Policies and Terms of Use for Technology at Wittenberg University

Access To and Use of Computing Resources

June 19th, 2013

University computing services support the educational mission and operational needs of the institution, encourage community and contribute to open communication. Policies protect individual and institutional rights, and identify responsibilities associated with the privilege of access to institutional resources. By accepting the privilege of using University resources, the individual accepts the responsibility for learning the legal and policy restrictions on that use and agrees to abide by those regulations. The Wittenberg Information Technology Services Department is responsible for the integrity of computing systems and resources and for establishing guidelines for access and use of computing resources.

A user is responsible for all activity originating from his or her account and for ensuring that passwords or other security measures are not breached. A user who suspects that someone else has accessed his/her account must contact the Information Technology Services immediately. Faculty and staff members are responsible and accountable for their immediate family-member accounts. Family-members include spouses and dependent children as defined by the federal government for tax purposes.

Users may not:

  • Share passwords,
  • Attempt to circumvent security measures,
  • Interfere with the ability of others to use the network,
  • Use university computing resources for harassing communication, and
  • Use computing or networking resources to operate a business unrelated to the mission of the university.

Users must:

All staff are expected to use good judgement in determining the appropriate amount of time spent in accessing the Web and using other computer applications. Establishing and enforcing guidelines for at-work personal/recreational use of Wittenberg computing resources is the responsibility of each supervisor, within the general provision that there be zero impact on the employee's work performance.

Users who violate this policy may be denied access to university computing resources and may be subject to other penalties and disciplinary action, both within and outside of the university.

Use of hardware/software

University owned or leased computer hardware, software, and software licenses are the property of Wittenberg University. With the exception of intellectual property, data stored on university property is the property of Wittenberg University. ( A policy statement on ownership of intellectual property is being drafted by the Cabinet and will become part of this policy. )

Legitimate use of a computer or network system is based on the requirements of a user's position, not on the knowledge of the user or whatever is technically possible. Although some limitations are built into computer operating systems and networks, those limitations are not the sole restrictions on what is permissible.

The University owns licenses to a number of proprietary programs. Users may not redistribute or reverse engineer software outside of the license terms with the software suppliers. Copyright protection also applies to many resources found on the Internet, including but not limited to images, audio and video files, and electronic versions of print materials. The use and redistribution of any software or other copyrighted materials without permission is strictly prohibited.

Users may not change, copy, delete, read or otherwise modify university leased or purchased software except where permitted.

Protection of confidential information

Once an individual is granted access to data, he or she is responsible as a custodian of that data. Data custodians are held accountable for maintaining the security and confidentiality of those records to which they are granted access. Additionally, all faculty, staff and students must comply with the Family Educational Rights and Privacy Act (FERPA) guidelines regarding the release of student information.

Access to and use of data

Material that is damaging to the university, in violation of copyright laws, in violation of university contractual agreements, or otherwise contrary to university standards may not be downloaded or posted to university computers or transported across university networks. Violations include, but are not limited to:

  • Accessing, or attempting to access, data or information without proper authorization regardless of the means by which this access is attempted or accomplished;
  • Download copyrighted programs
  • Giving another person access to data or information to which they are not authorized;
  • Obtaining, possessing, using, or attempting to use passwords or other information about someone else's account;
  • Forging, fraudulently altering, or willfully falsifying computer files/data identified as university records;
  • Using electronic resources to hoard, damage, or otherwise interfere with administrative or academic resources accessible electronically;
  • Using electronic resources to steal another individual's work or otherwise misrepresent one's own work;
  • Interfering with the work of another user;
  • Supplying or attempting to supply false or misleading information or identification in order to access another user's account,
  • Deliberate, unauthorized attempts to access, use, or manipulate University computers, computer facilities, networks, systems, programs or data.

Right to privacy

Though users can expect the University to respect their privacy, the privacy rights of individuals using university owned equipment have some limits. In particular, Wittenberg reserves the right to monitor volume of traffic, investigate potential policy abuses, and take steps necessary to suppress viruses and other damaging programs. Computer Center personnel will not access programs, files or data without permission from one of the following:

  • The creator/ custodian of the materials,
  • The Dean of Students or President if the creator/custodian is a student or prospective student, or
  • The appropriate Vice President, Provost, or President if the owner is a member of the faculty, staff, alumni, parent, or family member of the faculty or staff.

