilities related to the use of CWI’s IT Resources are guided by this policy, CWI’s Respectful Community Policy, the Student Code of Conduct, other applicable CWI policies, the policies of the Idaho State Board of Education and Idaho Technology Authority (ITA) and other state and federal laws and regulations.

Limited Privacy Expectations

CWI, as a public institution of higher education, is subject to the public records laws of the state of Idaho. While some information may be exempt from disclosure, information or records stored on CWI’s IT Resources are generally presumed to be open for review and inspection and are subject to public disclosure requests and examination by CWI officials in order to determine if exemptions apply to prohibit disclosure. As such, CWI will examine and disclose information or records stored on CWI’s IT Resources as required by law. In addition, CWI may have a business necessity or reason to access and examine information, records, files, communications, and accounts of its employees or students, including but not limited to the investigation of substantiated complaints or other reliable evidence of misuse or violation of law or policy. Therefore, Users of CWI’s IT Resources should have a limited expectation of privacy in the use of such resources.

Prohibited Actions

College IT Resources shall not be used for:

  • Commercial or personal profit-making purposes or for personal benefit where such use incurs a cost to CWI and is not academic or work related. Accessing or attempting to access another person’s directory, files, or mail, whether protected or not, without permission of the owner. Attempts to access unauthorized IT Resources via the computer network, to decrypt materials, or to obtain privileges to which the user is not entitled are prohibited.
  • Visiting, viewing or distributing Internet sites or materials that contain obscenity, as defined under applicable federal and state law; and publishing, displaying, transmitting, retrieving or storing such obscene material.
  • Intentional access to or dissemination of pornography by CWI employees, temporary staff, contractors or vendors, unless such use is specific to work-related functions and has been approved by the respective manager or such use is specifically related to an academic discipline or grant/research project. This applies to any electronic communication distributed or sent within the CWI network or to other networks while using the CWI network.
  • Intentionally or negligently interfering with the proper operation of any system or its use by others.
  • Creating or distributing defamatory material or true threats, as defined under applicable law or other illegal activity, including but not limited to stalking as defined under applicable law or CWI policy.
  • Downloading, disseminating, storing, using, or printing materials in violation of copyright laws including articles, music, videos, games, and software. See CWI’s Intellectual Property and Copyright policy for more details.
  • Causing congestion, overload or disruption of networks or systems, including the distribution of chain letters.
  • Creating or knowingly disseminating unwanted and unsolicited emails or materials (spam) in such a large volume that it tends to disrupt the proper functioning of College IT Resources or individuals’ ability to use such resources.

Users of College IT Resources shall not:

  • Remove, transfer, disable or dispose of computer software licensed to CWI. Contact IT for details.
  • Share CWI user credentials and passwords with other persons. Each user must have an individual account, passwords must be protected, and the user must not leave a machine logged on when not present unless the machine has been electronically locked and is in a secure area, such as a private office.
  • Consume unreasonable amounts of resources. CWI may impose restrictions or limits on the use of such resources.
  • Falsify e-mail or newsgroup postings.
  • Attempt to circumvent login or security procedures.

Policy Non-Compliance 

Suspected violations of this policy should be reported to the appropriate supervisor, department head, Dean, Vice President or IT.

Use of CWI’s IT Resources is a privilege, not a right, and abuse may result in the immediate removal of privileges pending final resolution.

Violation of any portion of this policy may result in corrective action. Whether a violation has occurred and the appropriate corrective action will be determined by the violator’s supervisor, department head, Dean, or Vice President. Incidents will be evaluated on a case by case basis and may result in one or more of the following:

  • Restricted access or loss of access to the CWI network or CWI’s IT Resources;
  • Suspension or expulsion, in the case of students;
  • Dismissal from employment, in the case of faculty and staff;
  • Exclusion from campus, in the case of vendors or members of the public; and/or
  • Civil and/or criminal liability.