Acceptable Use of Information & Communication Technologies

Purpose

To establish a protocol governing the use of electronic systems and services provided by the Ontario Student Trustees’ Association – l’Association des élèves conseillers et conseillères de l’Ontario.

Policy statement

Definitions

  1. Information and communication technologies will herein be abbreviated as ICT.

  2. Personally-owned ICT refers to hardware, software, and data not provided by the Ontario Student Trustees’ Association.

  3. Personally-assigned ICT refers to hardware, software, and data provided by the Ontario Student Trustees’ Association.

  4. Personal information includes but is not limited to home address, telephone number, credit card numbers, or other personally identifying information.

  5. ICT includes use of hardware (computers, mobile devices, phones, etc.), networks and related equipment as well as the use of information systems and applications such as computer software, electronic mail, web pages/applications and the Internet, whether used within OSTA-AECO or in a way that has a connection to OSTA-AECO. ICT includes personally-owned and personally-assigned equipment.

  6. Users includes any person (Student Trustees, Officers and Directors of the organization, or visitors) who use OSTA-AECO’s ICT systems and services.

User responsibilities

  1. Users shall not transmit or receive content or use ICT in any way that is abusive, criminal, defamatory, derogatory, discriminatory, illegal, deceptive, inappropriate, indecent, libelous, obscene, offensive, profane, racially offensive, sexual, sexist, slanderous, threatening, or in a way that promotes hatred or harm against any group or person.

  2. ICT use is not intended for profit or advertising. ICT use complies with the theme and spirit of education; however, reasonable, non-profit personal use of ICT is permitted.

  3. Users shall adhere to all copyright laws and terms of use regarding the downloading, use or redistribution of any software, media or information.

  4. Users shall not intentionally damage or adversely impact ICT.

  5. Users shall respect ICT and people by not transmitting or intentionally receiving malicious or unwanted information, software (e.g., spam, viruses, hacking, malware, spyware) or undertake malicious activity (hacking/cracking, password sniffing, premeditated disruption of service).

  6. Users shall represent their online identity truthfully and only access account(s), information and systems for which they are authorized.

  7. Users shall safeguard passwords, personal information, and personal devices from unauthorized users.

  8. Users understand that use of ICT within the organization is a privilege, not a right. Users who violate these procedures risk losing ICT privileges. Violations of a serious nature may be referred to police.

  9. Users will use accounts provided by the organization where possible (e.g., Office 365).

  10. Users will comply with all privacy legislation.

  11. Users understand that OSTA-AECO reserves the right to review, retrieve, read, and disclose any files, messages, or communications that are created, sent, received, or stored on or through the services or equipment it provides. OSTA-AECO’s right to review/monitor is for the purpose of ensuring the security and protection of business records, preventing unlawful and/or inappropriate conduct, and creating and maintaining a productive work environment. Users should not expect privacy with respect to any of their activities when using services or equipment provided by OSTA- AECO. Use of passwords for provided systems does not create a reasonable expectation of privacy or confidentiality of information being maintained or transmitted.

Responsibilities

All service users

  • OSTA-AECO is not liable for lost or damaged personally-owned equipment.

  • OSTA-AECO will provide accounts and email/conferencing to all users within its jurisdiction.

  • OSTA-AECO will provide technical support.

  • OSTA-AECO may investigate potentially inappropriate use of its services.

  • OSTA-AECO will maintain confidentiality with respect to personal/private information accessed for operational reasons.

Executive Council and Board of Directors

Members of the Executive Council and Board of Directors are to report any discovered inappropriate use to the Director responsible for oversight of technical infrastructure as well as to the Administration Officer.

General Assembly

Members of the General Assembly are to report any discovered inappropriate use to a member of the Executive Council.