Computer files are a form of property and the contents of a file will be treated as physical property. Users are expected to respect the privacy and restrictions placed upon information stored or transmitted across computers and network systems, even when that data or information is not adequately secured.

Safeguarding of security passwords, user identity, and system access

Investigating or reading another user's files is considered the same as reading papers on someone's desk - a violation of the person's privacy. Reading protected files without authorization by the custodian of the file, by whatever mechanism, is prohibited.

None the less please be aware that from time to time, especially when you are away from your desk, your supervisor or another employee may need to access your computer or files. You should not expect information left on your computer or in your files to be unconditionally private.

Students, faculty and staff should report violations of this policy, potential loopholes in computer systems security, and cooperate with the Director of Computing in the investigation of suspected policy violations. These issues should be reported to the Information Technology Services Solution Desk at solution@wittenberg.edu or by calling (937) 525-3801.

Users who have valid accounts may only use computer and network resources that they are specifically authorized to use. Users shall use accounts for authorized purposes and are responsible for safeguarding their computer account. Users should not allow other person(s) to use their account. Passwords should be changed often to ensure that private and secure files are kept secure. Computer accounts may not be transferred or used by other individuals including family and friends.

E-mail and Worldwide Web applications

Wittenberg maintains electronic mail, web, and other systems to facilitate university business. Although e-mail correspondence can take on a more informal tone, all messages composed, sent, or received on the electronic mail system should be considered official university correspondence and could be subpoenaed by a court of law.

The university expects e-mail messages to be treated as confidential by other employees and accessed only by the intended recipient. Employees should not attempt to gain access to another employee's messages without permission.

Communications via e-mail are subject to all university standards and policies that govern other forms of communication.

The university provides bulletin boards and chat rooms for communication purposes. As such, the university reserves the right to delete posted materials that violate standards of appropriate conduct.

The university also provides the opportunity for students, faculty and staff to post individual web pages. The University does not monitor web pages but individual students or staff members should be aware that university policies regarding harassment or inappropriate conduct apply to web page materials.

University email, web and other electronic services may not be used for commercial and/or private gain.


Any user's account, software, and hardware, is a possible target for vandalism. Attempted or detected alteration of user system software, data or other files, as well as equipment or resource disruption or destruction, is considered vandalism.


Any user of computing and networking resources can be denied full or partial access to computing and networking resources if he or she violates this policy. Generally, denial of service will be justified by well-documented violations of policy and warnings. The Information Technology Services may terminate or restrict any person's access to its resources, without prior notice, if such action is necessary to maintain availability, security, and integrity of operations for other users of the resources, or in the case of serious policy violations. The Information Technology Services will notify the user and the appropriate Vice President or Provost when access has been restricted or terminated.

Appeals will be handled through existing processes. (Student violations will be referred through the student conduct or academic misconduct system as outlined in the Student Handbook. Faculty and staff violations will be referred through conduct processes outlined in the Faculty Manual and the Administrative and Hourly Staff manuals.) Where directly applicable the Student Handbook, and the Administrative and Hourly Staff manuals take precedence over this policy.

Any user of computing and networking resources is subject to disciplinary action up to and even including termination of employment or expulsion from school for serious violations of this policy. Examples of serious violations include, but are not limited to, violations of the law (child pornography, FERPA), software piracy, and unauthorized access to and/or modification of data (academic records, financial, payroll, donor information). Click here to find FERPA information. Should it become necessary to deny faculty, staff, or current students access to computing or networking resources, a notice will be sent to them within 24 hours by mail. Should it become necessary to deny any other individual access to computing or networking resources, a notice will be sent to them within 48 hours by mail.

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Acceptable Use Policy

August 9th, 2016
  • Any modification of the network will not be permitted.
  • Our pursuits are academic, and the University must abide by applicable legal and copyright law. You may not use your network connection to act as a server or to use software for copyright infringement.
  • You will not be permitted to forge or misrepresent your identity or your network address. Only registered, approved devices may be used on the network.
  • Excessive use of network resources hampering use by others is also not acceptable.
  • Information Technology Services student staff members will not perform repairs or upgrades on personally owned computers. Our help is limited to getting your computer back on Wittenberg's network. No program, virus software, or device can prevent all viruses, Trojans, bots, etc. There will be times where the software corruption on the computer may be beyond our purview to correct. In those cases, we will refer you to your manufacturer's technical support or another third party for additional repair or assistance.
  • You are responsible for your behavior on the network and on the Internet.
  • Penalties for failure to comply with the University's usage guidelines can include: immediate suspension of network service, suspension of computer use privileges, and pursuit of disciplinary procedures outlined in the Student, Faculty, and Staff Handbooks.
  • We reserve the right to take appropriate action and/or suspend users who attempt to circumvent network security or post excessive network activity.
  • All users are expected to follow the Access and Use computing resources policy. The full policy may be found: https://www.wittenberg.edu/administration/informationtechnology/policies-and-terms-use-technology-wittenberg-university#acceptableuse

