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Antivirus
  • Policies - Access to Information Technology Resources Antivirus Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment.  As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business.  Employees should also remove any personal e-mail or files from their accounts during this period.  Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment.    A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation.   A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.  
Computer Repair
  • Policies - Repair of Computer Equipment Computer Repair Policies Repair of Computer Equipment Hamilton Computer Equipment All college computer equipment is maintained on a service contract with an outside vendor. Currently that vendor is VITEC Solutions (formerly IKON Technology Services). If a hardware problem is suspected the user should call the Helpdesk (859-4181) during normal business hours for assistance. If hardware service is indicated arrangements will be made with the VITEC technician. VITEC only repairs equipment located in college offices. Repairs will not be done in residence halls or private residences. Personally Owned Equipment VITEC Solutions also provides repair for personally owned computers. Computers are repaired at a discounted commercial rate established by the vendor as part of its contract with Hamilton. There is a minimum charge for examining the equipment if repair is not needed. Equipment must be delivered to the VITEC office in the basement of the Burke Library during regular business hours. The VITEC technician will be available each day between 4 and 5 p.m. to receive equipment, or by special arrangement by calling x4171 or by e-mail (vitec@hamilton.edu). Payment for the repairs must be made by check, credit card, or money order when the equipment is picked up. Charges for repair cannot be applied to your Hamilton College account.     For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169  
Computer Replacement
  • Policies - College Computer Equipment Computer Replacement Replacement of College Computer Equipment Most college computer equipment is replaced every four to five years (see exceptions below). The Goals of the replacement plan are to: assure that appropriate computing resources are available in public and departmental computing facilities, classrooms, and college offices to support the mission of the institution; assure that each faculty and staff member who uses computing resources in his or her position has a computer of sufficient capability to fulfill his/her responsibilities; implement minimum standards for computing equipment on campus; • encourage planning, cost-effective installation of new equipment and disposal of old equipment. Computer equipment is generally replaced during the late spring and summer months (May 1 - August 15). Replacement schedules are distributed annually to departments in early November for review and consultation with ITS staff. Hardware configurations for new equipment are prepared in March and individuals with equipment scheduled for replacement are notified of those details. Generally, individuals will have one college computer provided for them on the replacement plan. By the nature of their responsibilities, some individuals may need to have more than one computer to accomplish their responsibilities - for example, if they must use both Macintosh and Windows platforms in their work. In these cases, department heads/supervisors may request from the appropriate officer of the college (e.g., for faculty, the Dean of the Faculty) that an exception be made. Computers are essential tools for faculty, even when they are on sabbatical leave. For this reason the college permits faculty on leave to continue to use their computer during that period. Computers will be provided to faculty replacements from a pool of computers designated for this purpose. Computers are not to be purchased from departmental operating budgets. Only special funds designated for computer replacement or equipment purchases may be used for this purpose. The officers of the college approve such funds. Certain departments or individuals obtain grants or have special budget allocations for computing equipment. Computers purchased with these grants or budget allocations will not be on the replacement plan unless approval is obtained from the officers at the time the grant is received or the budget is allocated. Loaner Equipment Hamilton College employees can borrow laptop computers for up to seven consecutive days for uses related to college business. Both Macintosh and Windows laptops are available. These computers are enabled for wireless and high-speed internet access. Reservations are required, and should be made at least two business days in advance. For more information, or to make a reservation, call 4LLP (4557), or e-mail: laptop@hamilton.edu Departmental Equipment All college computers are maintained in a central inventory. At the time a computer enters the inventory the replacement cycle, if any, is designated. Computers that are an integral part of a piece of scientific equipment, or are used primarily for research purposes, are not generally part of the replacement plan. Replacement of such equipment is by a special request to the Dean of the Faculty. Old equipment is sold for residual values through Hamilton's official salvage process and must be returned to ITS.  Grant-Funded Equipment Individuals pursuing grants for computing equipment should discuss their plans with the Director, Desktop Integration Services as part of the budgeting process. Computing equipment that is acquired under grants will enter the inventory and be upgraded on a regular replacement cycle only if approved at the time of the application for the grant. Faculty members teaching in various special curricular programs are, under certain conditions, awarded research, or startup, funds. Some faculty members also have research funds available to them when they hold endowed chair positions. These funds may be used to buy additional computers and printers for office or home use, but the equipment will belong to the college. Such equipment should be ordered through the College purchasing process and will not normally be upgraded or replaced by the college, except through further use of research funds. If this equipment is to be on the computer replacement plan the faculty member must obtain a commitment, in writing, from the Dean and the Vice-President for Administration and Finance indicating this. Otherwise, the equipment will not be on a replacement cycle. Printers and Other Peripheral Equipment The college provides networked printing locations for workgroup clusters in every department. Individual desktop printers are not normally provided. Other peripheral pieces of equipment such as scanners are also generally provided in clustered locations instead of individual offices. Since these pieces of equipment are usually used intermittently, clustering allows sharing of specialized technical resources. Responsibility for Equipment Each employee is responsible for taking reasonable safety precautions in regard to Hamilton-owned computer equipment. Employees will be held responsible for damage to such equipment arising out of their negligence or intentional misconduct. Upgrades and Renewal For computer equipment on the replacement plan, ITS staff members consult with users prior to ordering and installing new equipment to determine the current and anticipated equipment needs. Computers that are replaced are returned to ITS. ITS then reassigns the computers or sells them through the campus salvage process. Hamilton will not upgrade non-Hamilton computers.   For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169
Email
  • Policies - Access to Information Technology Resources Email Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment.  As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business.  Employees should also remove any personal e-mail or files from their accounts during this period.  Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment.    A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation.   A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.  
  • Policies - Electronic Mail (E-mail) & Listserv (Mass E-mail lists) Email Department or Group Accounts By special permission, college departments and student groups will be granted a single account to facilitate connections between the department or group and interested parties. The department or group must identify one person to be responsible for the account and to act as the contact person. In addition, student organizations must be registered with the Office of Student Activities before an account will be granted. Appropriate Use of E-mail Hamilton strongly recommends that e-mail not be used for confidential communication. E-mail is now considered a formal written record that carries the same legal weight as a formal memorandum. Users of e-mail should remember that e-mail messages become the possession of the receiver and can be easily duplicated and redistributed by recipients. Messages that have been deleted can unintentionally be retained on system backup files. In addition, even secure passwords are not completely confidential. When a private message needs to be conveyed between two individuals, a conversation is the best way to accomplish it, and messages that should not be preserved should be deleted immediately. College policy prohibits certain types of e-mail. These include mail that may be perceived as harassment, political campaigning, chain mail or commercial solicitation. Violators will be subject to loss of computer access privileges, as well as additional disciplinary action as determined by the Hamilton judiciary procedures. Certain types of e-mail, including but not limited to harassing e-mail, may also subject the sender to civil or criminal penalties. In spite of College policy, e-mail can be abused by malicious users who know the owner's computing ID and password. Users are responsible for protecting their own passwords. ListServ Lists ListServ is a commercial software product installed on our E-mail system. It is designed to provide an easy way to create and maintain large E-mail mailing lists. These lists can be used for the one-way distribution of information, for E-mail based discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list?s behavior. Any faculty, staff, or student member of the Hamilton College community is entitled to become a ListServ list owner. Campus-based organizations and departments are also entitled to own lists, but an individual within the group must be designated as the list owner. Students must be in good standing with the Dean of Students office and student organizations must be registered with the Office of Student Activities. All lists must be approved by the ITS ListServ administrator prior to creation, but the following general guidelines apply: The purpose of the list must pertain to Hamilton College business. Lists are not open to off-campus subscribers unless special permission is obtained. However, Hamilton College students or employees who use off-campus E-mail addresses are allowed to own and belong to lists. It is the list owner's responsibility to learn the commands necessary to manage the list's subscribers. Under no circumstances can a list be used to participate in or promote activities that are illegal, violate the Hamilton College code of conduct, or the Hamilton College Honor code. To apply for list ownership and select a list type, please read Becoming a ListServ List Owner from which you can create your list. Return to Main Listserv Page ListServ Mass Mailing Lists Effective July 1, 2010 As a service to the Hamilton College community, several e-mail based mass mailing lists have been created. These are designed to facilitate the timely and cost-effective distribution of information to the campus community. E-mail now reaches almost all faculty, administration and staff (members of M & O generally don't use computers in connection with their responsibilities) and students. Participation in the mass mailing lists is voluntary. In order that these lists remain a reliable means of communication, it is important that members of the Hamilton community abide by a few guidelines. These guidelines are not designed to limit free speech but are intended to keep your mail volume at a reasonable level. Most importantly, anonymous mailings are prohibited. The sender's real name must be identified (in full) within the body of the message - not just at the top in the "from" line. There are two sets of mass mailing lists, one for announcement of events and the other for general campus notices. The guidelines for use of these lists are explained below. Events By an "event" we mean an activity (meeting, performance,, lecture, etc.) that takes place on- or off-campus at a specific date and time and is sponsored, or co-sponsored by either an academic or administrative department/program or a student organization recognized by Student Activities.   