Contents
Cal Poly Pomona

Procedures for Maintaining Faculty Computers

In support of the faculty's use of technology for teaching and administrative purposes and in support of the security of campus technology resources and data, campus technical staff members have duties that require them to set up and maintain faculty laptop and desktop computers. Technical staff in the academic areas (colleges departments, the library) often employs student assistants to perform some of the necessary tasks.

It is essential that the integrity of confidential materials such as course materials (including quizzes and exams) and student information (grades, advising contracts, etc.) be assured whether these materials are in electronic or hard-copy form. The purpose of these procedures is to help ensure the protection of this confidential information. The reader should review the campus Appropriate Use Policy for general provisions.

Expectations

  • Technical staff and student assistants who perform IT functions must be trained on both technical and ethical matters. They must be aware of the campus Appropriate Use Policy (AUP) and its provisions that protect confidential information in both electronic and hard-copy form, and of their obligation to act in conformance with the AUP.
  • Technical staff will inform faculty members in advance of work to be done, and if not possible, then shortly after work is completed in the faculty member's office and/or on the faculty member's computer. (Note that this is not always possible, for Instance when the work to be performed is to prevent the spread of a computer virus or investigate a security incident.) If the faculty member requests to be present, or requests that the work be done at a specific time, the request will be honored to the extent possible.

Recommendations

  • Faculty members and technical staff should use the capability of servers (central, local, or departmental) to perform automatic updates for operating systems and other software on faculty computers. This reduces the necessity for in-office technical work.
  • Faculty members should use encryption technology (e.g., encrypted memory stick) so that they can save sensitive material in a secure way. This technology shall be provided by the university.
  • Faculty members should use locking screen savers so that if they are interrupted or leave their computer when in the process of reviewing confidential information, the information is less likely to be viewed by others.
  • Faculty members must never share with anyone their passwords that provide access to
    confidential information
  • Recognizing that some confidential material is in hard-copy form, faculty members should store sensitive materials in a secured location, when not in use, and should lock their office doors when they are not in the office.

[Agreement by the CFA and the CSU, effective 2009-07-08.]