Neither Wittenberg University nor its designated agents may be held responsible for any damage to the student's computer and/or loss of data due to a virus, trojan, worm, etc. or efforts to repair/reconnect your computer to the network.

Note about malware: Some malicious programs are becoming more prevalent on the Web. There is no protection currently available from these programs. In some cases the only known fix to eliminate these from the computer completely is to delete and reload the software and/or operating system. We urge users to practice "safe" computing.

The university reserves the right to make changes to any part or all of these terms of use at any time. When a revision is made, the Information Technology Services will issue notification via e-mail to affected constituencies.
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Wittenberg University Privacy Policy

May 2nd, 2016

Using the web, all students, faculty, staff, and alumni can control what personal information Wittenberg releases to both the Wittenberg community and the general public. Your privacy settings will determine what information appears about you in our web directory.

What information is controlled by my information privacy settings? Your privacy settings control the release or suppression of your email address, local (campus) phone number, local (campus) address, Department (class year), title, home address, home phone, photo, and cell phone. You can set each option to display or keep hidden within Wittenberg (other Wittenberg users) as well as from outside Wittenberg.

To Review or Change Your Privacy Settings:

  1. Go to https://my.wittenberg.edu and enter your username and password.
  2. Select "Account Tools" and then "Privacy Options"

You will see a new screen where you can view and change your privacy settings.

Your privacy settings are arranged in two categories: one is for the information you are willing to have released to the Wittenberg Community and the other is for the General Public. Separating the information into two categories allows you to pick and choose what information you would like to have available to different groups of people. For example, some people may feel comfortable displaying home phone numbers to members of the Wittenberg community, but not to the general public.

Information you restrict to the Wittenberg community will only be available to people who authenticate themselves by logging into the web using their email username and password. Information you allow everyone to view requires no authentication.

Once you are satisfied with any changes you have made to the settings click the "Save Changes" button at the bottom of the screen.


We have set as the default the options that we believe will be the most common choices. Non Wittenberg individuals can view your name, email address, department (or class year), and title. By default, the Wittenberg community can view this information as well as your campus phone, address, and photo (if there is one available).

You can suppress all information from being seen by setting your email address from being viewed. This is true for both the campus community and off campus people. Please keep in mind that turning this feature off for the campus community will prevent Information Technology Services staff from looking up your information.

Further information:

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Privacy FAQ: Keep Your Private Information Private

Within the secure section of Wittenberg's web site we at times require users to give us personally identifying information and/or financial information (like their name and email address), unique identifiers (like their social security number), financial information (like their account or credit card numbers), and demographic information (like their zip code, birth date, or address). While we ensure the security of information entered through our secure portion of our web site, we strongly discourage you from electronically transmitting the following information outside of a secure web connection (I.E. Do not put the following information in an email message):

  • Date of Birth
  • Place of Birth
  • Social Security Number
  • Passport Number
  • Mothers Maiden Name
  • Son/Daughter's (Current Student) Social Security Number
  • Any Identifiable Financial Information
  • Password
  • Password reminder question/answer

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Student Financial Privacy Statement

May 2, 2016

Wittenberg University is committed to upholding the highest standards for securing and protecting customer financial data. In compliance with the FTC Rules Safeguarding Customer Information or the Gramm-Leach-Bliley Act, Wittenberg University will ensure the security and confidentiality of customer records and information; protect against any anticipated threats or hazards to the security or integrity of such records; and protect against unauthorized access to or use of such records or information. All relevant areas will follow the Information Security Plan for Wittenberg University.

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Information Security Plan

for Wittenberg University

May 2, 2016

I. The designated employees for the coordination and execution of the Information Security Plan are the Controller and the Chief Information Officer (CIO) of Wittenberg University. All correspondence and inquiries should be directed to the Controller's Office or the Information Technology Services (ITS) Department.