Sponsorship means that the chair of a College department, program or organization indicates that the organization supports the event and that members of the College are actively involved in organizing the event (e.g., as speakers). If someone other than the organizer(s) makes the event announcement, they share in the responsibility for adhering to the guidelines. Posting to the lists will be limited to all employees and two* student representatives, or the e-mail account assigned to each student organization recognized by Student Activities. Violations by the student representatives will accrue to the organization they represent regardless of whether the violator acted alone. An event will be limited to two posts to the mass mailing lists. Corrections count as one of the two messages. If an event is cancelled or postponed, two additional notices are allowed. Each message must have a subject line that is descriptive of the event The first 4 lines of the message must contain: Date and time of the event Sponsor of the event Name of the event Location of the event The remainder of the message should be a short description of the event. [Note that if you include graphics you may exceed the limit of 25 MB for the message. Such messages will be rejected.] Clarification: Posting a message to an inappropriate list is a violation (e.g., posting a message intended for students to the events-all  list) The mass e-mail lists for posting events are: a. Events-students@listserv.hamilton.edu (sent only to students) b. Events-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Events-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Events-staff@listserv.hamilton.edu (sent only to members of the staff) e. Events-admin@listserv.hamilton.edu (sent only to members of the administration) f.  Events-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Events-employees@listserv.hamilton.edu (sent only to employees) h. Events-all@listserv.hamilton.edu (sent to both students and employees) The notices mass e-mail lists will be used only for the following general categories. A non-comprehensive bulleted list of examples is provided for each category. Announcement of Hamilton deadlines, policies and procedures These announcements must come from individuals representing the administrative or academic departments responsible for the deadline, policy or procedure being addressed (e.g. drop-add, parking permits, library books due) Reports from Hamilton organizations or departments These reports must come from individuals representing the academic or administrative offices, or student organizations recognized by Student Activities who generated the reports (e.g., Minutes of Student Assembly, Agendas, reports from faculty meetings, Honor Court decisions, results of campus-wide initiatives or community events such as United Way, Heart Walk & Run, announcement of appointments). Notification of the availability of, or changes in, Hamilton College services or facilities These notices must come from individuals representing the academic or administrative departments, or student organizations recognized by Student Activities who are responsible for the services or facilities being addressed (e.g., dining and fitness center schedules, availability of Hamilton housing, IT and library services, department newsletters, availability of Hamilton-sponsored publications, Campus Safety announcements, sales in the College Store, Physical Plant notices, fund raising activities for Hamilton organizations, fund raising activities approved by Office of the President (for employees) or by the Student Activities Office (for students)). Surveys Student-initiated surveys must be related to the academic program and endorsed by a faculty mentor.  The request for such surveys must be submitted by the faculty mentor. These surveys must be sent to exception@hamilton.edu for prior approval. Student organizations recognized by Student Activities can submit surveys directly to the student lists. These must be surveys that will only be given to students. Surveys related to college business or faculty research may be submitted directly to the lists. Notices from members of the senior staff directly related to their areas of responsibility The mass e-mail lists for posting notices are: a. Notices-students@listserv.hamilton.edu(sent only to students) b. Notices-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c.  Notices-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Notices-staff@listserv.hamilton.edu (sent only to members of the staff) e. Notices-admin@listserv.hamilton.edu (sent only to members of the administration) f.  Notices-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Notices-employees@listserv.hamilton.edu (sent only to employees) h. Notices-all@listserv.hamilton.edu (sent to both students and employees) Please consider your audience carefully (e.g., do not send a mailing to "all" if you only need to reach students).Examples of inappropriate uses include, but are not limited to: Personal opinion, public debate, or campaigning Announcements should not attempt to sell the reader on a point of view.   The information provided should be as factual as possible and sufficient enough to explain the purpose of the announcement. If additional background information is necessary, a web link may be included.  A message that contains no actual announcement (e.g. does not meet the criteria listed above for an event or a non-event) is a violation. Give-aways (personal property such as furniture, tickets, equipment, books, etc.) Surveys other than those specified above Chain mail Lost and found (except when it is Hamilton College property, or involves animals) there is a Lost and Found channel in My Hamilton. Requests for rides (there is a Rides channel in My Hamilton) Items for sale - or items desired (including houses, tickets, books, services, etc.) There is a marketplace channel in My Hamilton that can be used for this purpose.   Exceptions to the Guidelines: Messages that Fall Outside the Guidelines, or from senders not approved for Mass Mail: Any individual wanting to post a message to the mass e-mail lists that falls outside of the guidelines, can request that the message be posted by sending a request for an exception to: exception@hamilton.edu. The request will be directed to the appropriate member of the senior staff for approval. Approval or denial will be communicated to the person making the request. Requests for exceptions should be sent at least two business days in advance of the time the posting is to take place. Penalties for Violations: A first time violation will result in the removal of posting (sending) privileges to the mass lists for a period of one month (not including breaks). A second violation will result in the removal of both posting and receiving messages to/from the mass lists for a period of one month (not including breaks). A third violation will result in the loss of posting and receiving privileges for the equivalent of a full semester. A fourth violation will result in the individual being referred to the appropriate judicial body dealing with employees or students. Violations are cumulative for as long as you are at Hamilton (or four years for employees). Loss of privileges applies to all the mass lists. Violators may appeal their penalty by submitting their reasons in writing to the chair of the Committee on Information Technology. The Committee will review the appeal and return a decision within 5 business days. During the appeal process the penalty will be suspended. [Return to Main Listserv Page] For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen Vice President for Information Technology, Hamilton College 315-859-4169
  • Your Hamilton College Electronic Resources Account Email Your Hamilton College Electronic Resources Account   What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix.  At present, your password is synchronized so that it will work with the various systems to which you may have been given access.  At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name.  You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources.  They can be read online by selecting Policies on the left side of this page.  In the Policies section, click on Policies, Procedures, Plans and Standards.  In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received.  Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below).  From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password.   If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”.  This will require a second login.   You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu.  If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office).   To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect.  To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call  the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.  
Hardware
  • Policies - Access to Information Technology Resources Hardware Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment.  As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business.  Employees should also remove any personal e-mail or files from their accounts during this period.  Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment.    A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation.   A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.  
  • Policies - Hardware and Software Hardware   Supported Products The Committee on Information Technology maintains a list of supported hardware and software. Suggestions for additions and deletions from the list should be submitted to the Chair of the Committee. The Committee will review this list periodically. This list includes the types and brands of hardware and software that are in use at the college and indicates the level of support that ITS can provide. Two levels of service are provided for supported information technology resources, full and limited. Full Support Products designated for full support are those with widespread use on the campus. Examples include generic products (word processors, spreadsheets, Web browsers, etc.). ITS will provide help for the integration of these products with other supported campus technology resources, including services such as installation, training, maintenance, troubleshooting, and upgrades. HelpDesk, hardware repair, and training services for these products will be available through ITS. ITS will maintain sufficient expertise on staff, or through contractual arrangements, to deliver a high level of service for these products. In addition, for these products, ITS will negotiate favorable pricing and maintain a central budget for software upgrades. Limited Support Products designated for limited support are generally used by one or two departments. Examples include computer-assisted instruction programs and simulations. ITS does not have access to these products on a regular basis. Departments acquiring such products should plan to develop their own expertise and be prepared to resolve problems through the vendors' support services. ITS will provide help installing these products. It is unlikely that Helpdesk, repair, or training services will be available for these products. Items in the limited category can move to the full category if they achieve more widespread use and sufficient resources exist within ITS to provide the range of services described above. Licensing of Software The use of all software in the College is protected by copyright laws and must be used in accordance with software licenses. It is against College policy to copy or reproduce any licensed software. Unlicensed software may not be installed on any computers owned by Hamilton. The unauthorized use or copying of software is a serious violation of policy and subject to disciplinary action. Such unauthorized use or copying may also subject the offending individual to law suits by third parties. Software on Personally Owned Equipment Hamilton's educational licensing agreements for software specifically limit installation to machines owned by the college. Therefore, software purchased by Hamilton under these agreements may not be installed on personally owned equipment. Our current license agreement with Microsoft does allow the installation of one copy of Microsoft Office on the home machine of an employee who has Office on the work machine. For information on these programs, Hamilton's current licensing agreements, and exceptions, contact the Director, ITS, Desktop Integration Services.
