5.2 Policies and Use Issues
Current technology policies at SCSU include an assortment of practices and procedures
with no centralized coordination. It's been unclear who enforces policies and how
they are enforced. Therefore, the campus needs a coordinated strategy for technology
use and enforcement.
This need for a coordinated strategy has been intensified by increased security
concerns resulting from networked computers as well as by the current political
climate (including legislation like the Data Privacy Act, the USA PATRIOT Act,
and the Gramm-Leach-Bliley [GLB] Act), which have increased the likelihood of subpoenas
and other law enforcement involvement related to technology use and policies at
SCSU. Therefore, the campus needs to determine what data is going to be retained
concerning technology use and who is going to be responsible for developing, implementing,
and enforcing technology policies.
Campus departments/offices that need to be involved in developing this coordinated
strategy include Learning Resources & Technology Services, the Center for Information
Systems, Human Resources, Records and Registration, Student Life & Development,
Residential Life, the President’s Office, Academic Affairs, and Public Safety.
Off-campus entities that should be consulted during the formulation of these policies
and procedures include MnSCU, the State Attorney General’s office, and outside
vendors (i.e. dial-up providers like USLink
In the next five years, we should
- develop a coordinated plan for reviewing and developing technology policies at
- evaluate current SCSU technology policies
- revise these policies as necessary
- develop means of addressing cross-system communication so that policies can be
implemented and enforced effectively across all affected areas
- communicate to users all changes in policies, including enforcement procedures
- implement new technology-use policies campus-wide
Specific Actions and Timeline
The Provost will establish an official working committee that includes representatives
of all stakeholders. This committee will be charged with developing a plan to
coordinate technology policies at SCSU. The committee will follow this schedule
rather than the standard timeline for carrying out and reporting on specific
- By May 2004, this working committee will
- compile existing SCSU policies
- compile relevant federal and state laws and regulations as well as MnSCU policies
- investigate successful models of technology policy implementation and enforcement
and compare these models to SCSU policies
- revise current policies and write new policies as needed
- develop an ongoing means of policy review and development
- present proposed changes to existing policies as well as new policies to the
campus community for feedback and to the Provost, who will bring them to Meet & Confer.
- By May 2005, the Provost will communicate to all affected areas (i.e. Human Resources,
Records and Registration, etc.) approved policies so that these policies can
Costs will primarily result from allocating employee time to developing technology
use policies instead of to other projects. Once a clear plan is developed and approved,
additional funds may be needed for hiring additional personnel to implement and
enforce the policies.
- Do we have a coordinated plan for reviewing and developing technology-use
policies at SCSU?
- Are existing policies reviewed on a three-year rotating cycle?
- Are current policies revised and new policies developed as necessary?
- Do we have a list of current issues concerning cross-system communication as
well as a coordinated plan for addressing these issues?
- In general, do stakeholders understand SCSU technology policies and have input
into their review and development?
- Are new campus policies communicated to and implemented by affected areas in
a timely and effective manner?
Revised: May 2003