II. The following have been identified as relevant areas to be considered when assessing the risks to customer information:

  • Employee Management and Training
  • Information Systems
  • Student Loans
  • Student Accounts
  • Student Employment
  • Admissions
  • Registrar's Office
  • Financial Aid Office
  • Student Center-Meal Plans
  • Residence Life
  • Student Health Center
  • Continuing Education
  • International Education
  • Athletics
  • Physical Plant/Purchasing

III. The Controller will coordinate with the CIO to maintain the information security program. These two offices will provide guidance in complying with all privacy regulations. Each of the above relevant areas is responsible to secure customer information in accordance with all privacy guidelines. A written security policy that details the information security policies and processes will be maintained by each relevant area and will be made available to the Controller's and CIO's office upon request. In addition the ITS Department will maintain and provide access to policies and procedures that protect against any anticipated threats to the security or integrity of electronic customer information and that guard against the unauthorized use of such information.

IV. Wittenberg University will select appropriate service providers that are given access to customer information in the normal course of business and will contract with them to provide adequate safeguards. In the process of choosing a service provider that will have access to customer information the evaluation process shall include the ability of the service provider to safeguard customer information. Contracts with service providers shall include the following provisions:

  • An explicit acknowledgement that the contract allows the contract partner access to confidential information.
  • A specific definition of the confidential information being provided.
  • A stipulation that the confidential information will be held in strict confidence and accessed only for the explicit business purpose of the contract.
  • A guarantee from the contract partner that it will ensure compliance with the protective conditions outlined in the contract.
  • A guarantee from the contract partner that it will protect the confidential information it accesses according to commercially acceptable standards and no less rigorously than it protects its own customer's confidential information.
  • A provision allowing for the return or destruction of all confidential information received by the contract partner upon completion of the contract.
  • A stipulation allowing the entry of injunctive relief without posting bond in order to prevent or remedy breach of the confidentiality obligations of the contract.
  • A stipulation that any violation of the contract's protective conditions amounts to a material breach of contract and entitles Wittenberg University to immediately terminate the contract without penalty.
  • A provision allowing auditing of the contract partners' compliance with the contract safeguard requirements.
  • A provision ensuring that the contracts' protective requirements shall survive any termination agreement.

V. This information security plan shall be evaluated and adjusted in light of relevant circumstances, including changes in the university's business arrangements or operations, or as a result of testing and monitoring the safeguards. Periodic auditing of each relevant area's compliance shall be done per the Controller's Office and the ITS Department's internal auditing schedule. Risk assessment will be performed annually by each area and submitted to the Controller's office and the ITS Department. Evaluation of risk of new or changed business arrangements will be done through the Office of Business and Finance.

Copyright and File Sharing Policies

HEOA Information: P2P, filesharing

June 4th, 2011

The HEAO requires higher education institutions to participate in provisions intended to reduce illegal download and upload of copyrighted material through peer-to-peer (P2P) file sharing. Click each link to view Wittenberg's compliance plan for each segment of the HEOA.

Wittenberg University's compliance process and information:

HEOA Annual Disclosure Process

The HEAO requires higher education institutions to participate in provisions intended to reduce illegal download and upload of copyrighted material through peer-to-peer (P2P) file sharing.

  • Annual disclosure to network users that the illegal distribution of copyrighted material can subject them to criminal and civil penalties occurs through multiple methods:
    • Once yearly, students are required to acknowledge and agree to the Student Code of Conduct. This Code includes information about Wittenberg's process and penalties enforcing copyright infringement law and includes information regarding criminal and civil penalties students may be subject to under federal law.
    • Once yearly, e-mail sent to all students by Wittenberg's Dean of Students and Chief Information Officer will reinforce and remind students of the possible Wittenberg, criminal, and civil penalties they may incur by participating in copyright infringement.
    • Once yearly, all students will electronically sign through myWitt Portal the Access to and Use of Computing Resources and copyright statement included in the Student Code of Conduct.
  • Steps that the institution will take to detect and punish illegal distribution of copyrighted materials include both network and education components.
    • Wittenberg uses a hardware solution called Audible Magic to detect and disconnect illegal downloads of copyrighted materials. While hardware solutions are not 100% successful, Audible Magic is capable of interrupting much of this type of network traffic.
    • Copyright infringement notices received by the University will be promptly sent through remediation.
      • All notices received referencing Wittenberg's registered network resources (wired and wireless networks):
        • Students: Enforcement will follow the steps outlined in the Student Code of Conduct.
        • Faculty and staff: Enforcement will follow the steps outlined in the respective handbook, maintained by Wittenberg's Office of Human Resources.
      • Notices received referencing Wittenberg's Unsecure Wireless network: See Copyright Infringement Notification - Wittenberg's open wireless network
    • Wittenberg maintains a copyright education course available to all students, faculty, and staff to review on a voluntary basis via Moodle courseware.
    • Wittenberg maintains copyright education and information available to all students, faculty, staff, and guests through these web pages.
  • Alternatives to illegal file sharing: Click for a list of legal music, movie, television, and other sources, courtesy of Educause.com.
  • Wittenberg will identify procedures to periodically review the effectiveness of the plans to combat the unauthorized distribution of copyrighted materials.