HillConnect
  • Your Hamilton College Electronic Resources Account HillConnect Your Hamilton College Electronic Resources Account   What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix.  At present, your password is synchronized so that it will work with the various systems to which you may have been given access.  At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name.  You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources.  They can be read online by selecting Policies on the left side of this page.  In the Policies section, click on Policies, Procedures, Plans and Standards.  In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received.  Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below).  From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password.   If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”.  This will require a second login.   You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu.  If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office).   To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect.  To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call  the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.  
Instruction
  • Faculty Media Workstation Instruction The Faculty Media Workstation, located within ITS on the third floor of Burke Library, is a development and production workspace specifically for faculty use. In this space, faculty can explore multimedia software (e.g. graphics, audio & video). This space is intended for multimodal project development and production independently or in consultation with instructional technologists. To make an appointment or reserve time to work in this facility, just email mpc@hamilton.edu. Faculty Media Workstation Policies Camera & Peripheral Equipment Loan – Faculty can borrow peripheral equipment for academic project development from the Faculty Media Workstation (FMWS) for up to two weeks at a time.  Students may borrow from a separate group of course support cameras with faculty permission emailed to mpc@hamilton.edu. Project Storage and File Management – Projects created on the faculty media workstation are the responsibility of the creator.  We attempt to back-up all projects on the FMWS scratch disk to another local hard drive.  We will maintain a copy of all project work we have a backed-up for 4 months.  We  suggest that an archive quality copy of each project be made and taken by the author as soon as the project is finished. All projects older than 4 months will be deleted from the workstation and back-up drives.
Laptop Loaner
  • Policies - College Computer Equipment Laptop Loaner Replacement of College Computer Equipment Most college computer equipment is replaced every four to five years (see exceptions below). The Goals of the replacement plan are to: assure that appropriate computing resources are available in public and departmental computing facilities, classrooms, and college offices to support the mission of the institution; assure that each faculty and staff member who uses computing resources in his or her position has a computer of sufficient capability to fulfill his/her responsibilities; implement minimum standards for computing equipment on campus; • encourage planning, cost-effective installation of new equipment and disposal of old equipment. Computer equipment is generally replaced during the late spring and summer months (May 1 - August 15). Replacement schedules are distributed annually to departments in early November for review and consultation with ITS staff. Hardware configurations for new equipment are prepared in March and individuals with equipment scheduled for replacement are notified of those details. Generally, individuals will have one college computer provided for them on the replacement plan. By the nature of their responsibilities, some individuals may need to have more than one computer to accomplish their responsibilities - for example, if they must use both Macintosh and Windows platforms in their work. In these cases, department heads/supervisors may request from the appropriate officer of the college (e.g., for faculty, the Dean of the Faculty) that an exception be made. Computers are essential tools for faculty, even when they are on sabbatical leave. For this reason the college permits faculty on leave to continue to use their computer during that period. Computers will be provided to faculty replacements from a pool of computers designated for this purpose. Computers are not to be purchased from departmental operating budgets. Only special funds designated for computer replacement or equipment purchases may be used for this purpose. The officers of the college approve such funds. Certain departments or individuals obtain grants or have special budget allocations for computing equipment. Computers purchased with these grants or budget allocations will not be on the replacement plan unless approval is obtained from the officers at the time the grant is received or the budget is allocated. Loaner Equipment Hamilton College employees can borrow laptop computers for up to seven consecutive days for uses related to college business. Both Macintosh and Windows laptops are available. These computers are enabled for wireless and high-speed internet access. Reservations are required, and should be made at least two business days in advance. For more information, or to make a reservation, call 4LLP (4557), or e-mail: laptop@hamilton.edu Departmental Equipment All college computers are maintained in a central inventory. At the time a computer enters the inventory the replacement cycle, if any, is designated. Computers that are an integral part of a piece of scientific equipment, or are used primarily for research purposes, are not generally part of the replacement plan. Replacement of such equipment is by a special request to the Dean of the Faculty. Old equipment is sold for residual values through Hamilton's official salvage process and must be returned to ITS.  Grant-Funded Equipment Individuals pursuing grants for computing equipment should discuss their plans with the Director, Desktop Integration Services as part of the budgeting process. Computing equipment that is acquired under grants will enter the inventory and be upgraded on a regular replacement cycle only if approved at the time of the application for the grant. Faculty members teaching in various special curricular programs are, under certain conditions, awarded research, or startup, funds. Some faculty members also have research funds available to them when they hold endowed chair positions. These funds may be used to buy additional computers and printers for office or home use, but the equipment will belong to the college. Such equipment should be ordered through the College purchasing process and will not normally be upgraded or replaced by the college, except through further use of research funds. If this equipment is to be on the computer replacement plan the faculty member must obtain a commitment, in writing, from the Dean and the Vice-President for Administration and Finance indicating this. Otherwise, the equipment will not be on a replacement cycle. Printers and Other Peripheral Equipment The college provides networked printing locations for workgroup clusters in every department. Individual desktop printers are not normally provided. Other peripheral pieces of equipment such as scanners are also generally provided in clustered locations instead of individual offices. Since these pieces of equipment are usually used intermittently, clustering allows sharing of specialized technical resources. Responsibility for Equipment Each employee is responsible for taking reasonable safety precautions in regard to Hamilton-owned computer equipment. Employees will be held responsible for damage to such equipment arising out of their negligence or intentional misconduct. Upgrades and Renewal For computer equipment on the replacement plan, ITS staff members consult with users prior to ordering and installing new equipment to determine the current and anticipated equipment needs. Computers that are replaced are returned to ITS. ITS then reassigns the computers or sells them through the campus salvage process. Hamilton will not upgrade non-Hamilton computers.   For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169
Listserv
  • Policies - Electronic Mail (E-mail) & Listserv (Mass E-mail lists) Listserv Department or Group Accounts By special permission, college departments and student groups will be granted a single account to facilitate connections between the department or group and interested parties. The department or group must identify one person to be responsible for the account and to act as the contact person. In addition, student organizations must be registered with the Office of Student Activities before an account will be granted. Appropriate Use of E-mail Hamilton strongly recommends that e-mail not be used for confidential communication. E-mail is now considered a formal written record that carries the same legal weight as a formal memorandum. Users of e-mail should remember that e-mail messages become the possession of the receiver and can be easily duplicated and redistributed by recipients. Messages that have been deleted can unintentionally be retained on system backup files. In addition, even secure passwords are not completely confidential. When a private message needs to be conveyed between two individuals, a conversation is the best way to accomplish it, and messages that should not be preserved should be deleted immediately. College policy prohibits certain types of e-mail. These include mail that may be perceived as harassment, political campaigning, chain mail or commercial solicitation. Violators will be subject to loss of computer access privileges, as well as additional disciplinary action as determined by the Hamilton judiciary procedures. Certain types of e-mail, including but not limited to harassing e-mail, may also subject the sender to civil or criminal penalties. In spite of College policy, e-mail can be abused by malicious users who know the owner's computing ID and password. Users are responsible for protecting their own passwords. ListServ Lists ListServ is a commercial software product installed on our E-mail system. It is designed to provide an easy way to create and maintain large E-mail mailing lists. These lists can be used for the one-way distribution of information, for E-mail based discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list?s behavior. Any faculty, staff, or student member of the Hamilton College community is entitled to become a ListServ list owner. Campus-based organizations and departments are also entitled to own lists, but an individual within the group must be designated as the list owner. Students must be in good standing with the Dean of Students office and student organizations must be registered with the Office of Student Activities. All lists must be approved by the ITS ListServ administrator prior to creation, but the following general guidelines apply: The purpose of the list must pertain to Hamilton College business. Lists are not