Acceptable Usage Standards of University Technology Resources
Procedure Administrator: Vice President for Information Technology Services & Chief Information Officer
Authority: N.J.S.A. 18A: 64-8, N.J.S.A. 2C:20-23, et seq., 16 CFR Part 314, Family Educational Rights and Privacy Act (20 U.S.C. 1232g; 34 CFR Part 99)
Effective Date: December 29, 2018; October 27, 2025
Index Cross-References: Policy I-55:Campus Conduct Code; VI-28:Policy Prohibiting Discrimination in the Workplace; 6171: Remote Work
Procedure File Number: 4200
Approved By: Dr. Joe Bertolino, President
The Standards set forth below apply to all users of Stockton University technology resources, which includes all email, computing, video, data and telecommunication hardware and software equipment and systems owned, leased, granted or used in name, conjunction or association with the University. The Standards also apply to the use of Stockton University technology resources operated on a privately-owned computing device that is not managed or maintained by Stockton University. Appropriate use of Stockton University technology resources must be limited to the users’ status and function at the University.
Furthermore, users are advised not to consider any of their work, e-mail or electronic communication correspondence to or from University systems to be private. A violation of any of these Standards may result in revocation of usage privileges and/or appropriate disciplinary action under applicable University policies and procedures, and civil liability or criminal prosecution under applicable local, Federal and State laws and regulations (e.g., New Jersey Computer Crimes Act, N.J.S.A. 2C:20-23, et seq.).
The Standards of acceptable use of computer and communication technology are below with explanatory guidance.
I. Standard 1 - Appropriate Use of Facilities
Authorized use of and access to the University technology resources is intended and permitted solely to support the legitimate educational, administrative and mission-centered programs of the University.
Discussion - Students may access University technology resources for administrative functions related to admission, advising, degree completion, financial aid, registration, residential life, tuition payment, as well as for course-related instructional and approved extra-curricular purposes. Residential students in good standing may access data and telecommunication facilities for personal use subject to this Procedure and related Residential Life policies and procedures. Members of the faculty and staff may access University technology resources for institutionally recognized or sponsored instructional, grant, or research purposes. Employees may access University technology resources, as needed, in accordance with their job responsibilities and professional development. Use of University technology resources for personal use should be incidental and minimal. Limited access to University technology resources may be granted to users such as emeritus faculty, and other groups under applicable usage guidelines established by the University.
Authorization for use of and/or access to University technology resources is granted by the Vice President for Information Technology Services & Chief Information Officer (VPIT/CIO) or appropriate University supervisory authority. Authorization for the use of and/or access to administrative technology resources is granted by the VPIT/CIO and the Director or supervisor of the organizational unit that is the recognized custodian of the data for which access is requested. To protect against unauthorized or improper use, and to protect authorized users from the effects of unauthorized or improper usage, the VPIT/CIO or appropriate University supervisory authority has the right, with or without notice, to monitor, record, limit or restrict any user account, access and/or usage of account. Likewise, the VPIT/CIO or appropriate University supervisory authority may also monitor, record, inspect, copy or remove any data, file or system resources in its sole discretion. As permitted by law, nothing herein shall prevent local, State or Federal law enforcement from monitoring usage of technology resources.
Users should not use email or other University electronic storage/technology for any purpose that may be needed after graduation and/or post-employment, and users should have no expectation of access to such technology/files after such time.
II. Standard 2 - Appropriate Use of Accounts
Computer accounts or other identifiers used to gain access to University technology resources or data may be used only by the individual authorized touse the account or identifier, and only for the purposes for which the account was authorized.
Discussion - University technology resources are not to be used for the preparation or transmission of commercial or personal advertisements, non-University solicitations or promotions, personal monetary gain, unsolicited mass mailings, or for political or religious purposes.
The sharing of passwords or other access tokens by users with other individuals is prohibited. Users shall not disclose the password associated with an account or otherwise make an account, computing or communication system, or data available to
others who have not been authorized by the University to use the account, system or data. Users are responsible for all use of resources conducted under their user accounts and/or passwords and are expected to take appropriate safeguards to ensure that their account passwords are private and not disclosed to others. Users shall not capture, decipher or record other users’ account information, passwords or keystrokes, nor use or attempt to use another individual's account or personal information.