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Finding Copyright Information

June 4th, 2011

Comprehensive; Stanford University Libraries - includes search capability

This home page contains the electronic version of Fair Use of Copyrighted Works promoted by CETUS (Consortium for Educational Technology for University Systems), which is comprised of California State University, State University of New York, and the City University of New York

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Witt Unsecure Open Wireless Filesharing Notice

June 4th, 2011

When Wittenberg receives notification of a copyright violation and the computer's owner can be identified, the computer's owner is subject to Wittenberg's existing policies and practices for copyright violation notifications. (Access to and use of Computing Resources)

Where Wittenberg cannot identify the owner of a computer using Wittenberg's open wireless network and Wittenberg receives notice of a copyright violation, the computer will be prohibited from using the open wireless network. Where possible, a web page will appear notifying the computer's user.

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Copyright Infringement Notification - Wittenberg's open wireless network

When Wittenberg receives notification of a copyright violation and the computer's owner can be identified, the computer's owner is subject to Wittenberg's existing policies and practices for copyright violation notifications. (Access to and use of Computing Resources)

Where Wittenberg cannot identify the owner of a computer using Wittenberg's open wireless network and Wittenberg receives notice of a copyright violation, the computer will be prohibited from using the open wireless network. Where possible, a web page will appear notifying the computer's user.

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Information Technology Services Sample Confidentiality of Records Agreement

June 14th, 2011

I understand that by the virtue of my employment with the Information Technology Services at Wittenberg University, I may have access to records which contain individually identifiable information as well as other individuals' private information or data and the disclosure of which is prohibited by the Family Educational Rights and Privacy Act of 1974 (FERPA). Security and confidentiality is a matter of concern for all employees within the office of the Information Technology Services and any other persons who have access to data systems or physical facilities. Each person working in the Information Technology Services holds a position of trust relative to this information. Therefore, as an employee of this department, I agree to respect and adhere to the following statements:

  1. I will not make or permit unauthorized use of any information.
  2. I will not seek personal benefit or permit others to benefit personally by any confidential information which has come to me by virtue of my work assignment.
  3. I will not exhibit or divulge the contents of any record, data, or report to any person except in the conduct of my work assignment.
  4. I will not knowingly include or cause to be included in any record or report a false, inaccurate, or misleading entry or to alter, destroy information, or commit any similar act. I will not view, remove, or modify any data except as directed by my supervisor in the performance of my duties.
  5. I will not aid, abet, or act in conspiracy with another to violate any part of this confidentiality agreement.
  6. I will immediately report any violation of this code to my supervisor.
  7. I will adhere to

    Wittenberg University's Computing Resource Policy.

I acknowledge that I fully understand that the intentional disclosure by me of this information to any unauthorized person could subject me to criminal and civil penalties imposed by law. I further acknowledge that such willful or unauthorized disclosure also violates Wittenberg University's policy and could constitute just cause for disciplinary action including termination of my employment regardless of whether criminal or civil penalties are imposed.


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This document last reviewed September 29th, 2020.

Wittenberg ITS Solution Center:

Enter & monitor your own ITS Work Order Tickets:https://helpdesk.wittenberg.edu
Phone:(937) 525-3801
Walk-in support:Located on the Thomas Library Main Level
Walk-in support Hours
Fall and Spring Semesters
Monday - Friday: 8:00 a.m. to 5:00 p.m.
Walk-in support Hours
Summer and Winter Break
Monday - Friday: 8:00 a.m. to 12:00 p.m.
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