open to off-campus subscribers unless special permission is obtained. However, Hamilton College students or employees who use off-campus E-mail addresses are allowed to own and belong to lists. It is the list owner's responsibility to learn the commands necessary to manage the list's subscribers. Under no circumstances can a list be used to participate in or promote activities that are illegal, violate the Hamilton College code of conduct, or the Hamilton College Honor code. To apply for list ownership and select a list type, please read Becoming a ListServ List Owner from which you can create your list. Return to Main Listserv Page ListServ Mass Mailing Lists Effective July 1, 2010 As a service to the Hamilton College community, several e-mail based mass mailing lists have been created. These are designed to facilitate the timely and cost-effective distribution of information to the campus community. E-mail now reaches almost all faculty, administration and staff (members of M & O generally don't use computers in connection with their responsibilities) and students. Participation in the mass mailing lists is voluntary. In order that these lists remain a reliable means of communication, it is important that members of the Hamilton community abide by a few guidelines. These guidelines are not designed to limit free speech but are intended to keep your mail volume at a reasonable level. Most importantly, anonymous mailings are prohibited. The sender's real name must be identified (in full) within the body of the message - not just at the top in the "from" line. There are two sets of mass mailing lists, one for announcement of events and the other for general campus notices. The guidelines for use of these lists are explained below. Events By an "event" we mean an activity (meeting, performance,, lecture, etc.) that takes place on- or off-campus at a specific date and time and is sponsored, or co-sponsored by either an academic or administrative department/program or a student organization recognized by Student Activities.   Sponsorship means that the chair of a College department, program or organization indicates that the organization supports the event and that members of the College are actively involved in organizing the event (e.g., as speakers). If someone other than the organizer(s) makes the event announcement, they share in the responsibility for adhering to the guidelines. Posting to the lists will be limited to all employees and two* student representatives, or the e-mail account assigned to each student organization recognized by Student Activities. Violations by the student representatives will accrue to the organization they represent regardless of whether the violator acted alone. An event will be limited to two posts to the mass mailing lists. Corrections count as one of the two messages. If an event is cancelled or postponed, two additional notices are allowed. Each message must have a subject line that is descriptive of the event The first 4 lines of the message must contain: Date and time of the event Sponsor of the event Name of the event Location of the event The remainder of the message should be a short description of the event. [Note that if you include graphics you may exceed the limit of 25 MB for the message. Such messages will be rejected.] Clarification: Posting a message to an inappropriate list is a violation (e.g., posting a message intended for students to the events-all  list) The mass e-mail lists for posting events are: a. Events-students@listserv.hamilton.edu (sent only to students) b. Events-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Events-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Events-staff@listserv.hamilton.edu (sent only to members of the staff) e. Events-admin@listserv.hamilton.edu (sent only to members of the administration) f.  Events-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Events-employees@listserv.hamilton.edu (sent only to employees) h. Events-all@listserv.hamilton.edu (sent to both students and employees) The notices mass e-mail lists will be used only for the following general categories. A non-comprehensive bulleted list of examples is provided for each category. Announcement of Hamilton deadlines, policies and procedures These announcements must come from individuals representing the administrative or academic departments responsible for the deadline, policy or procedure being addressed (e.g. drop-add, parking permits, library books due) Reports from Hamilton organizations or departments These reports must come from individuals representing the academic or administrative offices, or student organizations recognized by Student Activities who generated the reports (e.g., Minutes of Student Assembly, Agendas, reports from faculty meetings, Honor Court decisions, results of campus-wide initiatives or community events such as United Way, Heart Walk & Run, announcement of appointments). Notification of the availability of, or changes in, Hamilton College services or facilities These notices must come from individuals representing the academic or administrative departments, or student organizations recognized by Student Activities who are responsible for the services or facilities being addressed (e.g., dining and fitness center schedules, availability of Hamilton housing, IT and library services, department newsletters, availability of Hamilton-sponsored publications, Campus Safety announcements, sales in the College Store, Physical Plant notices, fund raising activities for Hamilton organizations, fund raising activities approved by Office of the President (for employees) or by the Student Activities Office (for students)). Surveys Student-initiated surveys must be related to the academic program and endorsed by a faculty mentor.  The request for such surveys must be submitted by the faculty mentor. These surveys must be sent to exception@hamilton.edu for prior approval. Student organizations recognized by Student Activities can submit surveys directly to the student lists. These must be surveys that will only be given to students. Surveys related to college business or faculty research may be submitted directly to the lists. Notices from members of the senior staff directly related to their areas of responsibility The mass e-mail lists for posting notices are: a. Notices-students@listserv.hamilton.edu(sent only to students) b. Notices-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c.  Notices-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Notices-staff@listserv.hamilton.edu (sent only to members of the staff) e. Notices-admin@listserv.hamilton.edu (sent only to members of the administration) f.  Notices-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Notices-employees@listserv.hamilton.edu (sent only to employees) h. Notices-all@listserv.hamilton.edu (sent to both students and employees) Please consider your audience carefully (e.g., do not send a mailing to "all" if you only need to reach students).Examples of inappropriate uses include, but are not limited to: Personal opinion, public debate, or campaigning Announcements should not attempt to sell the reader on a point of view.   The information provided should be as factual as possible and sufficient enough to explain the purpose of the announcement. If additional background information is necessary, a web link may be included.  A message that contains no actual announcement (e.g. does not meet the criteria listed above for an event or a non-event) is a violation. Give-aways (personal property such as furniture, tickets, equipment, books, etc.) Surveys other than those specified above Chain mail Lost and found (except when it is Hamilton College property, or involves animals) there is a Lost and Found channel in My Hamilton. Requests for rides (there is a Rides channel in My Hamilton) Items for sale - or items desired (including houses, tickets, books, services, etc.) There is a marketplace channel in My Hamilton that can be used for this purpose.   Exceptions to the Guidelines: Messages that Fall Outside the Guidelines, or from senders not approved for Mass Mail: Any individual wanting to post a message to the mass e-mail lists that falls outside of the guidelines, can request that the message be posted by sending a request for an exception to: exception@hamilton.edu. The request will be directed to the appropriate member of the senior staff for approval. Approval or denial will be communicated to the person making the request. Requests for exceptions should be sent at least two business days in advance of the time the posting is to take place. Penalties for Violations: A first time violation will result in the removal of posting (sending) privileges to the mass lists for a period of one month (not including breaks). A second violation will result in the removal of both posting and receiving messages to/from the mass lists for a period of one month (not including breaks). A third violation will result in the loss of posting and receiving privileges for the equivalent of a full semester. A fourth violation will result in the individual being referred to the appropriate judicial body dealing with employees or students. Violations are cumulative for as long as you are at Hamilton (or four years for employees). Loss of privileges applies to all the mass lists. Violators may appeal their penalty by submitting their reasons in writing to the chair of the Committee on Information Technology. The Committee will review the appeal and return a decision within 5 business days. During the appeal process the penalty will be suspended. [Return to Main Listserv Page] For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen Vice President for Information Technology, Hamilton College 315-859-4169
Multimedia Presentation Center (MPC)
  • Faculty Media Workstation Multimedia Presentation Center (MPC) The Faculty Media Workstation, located within ITS on the third floor of Burke Library, is a development and production workspace specifically for faculty use. In this space, faculty can explore multimedia software (e.g. graphics, audio & video). This space is intended for multimodal project development and production independently or in consultation with instructional technologists. To make an appointment or reserve time to work in this facility, just email mpc@hamilton.edu. Faculty Media Workstation Policies Camera & Peripheral Equipment Loan – Faculty can borrow peripheral equipment for academic project development from the Faculty Media Workstation (FMWS) for up to two weeks at a time.  Students may borrow from a separate group of course support cameras with faculty permission emailed to mpc@hamilton.edu. Project Storage and File Management – Projects created on the faculty media workstation are the responsibility of the creator.  We attempt to back-up all projects on the FMWS scratch disk to another local hard drive.  We will maintain a copy of all project work we have a backed-up for 4 months.  We  suggest that an archive quality copy of each project be made and taken by the author as soon as the project is finished. All projects older than 4 months will be deleted from the workstation and back-up drives.