III. Standard 3 - Appropriate Use of Accessible Materials
Users shall not create, use, view, transmit, or store materials using the University’s technology resources that violate civil or criminal law.
Discussion - Censorship is not compatible with the values of Stockton University; however, some computers may be dedicated to specific research or teaching missions that limit their use. The University does not limit access to any information based on its content when it meets the standard of legality, and is viewed in a proper time, place, and manner.
Examples of inappropriate use include, but are not limited to: creation, possession, distribution, or transmission of material that is violent, constitutes child pornography; is obscene or sexually explicit and is unrelated to University-sanctioned work functions or scholarship; offensive, annoying or harassing communications (as defined by law); user’s participation in, or facilitation of, communications in furtherance of illegal activities; or other material that violates local, State or Federal law.
University technology equipment, computers, files, e-mail system, internet access, and the software furnished to users are to be used for appropriate University-related business and/or scholarly activity. The University specifically prohibits the use of technology (including internet access) and the e-mail system in ways that conflict with any University discrimination policy and procedure including, but not limited to, the Policy Prohibiting Discrimination in the Workplace and Title IX. University technology, email, and internet access should be used in such a way that all transmissions, whether internal or external, are accurate, appropriate, ethical and lawful. To enforce these standards, computer, internet and e-mail usage may be monitored by the VPIT/CIO or appropriate University supervisory authority, including retrieving and reading e-mail messages and other computer files, and monitoring of internet traffic. E-mail messages, and other use of the University’s computers are not confidential and users should have no expectation of privacy regarding their use of University technology resources.
IV. Standard 4 - Reliability and Integrity of Facilities
Users of University technology resources shall not knowingly develop, use, or transmit through the University's technology system any programs, data, or technology that interferes with, infiltrates, or damages University technology resources, or violates any civil or criminal law.
Discussion – Users of University technology resources shall exercise care to prevent misuse and to protect the use of programs or utilities accessed through such technology and shall not engage in actions that interfere with, infiltrate, or damage such technology.
Users shall not engage in any activity that may lead to unauthorized access to systems, accounts, or data on the University’s technology resources. Additionally, users shall not attempt to circumvent or subvert system or network security measures. Further, implementing methods that mask network traffic for unauthorized or unlawful purposes is prohibited. Any defects discovered in system security must be reported immediately to the VPIT/CIO.
V. Standard 5 - Regulations
The University prohibits the use of University technology resources, including e-mail, phone, internet, webpages, or systems with similar functions, to send fraudulent, harassing, obscene, indecent, profane, intimidating, or unlawful messages that are sufficiently severe, pervasive, or persistent, and are objectively offensive as to substantially disrupt or undermine a person’s ability to participate in or receive the benefits, services, or opportunities of the University. Additionally, users are prohibited from using University technology resources to access, or attempt to access, remote technology systems without authorization from the remote site. Users shall in the use of all University technology resources, which includes technology used in name, association or conjunction with the University, adhere to the rules and regulations governing the use of such technology and the University Campus Conduct Code.
Discussion - Use of and access to University technology resources, including computers and networks shall be in accordance with University policies and procedures.
VI. Standard 6 - Proprietary Rights
Users shall respect and observe proprietary rights associated with software, data, and documents.
Discussion - Computer software, documents or files protected by copyright are not to be copied from or into University technology resources, except as permitted by license or law. Documents protected by copyright are not to be reproduced or copied, unless permitted by the copyright owner or legally accepted as “fair use”.
VII. Standard 7 - Privacy
Users shall respect the privacy of other users.
Discussion - Users without the authorization of the VPIT/CIO or VPIT/CIO’s designee shall not attempt or knowingly seek, provide, view, use, delete, or modify information in, or obtain copies of any files or documents belonging to other users without explicit permission of those users. Searching through non-public data sources, technology systems, or any other storage media for unauthorized information is prohibited. Further, users shall not use University technology resources to plagiarize or claim the intellectual or literary property of others.
Users granted access to administrative data in which individuals are identifiable must respect the confidentiality of the data as well as any Federal or State law. Disclosure of data pertaining to students, for example, shall be in accordance with the Family
Educational Rights and Privacy Act (20 U.S.C. 1232g; 34 CFR Part 99) (“FERPA”). Additionally, financial data shall be protected in accordance with Standards for Safeguarding Customer Information, 16 CFR Part 314. Privileged, sensitive, confidential,
and/or personally-identifiable information may not be exfiltrated from University systems, shared or transmitted to third parties using email or other means without approval of ITS management, or unless required by court order, subpoena or other compulsory legal process.
