Palm Beach State College Board Policy

Title: Acceptable Use of Information Technology

Policy Number: 6Hx-18-6.07

Legal Authority: 1001.64 FS, Chapter 815

Date Adopted/Amended: Adopted 6/19/2001; Amended 9/11/2007, 4/12/2016, 7/11/2017, 4/8/2025

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Purpose

This policy establishes clear policies and procedures for all persons who have been authorized to use the College’s Information Technology (IT) resources and to ensure that such resources are used in a lawful, ethical, and secure manner.

Scope

This policy applies to all members of the College community, including all faculty, students, staff, contractors, visitors and guests. The College’s IT resources are available and should be used in support of the College’s mission and must be used in a manner consistent with that purpose.

Definitions

Information Technology Resources: Includes all College-owned or managed computer systems, file servers, cloud services, printers, workstations, networks (local and wide area), internet access, storage devices, storage media, software, software applications, email systems (including attachments), voice communications infrastructure, instructional laboratories, and, with regard to the aforementioned, all associated tools, instruments, and facilities.

Policy Statement

College-provided access to Information Technology resources is a privilege. Users may only access the IT resources they have been specifically authorized to use. The College requires that all users access and utilize these resources ethically and legally.

1. Unless otherwise approved by IT, College employees may only use College issued devices to access the College network and sensitive employee or student data. Only work-related materials may be stored or saved on the College’s system. Each user is responsible for complying with the College’s Public Records Retention and Disposition policy (6Hx-18-1.25) to ensure appropriate handling of records. Unauthorized storage, archiving, or transfer of non-work-related materials constitutes a violation of this policy.

2. Malicious, negligent, or intentional destruction, removal, or tampering with work-related materials or IT resources is strictly prohibited. This requirement aligns with the Data Governance Policy (6Hx-18-6.08) to ensure proper management of institutional data. Users must take appropriate precautions to protect data and IT infrastructure from unauthorized access, cyber threats, and system misuse. This includes, but is not limited to, adhering to the Security Awareness and Training Policy (6Hx-18-6.03) to stay informed on best security practices.

3. Users of College Information Technology resources are responsible for the content of their personal communications. Palm Beach State College accepts no responsibility or liability for any personal or unauthorized use of its resources by users. Unauthorized use of Information Technology resources, including but not limited to, accessing restricted systems, using IT resources for illegal purposes, or engaging in cyber misconduct, is strictly prohibited.

4. When using the College’s Information Technology resources, users must comply with all applicable international, federal, state, and local laws, State Board of Education Rules, and all applicable policies and procedures of the College.

5. Use of Artificial Intelligence (AI) within IT resources must comply with the Acceptable Use of Artificial Intelligence Technologies Policy (6Hx-18-6.09). Users must avoid inputting restricted or internal use data into AI systems without IT and Information Security approval.

6. Users who violate this Policy are subject to penalties up to and including loss of privileges to use the College’s Information Technology resources and suspension and/or dismissal from employment as per the Grounds for Termination of Employment Policy (6Hx-18-5.44). Illegal actions will be reported to the appropriate authorities and the College will cooperate in any resulting criminal prosecution.