Network
  • Policies - Perimeter Firewall Network Adopted November 2003 Information Technology Services at Hamilton College operates a Perimeter Firewall between the Internet and the College network to establish a secure environment for the College's computer and network resources. The Perimeter Firewall is a key component of the Hamilton network security architecture. This Perimeter Firewall Policy governs how the Perimeter firewall will filter Internet traffic to mitigate the risks and losses associated with security threats to the Hamilton network and information systems. This policy is designed to protect college computers (student and employee computers) from hacking and virus attacks by restricting access to computers on the Hamilton campus from people who are off-campus. Every computer on the Hamilton network still must be secured and virus protected to be protected against other computers on the internal network. Introduction Among Hamilton's information technology priorities is the maintenance of a safe and secure computing environment. Historically, the risk of malicious packets making it into the College network has been relatively high. The assets at risk from targeted attacks against the network include data/information, software and hardware services, including access to the Internet and access to central servers are also at risk. Often, the data that is stored on such servers are the true targets of attackers. The College's Perimeter Firewall must allow access to protected resources from authorized users located outside the firewall (users on the Internet). An increasing number of users work at home or while traveling. Research collaborators may also need to enter the Hamilton network from remote hosts. While this method does protect against many intrusions, it is not bullet proof. When a violation is suspected, the firewall architecture has logging capabilities to provide forensic information. Information Technology Services (ITS) designed the Perimeter Firewall Policy to effectively enable the security control mechanisms found within the Perimeter Firewall. Consistent with all College information technology policies, the Perimeter Firewall Policy adheres to the College's General Policies on the Use of Information Technology. A Perimeter Firewall is the first line of protection in the campus network. Similar to most modern hotels, one can enter and walk around many areas of the hotel such as the lobby unrestricted; however, to access a particular resource, such as a hotel room, one needs a key. In addition to the perimeter firewall which ITS will be maintaining, individuals and departmental system administrators are advised to make their desktop and server systems as secure as possible through a "deny everything, permit on exception" firewall or system configuration approach. System administrators are encouraged to weigh the merit of placing firewall software on departmental servers and desktop machines. Host firewalls can block port scanners, protect against known exploits, log suspicious events and evaluate configurations. Responsibilities The Network and Telecommunications Team of ITS is responsible for implementing and maintaining the College network perimeter firewall. Therefore, ITS is also responsible for activities relating to this policy. Responsibility for information systems security on a day-to-day basis is every employee's responsibility. Specific guidance and direction for information systems security is the responsibility of ITS. Policy for Perimeter Firewall The Perimeter Firewall permits the following for outbound and inbound Internet traffic: Outbound - Allow ALL Internet traffic to hosts and services outside of the College with the exception of known security vulnerabilities (see below). This allows anyone connected to the Hamilton Network to utilize all services on the Internet with the exception of known vulnerabilities. Inbound - Only specific services which support the College mission will be allowed to be accessed from the Internet. The chart below identifies the most common services used for Internet communications within the Hamilton environment. The following is a limited explanation for each column: Server Functions and Services - This a listing of the most common Internet services used on the College file servers to support the mission and business of the College. Hamilton Network to Internet - All traffic originating from a College computer to an external host has no firewall policies applied except for known security vulnerabilities which are described in the chart below. Internet to Hamilton Network - All traffic originating from a computer on the Internet (somewhere off-campus) to a computer on the Hamilton network is only allowed into the following systems.   Hamilton Network to the Internet: Services which are NOT allowed Internet to Hamilton Network: Services which ARE allowed All Microsoft Networking Protocols Network Monitoring Protocols UNIX File System Protocols Virus Related Protocols Spyware Related Protocols (MarketScore Spyware) Hamilton E-mail Server Hamilton Web Server Blackboard SSS (FTP Only) Software (FTP Only) WebAdvisor Citrix Statistics Applications Library Catalog and Databases ListServ Mailing Lists Remote Desktop to Any OSX and Windows XP System Other Departmental Servers Operational Procedures Faculty, staff, and students may request access from the Internet for a service inside Hamilton for a new or existing server. These requests must be submitted in writing and need to include a rationale for the request by submitting the Firewall Service Security Policy Modification Form. It is recommended that faculty, staff, and students submit the request through the ITS Help Desk. The Network and Telecommunications Services Team and Vice President for Information Technology will evaluate the risk of opening the firewall to accommodate requests. Where the risk is acceptable, granting of requests will be dependent on network infrastructure limitations and the availability of required resources to implement the request. If the risk associated with a given request is deemed objectionable, then an explanation of the associated risks will be provided to the original requestor and alternative solutions will be explored. If during the implementation it is determined that the original request does not provide the functionality to meet the unit's business need, then the Network and Telecommunications Services Team will, on a short-term basis, provide open access through the firewall. Subsequently, long-term, the Network and Telecommunications Services Team will work with the requestor to determine exactly what ports are needed to meet the unit's business needs. Certain mission-critical functions require outside vendors and other entities to have secured and limited access to departmental network resources from the Internet to Hamilton. This access needs to be approved by either a director or department chair and then coordinated through Network and Telecommunications Services Team by submission of the Firewall Service Security Policy Modification Form. If the original requestor considers the solution to be unsatisfactory, the request may be appealed to the Vice President for Information Technology. Turn around time for a request of common services listed will be approximately 2 business days from the receipt of the Modification Form. Common Services include: FTP Telnet/SSH SMTP HTTP/HTTPS Turn around time of a request for any other service will be no more than 5-10 business days. This additional time is needed to investigate any risk associated to the College.
Password
  • Policies - Security Password Policies Security Security On Data Networks Security for access to the data network and to files or applications on a server is implemented via user ID and password systems. Each user is responsible for all e-mail transactions made under the authorization of his or her ID and password, and for all network e-mail activity originating from that connection. Users are personally responsible for the security of the ID and password assigned to them. Viewing, copying, altering or destroying any file, or connecting to a computer on the network without explicit permission of the owner is prohibited. Users may not use the Hamilton data network or telephone system to attempt to circumvent protection schemes or exercise security loopholes in any computer, network, or telephone system component. User IDs and Passwords Passwords should be known only to the person responsible for the account and user ID. Ways to ensure this include avoiding storing passwords or any other information that could be used to gain access to other computing resources on your workstation, never sharing passwords, and never taping passwords to a wall, under a keyboard, or in other easily discoverable areas. Access to user IDs may not be loaned or sold and any suspected breach of password security should be immediately reported to the ITS e-mail administrator. Passwords should be changed (at least) every six months. It is the college policy to require authentication from individuals requesting password changes. Students who forget their passwords can request a new password on the ITS website. In order to request a new password the student must know his/her college ID number. Passwords will only be provided in a sealed envelope in U. S. or campus mail, or in person. A person picking up passwords at the ITS offices must show his/her valid Hamilton College ID card. Employees who forget their password can request one through the Helpdesk. Passwords will not generally be given out over the telephone (exceptions can be made for individuals who are on leave from the college, but special steps will be taken to authenticate that the requestor is the correct person). The policy of ITS is not to request a password unless an individual specifically calls to request help from someone in ITS. A user receiving a call from someone asking for a password should regard the call as a scam. Protecting Desktop Equipment and Files Backups and protection of files stored on desktop equipment are the responsibility of the user of that equipment. Users must back up their work files on a regular basis. ITS provides storage space on central servers for this purpose. Department members are responsible for ensuring that critical files are backed up in their areas. Individual users are responsible for safeguarding the equipment entrusted to them by the college. This includes reasonable protection of equipment from damage and theft. Individual users are also responsible for safeguarding any equipment they own personally and bring to campus. Confidentiality and Privacy Hamilton takes reasonable steps to protect users from unauthorized entry into their accounts or files, whether by other users or by system administrators, except in instances where a system-related problem requires such entry. A limited number of authorized Hamilton personnel must occasionally monitor information on the network and/or computer systems to maintain the integrity of the systems. This access is required for reasons that include, but are not limited to, trouble-shooting hardware and software problems; preventing unauthorized access and system misuse; providing for the overall efficiency and integrity of the systems; protecting the rights and property of the College; ensuring compliance with software and copyright, distribution, assuring that computer systems meet college requirements for virus protection and operating system updates before connecting to the campus network, and other College policies concerning the use of the computer network; and complying with legal and regulatory requests for information. System monitoring is a mechanism for keeping track of computer system activities, rather than a method for accessing private information. ITS personnel also take reasonable steps to prevent the dissemination of information concerning individual user activities. It is the policy of ITS to disclose neither the contents of electronic mail and data files stored in or transmitted via the College Central Computer Systems nor the activities of individuals on the campus network to other individuals within or outside the College community except when required to do so by law, other legal mandate, during legal investigations (in accordance with College policies) or by permission of the owner.  In addition, the College assumes ownership of the employee’s account(s) from the time access is terminated until the account(s) is/are deleted.  If it is necessary to ensure business continuity, designated personnel may be granted access to the account(s) during this period. Private communication via computer is treated with the same degree of protection as private communication in other media. However, due to limits of current technologies, which are inadequate to protect against unauthorized access, the confidentiality of e-mail and other system files can not be assured. All users should be aware of this and use reasonable caution when transmitting confidential materials. Central Computer Operations Access to computer operations areas is restricted to those responsible for operation and maintenance. Computing facilities on campus are secured when not open for business. ITS takes action to provide reasonable protection against environmental threats such as flooding, lightning, extreme temperatures, and loss or fluctuation of electrical power for central server and network facilities. ITS maintains procedures for protecting critical data that reside on central servers. While Hamilton provides security for files stored on central computing facilities, Hamilton cannot be responsible for protection against floods, fires, and catastrophic events of this type. Backup files from central servers are kept for only a few days. ITS does not guarantee the availability of backups for the restoration of files deleted through user error.
  • Your Hamilton College Electronic Resources Account Password Your Hamilton College Electronic Resources Account   What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix.  At present, your password is synchronized so that it will work with the various systems to which you may have been given access.  At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name.  You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources.  They can be read online by selecting Policies on the left side of this page.  In the Policies section, click on Policies, Procedures, Plans and Standards.  In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received.  Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below).  From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password.   If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”.  This will require a second login.   You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu.  If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office).   To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect.  To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call  the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.  
Policy
  • Faculty Media Workstation Policy The Faculty Media Workstation, located within ITS on the third floor of Burke Library, is a development and production workspace specifically for faculty use. In this space, faculty can explore multimedia software (e.g. graphics, audio & video). This space is intended for multimodal project development and production independently or in consultation with instructional technologists. To make an appointment or reserve time to work in this facility, just email mpc@hamilton.edu. Faculty Media Workstation Policies Camera & Peripheral Equipment Loan – Faculty can borrow peripheral equipment for academic project development from the Faculty Media Workstation (FMWS) for up to two weeks at a time.  Students may borrow from a separate group of course support cameras with faculty permission emailed to mpc@hamilton.edu. Project Storage and File Management – Projects created on the faculty media workstation are the responsibility of the creator.  We attempt to back-up all projects on the FMWS scratch disk to another local hard drive.  We will maintain a copy of all project work we have a backed-up for 4 months.  We  suggest that an archive quality copy of each project be made and taken by the author as soon as the project is finished. All projects older than 4 months will be deleted from the workstation and back-up drives.