Any personally identifiable or otherwise confidential data that is stored on computers, cloud servers, removable storage devices, or transmitted via email or otherwise electronically transferred must be stored and transferred in a secure manner. The Guidelines for Safeguarding Personally Identifiable and Confidential Information from Unauthorized or Accidental Disclosure are viewable on the Stockton Information Technology Services website.
Security systems are in place to prevent unwanted or unauthorized access. Any defects or weaknesses discovered in the security systems should be immediately reported to the VPIT/CIO, or appropriate authority in cases not involving facilities or technology under the auspices of Information Technology Services. Under no circumstances shall users, other than authorized system administrators, access or attempt to access system/network configurations, security programs, and/or files.
University email is the official means of communication between the University, its authorized offices and departments, employees, students, external consultants, vendors and organizations, including but not limited to other colleges, universities, accrediting agencies, regulatory authorities, and government bodies. All official correspondence and notifications related to University business are expected to occur through the University’s designated email system to ensure authenticity, accountability, and compliance with institutional and legal standards. Electronic mail is recognized as the equivalent of a formal memorandum. The University’s email systems are used to conduct official University business and support the academic and administrative operations of the University. Users of the University’s email system must use caution when sending and receiving information that is not intended for disclosure to third parties. Email system files and messages can be stored locally or offsite by Information Technology Services and may be backed up by Information Technology Services in alternate methods as a precaution against accidental loss or hardware failure. As such, systems and backups may contain privileged, sensitive, confidential, and/or personally identifiable information. The duplication and/or exfiltration of institutional data containing any of the aforementioned properties is strictly prohibited and may result in the violation of State or Federal law.
The contents of the University’s electronic communication systems may be subject to disclosure under a subpoena, court order, or other record requests, including requests made pursuant to the Open Public Records Act (N.J.S.A. 47:1A-1 et seq.).
System administrators, operators and certain authorized staff may be allowed full access to files and programs during development, maintenance, backup/restore operations, or in acting to fulfill assigned University duties or in safeguarding the integrity and reliability of University technology resources. Staff members who are granted such access shall respect the confidentiality of data stored. In the event that unauthorized computer or telephony system or other technology resources use is suspected, the staff member who detects, or is informed of the suspected violation, must notify the VPIT/CIO or appropriate University supervisory authority, as well as the Stockton Police Department. See Standard 8 for additional information.
VIII. Standard 8 - System Safeguards
Computing and communication facilities will be safeguarded to maintain integrity and ensure reliability to all users.
Discussion – To protect Stockton University technology resources against unauthorized or improper use, and to protect authorized users from the effects of unauthorized or improper usage, the VPIT/CIO or appropriate University supervisory authority has the right, with or without notice, to monitor, record, limit or restrict any user account, access and/or usage of account. The University may also monitor, record, inspect, copy or remove any data, file or system resources in its sole discretion. The use of encryption, the labeling of a communication as private, the deletion of a communication or any other
such process or action, shall not diminish the University’s rights in any manner.
The VPIT/CIO or appropriate University supervisory authority may regularly review access logs of systems, servers, and networked devices to ensure appropriate, safe, and reliable operation and utilization of University technology resources.
If the VPIT/CIO or appropriate University supervisory authority believe that an alleged violation of these Standards or other regulations presents a risk to the integrity and/or the orderly conduct of the operation of the University's technology resources, the user may be subject to restricted access or loss of access to such technology; disciplinary action under applicable University policies and procedures up to and including termination and/or expulsion from the University; and where appropriate, civil and/or criminal liability.
Stockton University reserves the right to update or revise these Standards or implement additional policies and procedures. Users are responsible to stay informed about and compliant with Stockton University policies and procedures regarding the use of University technology resources.
Review History:
Procedure Administrator 09/18/2025
Divisional Executive 09/18/2025
Faculty/Staff/Union Leaders 10/13/2025
General Counsel 09/29/2025
Senior Leadership 10/23/2025
President 10/27/2025