  • Policies - Access to Information Technology Resources Policy Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment.  As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business.  Employees should also remove any personal e-mail or files from their accounts during this period.  Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment.    A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation.   A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.  
  • Policies - College Computer Equipment Policy Replacement of College Computer Equipment Most college computer equipment is replaced every four to five years (see exceptions below). The Goals of the replacement plan are to: assure that appropriate computing resources are available in public and departmental computing facilities, classrooms, and college offices to support the mission of the institution; assure that each faculty and staff member who uses computing resources in his or her position has a computer of sufficient capability to fulfill his/her responsibilities; implement minimum standards for computing equipment on campus; • encourage planning, cost-effective installation of new equipment and disposal of old equipment. Computer equipment is generally replaced during the late spring and summer months (May 1 - August 15). Replacement schedules are distributed annually to departments in early November for review and consultation with ITS staff. Hardware configurations for new equipment are prepared in March and individuals with equipment scheduled for replacement are notified of those details. Generally, individuals will have one college computer provided for them on the replacement plan. By the nature of their responsibilities, some individuals may need to have more than one computer to accomplish their responsibilities - for example, if they must use both Macintosh and Windows platforms in their work. In these cases, department heads/supervisors may request from the appropriate officer of the college (e.g., for faculty, the Dean of the Faculty) that an exception be made. Computers are essential tools for faculty, even when they are on sabbatical leave. For this reason the college permits faculty on leave to continue to use their computer during that period. Computers will be provided to faculty replacements from a pool of computers designated for this purpose. Computers are not to be purchased from departmental operating budgets. Only special funds designated for computer replacement or equipment purchases may be used for this purpose. The officers of the college approve such funds. Certain departments or individuals obtain grants or have special budget allocations for computing equipment. Computers purchased with these grants or budget allocations will not be on the replacement plan unless approval is obtained from the officers at the time the grant is received or the budget is allocated. Loaner Equipment Hamilton College employees can borrow laptop computers for up to seven consecutive days for uses related to college business. Both Macintosh and Windows laptops are available. These computers are enabled for wireless and high-speed internet access. Reservations are required, and should be made at least two business days in advance. For more information, or to make a reservation, call 4LLP (4557), or e-mail: laptop@hamilton.edu Departmental Equipment All college computers are maintained in a central inventory. At the time a computer enters the inventory the replacement cycle, if any, is designated. Computers that are an integral part of a piece of scientific equipment, or are used primarily for research purposes, are not generally part of the replacement plan. Replacement of such equipment is by a special request to the Dean of the Faculty. Old equipment is sold for residual values through Hamilton's official salvage process and must be returned to ITS.  Grant-Funded Equipment Individuals pursuing grants for computing equipment should discuss their plans with the Director, Desktop Integration Services as part of the budgeting process. Computing equipment that is acquired under grants will enter the inventory and be upgraded on a regular replacement cycle only if approved at the time of the application for the grant. Faculty members teaching in various special curricular programs are, under certain conditions, awarded research, or startup, funds. Some faculty members also have research funds available to them when they hold endowed chair positions. These funds may be used to buy additional computers and printers for office or home use, but the equipment will belong to the college. Such equipment should be ordered through the College purchasing process and will not normally be upgraded or replaced by the college, except through further use of research funds. If this equipment is to be on the computer replacement plan the faculty member must obtain a commitment, in writing, from the Dean and the Vice-President for Administration and Finance indicating this. Otherwise, the equipment will not be on a replacement cycle. Printers and Other Peripheral Equipment The college provides networked printing locations for workgroup clusters in every department. Individual desktop printers are not normally provided. Other peripheral pieces of equipment such as scanners are also generally provided in clustered locations instead of individual offices. Since these pieces of equipment are usually used intermittently, clustering allows sharing of specialized technical resources. Responsibility for Equipment Each employee is responsible for taking reasonable safety precautions in regard to Hamilton-owned computer equipment. Employees will be held responsible for damage to such equipment arising out of their negligence or intentional misconduct. Upgrades and Renewal For computer equipment on the replacement plan, ITS staff members consult with users prior to ordering and installing new equipment to determine the current and anticipated equipment needs. Computers that are replaced are returned to ITS. ITS then reassigns the computers or sells them through the campus salvage process. Hamilton will not upgrade non-Hamilton computers.   For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169
  • Policies - Electronic Mail (E-mail) & Listserv (Mass E-mail lists) Policy Department or Group Accounts By special permission, college departments and student groups will be granted a single account to facilitate connections between the department or group and interested parties. The department or group must identify one person to be responsible for the account and to act as the contact person. In addition, student organizations must be registered with the Office of Student Activities before an account will be granted. Appropriate Use of E-mail Hamilton strongly recommends that e-mail not be used for confidential communication. E-mail is now considered a formal written record that carries the same legal weight as a formal memorandum. Users of e-mail should remember that e-mail messages become the possession of the receiver and can be easily duplicated and redistributed by recipients. Messages that have been deleted can unintentionally be retained on system backup files. In addition, even secure passwords are not completely confidential. When a private message needs to be conveyed between two individuals, a conversation is the best way to accomplish it, and messages that should not be preserved should be deleted immediately. College policy prohibits certain types of e-mail. These include mail that may be perceived as harassment, political campaigning, chain mail or commercial solicitation. Violators will be subject to loss of computer access privileges, as well as additional disciplinary action as determined by the Hamilton judiciary procedures. Certain types of e-mail, including but not limited to harassing e-mail, may also subject the sender to civil or criminal penalties. In spite of College policy, e-mail can be abused by malicious users who know the owner's computing ID and password. Users are responsible for protecting their own passwords. ListServ Lists ListServ is a commercial software product installed on our E-mail system. It is designed to provide an easy way to create and maintain large E-mail mailing lists. These lists can be used for the one-way distribution of information, for E-mail based discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list?s behavior. Any faculty, staff, or student member of the Hamilton College community is entitled to become a ListServ list owner. Campus-based organizations and departments are also entitled to own lists, but an individual within the group must be designated as the list owner. Students must be in good standing with the Dean of Students office and student organizations must be registered with the Office of Student Activities. All lists must be approved by the ITS ListServ administrator prior to creation, but the following general guidelines apply: The purpose of the list must pertain to Hamilton College business. Lists are not open to off-campus subscribers unless special permission is obtained. However, Hamilton College students or employees who use off-campus E-mail addresses are allowed to own and belong to lists. It is the list owner's responsibility to learn the commands necessary to manage the list's subscribers. Under no circumstances can a list be used to participate in or promote activities that are illegal, violate the Hamilton College code of conduct, or the Hamilton College Honor code. To apply for list ownership and select a list type, please read Becoming a ListServ List Owner from which you can create your list. Return to Main Listserv Page ListServ Mass Mailing Lists Effective July 1, 2010 As a service to the Hamilton College community, several e-mail based mass mailing lists have been created. These are designed to facilitate the timely and cost-effective distribution of information to the campus community. E-mail now reaches almost all faculty, administration and staff (members of M & O generally don't use computers in connection with their responsibilities) and students. Participation in the mass mailing lists is voluntary. In order that these lists remain a reliable means of communication, it is important that members of the Hamilton community abide by a few guidelines. These guidelines are not designed to limit free speech but are intended to keep your mail volume at a reasonable level. Most importantly, anonymous mailings are prohibited. The sender's real name must be identified (in full) within the body of the message - not just at the top in the "from" line. There are two sets of mass mailing lists, one for announcement of events and the other for general campus notices. The guidelines for use of these lists are explained below. Events By an "event" we mean an activity (meeting, performance,, lecture, etc.) that takes place on- or off-campus at a specific date and time and is sponsored, or co-sponsored by either an academic or administrative department/program or a student organization recognized by Student Activities.   Sponsorship means that the chair of a College department, program or organization indicates that the organization supports the event and that members of the College are actively involved in organizing the event (e.g., as speakers). If someone other than the organizer(s) makes the event announcement, they share in the responsibility for adhering to the guidelines. Posting to the lists will be limited to all employees and two* student representatives, or the e-mail account assigned to each student organization recognized by Student Activities. Violations by the student representatives will accrue to the organization they represent regardless of whether the violator acted alone. An event will be limited to two posts to the mass mailing lists. Corrections count as one of the two messages. If an event is cancelled or postponed, two additional notices are allowed. Each message must have a subject line that is descriptive of the event The first 4 lines of the message must contain: Date and time of the event Sponsor of the event Name of the event Location of the event The remainder of the message should be a short description of the event. [Note that if you include graphics you may exceed the limit of 25 MB for the message. Such messages will be rejected.] Clarification: Posting a message to an inappropriate list is a violation (e.g., posting a message intended for students to the events-all  list) The mass e-mail lists for posting events are: a. Events-students@listserv.hamilton.edu (sent only to students) b. Events-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Events-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Events-staff@listserv.hamilton.edu (sent only to members of the staff) e. Events-admin@listserv.hamilton.edu (sent only to members of the administration) f.  Events-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Events-employees@listserv.hamilton.edu (sent only to employees) h. Events-all@listserv.hamilton.edu (sent to both students and employees) The notices mass e-mail lists will be used only for the following general categories. A non-comprehensive bulleted list of examples is provided for each category. Announcement of Hamilton deadlines, policies and procedures These announcements must come from individuals representing the administrative or academic departments responsible for the deadline, policy or procedure being addressed (e.g. drop-add, parking permits, library books due) Reports from Hamilton organizations or departments These reports must come from individuals representing the academic or administrative offices, or student organizations recognized by Student Activities who generated the reports (e.g., Minutes of Student Assembly, Agendas, reports from faculty meetings, Honor Court decisions, results of campus-wide initiatives or community events such as United Way, Heart Walk & Run, announcement of appointments). Notification of the availability of, or changes in, Hamilton College services or facilities These notices must come from individuals representing the academic or administrative departments, or student organizations recognized by Student Activities who are responsible for the services or facilities being addressed (e.g., dining and fitness center schedules, availability of Hamilton housing, IT and library services, department newsletters, availability of Hamilton-sponsored publications, Campus Safety announcements, sales in the College Store, Physical Plant notices, fund raising activities for Hamilton organizations, fund raising activities approved by Office of the President (for employees) or by the Student Activities Office (for students)). Surveys Student-initiated surveys must be related to the academic program and endorsed by a faculty mentor.  The request for such surveys must be submitted by the faculty mentor. These surveys must be sent to exception@hamilton.edu for prior approval. Student organizations recognized by Student Activities can submit surveys directly to the student lists. These must be surveys that will only be given to students. Surveys related to college business or faculty research may be submitted directly to the lists. Notices from members of the senior staff directly related to their areas of responsibility The mass e-mail lists for posting notices are: a. Notices-students@listserv.hamilton.edu(sent only to students) b. Notices-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c.  Notices-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Notices-staff@listserv.hamilton.edu (sent only to members of the staff) e. Notices-admin@listserv.hamilton.edu (sent only to members of the administration) f.  Notices-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Notices-employees@listserv.hamilton.edu (sent only to employees) h. Notices-all@listserv.hamilton.edu (sent to both students and employees) Please consider your audience carefully (e.g., do not send a mailing to "all" if you only need to reach students).Examples of inappropriate uses include, but are not limited to: Personal opinion, public debate, or campaigning Announcements should not attempt to sell the reader on a point of view.   The information provided should be as factual as possible and sufficient enough to explain the purpose of the announcement. If additional background information is necessary, a web link may be included.  A message that contains no actual announcement (e.g. does not meet the criteria listed above for an event or a non-event) is a violation. Give-aways (personal property such as furniture, tickets, equipment, books, etc.) Surveys other than those specified above Chain mail Lost and found (except when it is Hamilton College property, or involves animals) there is a Lost and Found channel in My Hamilton. Requests for rides (there is a Rides channel in My Hamilton) Items for sale - or items desired (including houses, tickets, books, services, etc.) There is a marketplace channel in My Hamilton that can be used for this purpose.   Exceptions to the Guidelines: Messages that Fall Outside the Guidelines, or from senders not approved for Mass Mail: Any individual wanting to post a message to the mass e-mail lists that falls outside of the guidelines, can request that the message be posted by sending a request for an exception to: exception@hamilton.edu. The request will be directed to the appropriate member of the senior staff for approval. Approval or denial will be communicated to the person making the request. Requests for exceptions should be sent at least two business days in advance of the time the posting is to take place. Penalties for Violations: A first time violation will result in the removal of posting (sending) privileges to the mass lists for a period of one month (not including breaks). A second violation will result in the removal of both posting and receiving messages to/from the mass lists for a period of one month (not including breaks). A third violation will result in the loss of posting and receiving privileges for the equivalent of a full semester. A fourth violation will result in the individual being referred to the appropriate judicial body dealing with employees or students. Violations are cumulative for as long as you are at Hamilton (or four years for employees). Loss of privileges applies to all the mass lists. Violators may appeal their penalty by submitting their reasons in writing to the chair of the Committee on Information Technology. The Committee will review the appeal and return a decision within 5 business days. During the appeal process the penalty will be suspended. [Return to Main Listserv Page] For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen Vice President for Information Technology, Hamilton College 315-859-4169
  • Policies - Hardware and Software Policy   Supported Products The Committee on Information Technology maintains a list of supported hardware and software. Suggestions for additions and deletions from the list should be submitted to the Chair of the Committee. The Committee will review this list periodically. This list includes the types and brands of hardware and software that are in use at the college and indicates the level of support that ITS can provide. Two levels of service are provided for supported information technology resources, full and limited. Full Support Products designated for full support are those with widespread use on the campus. Examples include generic products (word processors, spreadsheets, Web browsers, etc.). ITS will provide help for the integration of these products with other supported campus technology resources, including services such as installation, training, maintenance, troubleshooting, and upgrades. HelpDesk, hardware repair, and training services for these products will be available through ITS. ITS will maintain sufficient expertise on staff, or through contractual arrangements, to deliver a high level of service for these products. In addition, for these products, ITS will negotiate favorable pricing and maintain a central budget for software upgrades. Limited Support Products designated for limited support are generally used by one or two departments. Examples include computer-assisted instruction programs and simulations. ITS does not have access to these products on a regular basis. Departments acquiring such products should plan to develop their own expertise and be prepared to resolve problems through the vendors' support services. ITS will provide help installing these products. It is unlikely that Helpdesk, repair, or training services will be available for these products. Items in the limited category can move to the full category if they achieve more widespread use and sufficient resources exist within ITS to provide the range of services described above. Licensing of Software The use of all software in the College is protected by copyright laws and must be used in accordance with software licenses. It is against College policy to copy or reproduce any licensed software. Unlicensed software may not be installed on any computers owned by Hamilton. The unauthorized use or copying of software is a serious violation of policy and subject to disciplinary action. Such unauthorized use or copying may also subject the offending individual to law suits by third parties. Software on Personally Owned Equipment Hamilton's educational licensing agreements for software specifically limit installation to machines owned by the college. Therefore, software purchased by Hamilton under these agreements may not be installed on personally owned equipment. Our current license agreement with Microsoft does allow the installation of one copy of Microsoft Office on the home machine of an employee who has Office on the work machine. For information on these programs, Hamilton's current licensing agreements, and exceptions, contact the Director, ITS, Desktop Integration Services.
  • Policies - Indemnification of Hamilton College Policy Users agree, in consideration of access to the College's computing, networking and media services, to indemnify, defend, and hold harmless the College for any suits, claims, losses, expenses or damages, including, but not limited to, the user's access to or use of the College's computing, networking, and media services and facilities. Noncompliance and Sanctions Information Technology Services may suspend or terminate all computing privileges of any individuals without notice who engage in improper computing activities. Serious cases, as determined by the Vice President for Information Technology, Hamilton College, will be referred to the appropriate officer of the college for disciplinary action. Such disciplinary action may include the suspension, expulsion, or termination of the offending individual, as appropriate and as determined at the sole discretion of Hamilton College. Where violation of state and federal law is involved, cases will be referred to the proper legal authorities for action. The following serves to provide examples of violations of computing or computing facility policies at Hamilton College. The list of violations includes, but is not limited to: Malicious misuse. Examples - using IDs or passwords assigned to others, disrupting the network, destroying information, removing software from public computers, spreading viruses, sending e-mail that threatens or harasses other people (a Class A misdemeanor under New York State law), invading the privacy of others, and subscribing others to mailing lists or providing the e-mail addresses of others to bulk mailers without their approval.   Unacceptable use of software and hardware. Examples - knowingly or carelessly running or installing unlicensed software on any computer system or network; giving another user a program intended to damage the system; running or installing any program that places an excessive load on a computer system or network, or compromises the security of the systems or network; violating terms of applicable software licensing agreements, including copying or reproducing any licensed software; or violating copyright laws and their fair use provisions through inappropriate reproduction or dissemination of copyrighted text, images, or other materials; using imaging equipment to duplicate, alter and subsequently reproduce official documents.   Inappropriate access. Examples - unauthorized use of a computer account; providing misleading information in order to obtain access to computing facilities; using the campus network to gain unauthorized access to any computer system; connecting unauthorized equipment to the campus network; unauthorized attempts to circumvent data protection schemes to uncover security loopholes (including creating and/or running programs that are designed to identify security loopholes and/or decrypt intentionally secure data); knowingly or carelessly performing an act that will interfere with the normal operation of computers, terminals, peripherals, or networks; deliberately wasting or overloading computing resources, such as printing too many copies of a document; or other activities.   Inappropriate use of electronic mail and Internet access. E-mail communications are subject to statements of conduct as published in the Student, Faculty, Administrator, Staff, and Maintenance and Operations Handbooks, as well as all applicable federal and state laws. In addition, other activities that threaten the integrity of the system or harm individual users are not allowed. These include, but are not limited to initiating or propagating electronic chain letters; inappropriate mass mailing including multiple mailings to newsgroups, mailing lists, or individuals, forging the identity of a user or machine in an electronic communication or sending anonymous e-mail; using another person's e-mail account or identity to send e-mail messages; attempting to monitor or tamper with another user's electronic communications; reading, copying, changing, or deleting another user's files or software without the explicit agreement of the owner; or using e-mail or personal web page advertising to solicit or proselytize others for commercial ventures, religious or political causes, or for personal gain.
  • Policies - Ownership of Intellectual Property Policy Policy on the Determination of Ownership of Intellectual Property Policy on College-Owned Intellectual Property
  • Policies - Perimeter Firewall Policy Adopted November 2003 Information Technology Services at Hamilton College operates a Perimeter Firewall between the Internet and the College network to establish a secure environment for the College's computer and network resources. The Perimeter Firewall is a key component of the Hamilton network security architecture. This Perimeter Firewall Policy governs how the Perimeter firewall will filter Internet traffic to mitigate the risks and losses associated with security threats to the Hamilton network and information systems. This policy is designed to protect college computers (student and employee computers) from hacking and virus attacks by restricting access to computers on the Hamilton campus from people who are off-campus. Every computer on the Hamilton network still must be secured and virus protected to be protected against other computers on the internal network. Introduction Among Hamilton's information technology priorities is the maintenance of a safe and secure computing environment. Historically, the risk of malicious packets making it into the College network has been relatively high. The assets at risk from targeted attacks against the network include data/information, software and hardware services, including access to the Internet and access to central servers are also at risk. Often, the data that is stored on such servers are the true targets of attackers. The College's Perimeter Firewall must allow access to protected resources from authorized users located outside the firewall (users on the Internet). An increasing number of users work at home or while traveling. Research collaborators may also need to enter the Hamilton network from remote hosts. While this method does protect against many intrusions, it is not bullet proof. When a violation is suspected, the firewall architecture has logging capabilities to provide forensic information. Information Technology Services (ITS) designed the Perimeter Firewall Policy to effectively enable the security control mechanisms found within the Perimeter Firewall. Consistent with all College information technology policies, the Perimeter Firewall Policy adheres to the College's General Policies on the Use of Information Technology. A Perimeter Firewall is the first line of protection in the campus network. Similar to most modern hotels, one can enter and walk around many areas of the hotel such as the lobby unrestricted; however, to access a particular resource, such as a hotel room, one needs a key. In addition to the perimeter firewall which ITS will be maintaining, individuals and departmental system administrators are advised to make their desktop and server systems as secure as possible through a "deny everything, permit on exception" firewall or system configuration approach. System administrators are encouraged to weigh the merit of placing firewall software on departmental servers and desktop machines. Host firewalls can block port scanners, protect against known exploits, log suspicious events and evaluate configurations. Responsibilities The Network and Telecommunications Team of ITS is responsible for implementing and maintaining the College network perimeter firewall. Therefore, ITS is also responsible for activities relating to this policy. Responsibility for information systems security on a day-to-day basis is every employee's responsibility. Specific guidance and direction for information systems security is the responsibility of ITS. Policy for Perimeter Firewall The Perimeter Firewall permits the following for outbound and inbound Internet traffic: Outbound - Allow ALL Internet traffic to hosts and services outside of the College with the exception of known security vulnerabilities (see below). This allows anyone connected to the Hamilton Network to utilize all services on the Internet with the exception of known vulnerabilities. Inbound - Only specific services which support the College mission will be allowed to be accessed from the Internet. The chart below identifies the most common services used for Internet communications within the Hamilton environment. The following is a limited explanation for each column: Server Functions and Services - This a listing of the most common Internet services used on the College file servers to support the mission and business of the College. Hamilton Network to Internet - All traffic originating from a College computer to an external host has no firewall policies applied except for known security vulnerabilities which are described in the chart below. Internet to Hamilton Network - All traffic originating from a computer on the Internet (somewhere off-campus) to a computer on the Hamilton network is only allowed into the following systems.   Hamilton Network to the Internet: Services which are NOT allowed Internet to Hamilton Network: Services which ARE allowed All Microsoft Networking Protocols Network Monitoring Protocols UNIX File System Protocols Virus Related Protocols Spyware Related Protocols (MarketScore Spyware) Hamilton E-mail Server Hamilton Web Server Blackboard SSS (FTP Only) Software (FTP Only) WebAdvisor Citrix Statistics Applications Library Catalog and Databases ListServ Mailing Lists Remote Desktop to Any OSX and Windows XP System Other Departmental Servers Operational Procedures Faculty, staff, and students may request access from the Internet for a service inside Hamilton for a new or existing server. These requests must be submitted in writing and need to include a rationale for the request by submitting the Firewall Service Security Policy Modification Form. It is recommended that faculty, staff, and students submit the request through the ITS Help Desk. The Network and Telecommunications Services Team and Vice President for Information Technology will evaluate the risk of opening the firewall to accommodate requests. Where the risk is acceptable, granting of requests will be dependent on network infrastructure limitations and the availability of required resources to implement the request. If the risk associated with a given request is deemed objectionable, then an explanation of the associated risks will be provided to the original requestor and alternative solutions will be explored. If during the implementation it is determined that the original request does not provide the functionality to meet the unit's business need, then the Network and Telecommunications Services Team will, on a short-term basis, provide open access through the firewall. Subsequently, long-term, the Network and Telecommunications Services Team will work with the requestor to determine exactly what ports are needed to meet the unit's business needs. Certain mission-critical functions require outside vendors and other entities to have secured and limited access to departmental network resources from the Internet to Hamilton. This access needs to be approved by either a director or department chair and then coordinated through Network and Telecommunications Services Team by submission of the Firewall Service Security Policy Modification Form. If the original requestor considers the solution to be unsatisfactory, the request may be appealed to the Vice President for Information Technology. Turn around time for a request of common services listed will be approximately 2 business days from the receipt of the Modification Form. Common Services include: FTP Telnet/SSH SMTP HTTP/HTTPS Turn around time of a request for any other service will be no more than 5-10 business days. This additional time is needed to investigate any risk associated to the College.
  • Policies - Repair of Computer Equipment Policy Policies Repair of Computer Equipment Hamilton Computer Equipment All college computer equipment is maintained on a service contract with an outside vendor. Currently that vendor is VITEC Solutions (formerly IKON Technology Services). If a hardware problem is suspected the user should call the Helpdesk (859-4181) during normal business hours for assistance. If hardware service is indicated arrangements will be made with the VITEC technician. VITEC only repairs equipment located in college offices. Repairs will not be done in residence halls or private residences. Personally Owned Equipment VITEC Solutions also provides repair for personally owned computers. Computers are repaired at a discounted commercial rate established by the vendor as part of its contract with Hamilton. There is a minimum charge for examining the equipment if repair is not needed. Equipment must be delivered to the VITEC office in the basement of the Burke Library during regular business hours. The VITEC technician will be available each day between 4 and 5 p.m. to receive equipment, or by special arrangement by calling x4171 or by e-mail (vitec@hamilton.edu). Payment for the repairs must be made by check, credit card, or money order when the equipment is picked up. Charges for repair cannot be applied to your Hamilton College account.     For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169  
  • Policies - Reporting Critical Service Outages Policy During normal business hours (Monday - Friday, 8:30 a.m. - 4:30 p.m.), members of the College community should notify the ITS Helpdesk (x4181) of suspected problems with computers, networks, and related information technology resources. The Helpdesk will investigate the problem and determine corrective action. If the Helpdesk staff determines that the problem is related to the campus network or a server they will notify ITS personnel who will take appropriate action. Resolution of critical service outages (defined below) will be a top ITS priority and will be resolved in a timely manner. Non-critical problems will be investigated and resolved as soon as is feasible. Outside of business hours and on college holidays suspected critical service outages should be reported as follows: 4:30 p.m. - 10 p.m. (Monday - Friday) and 10 a.m. - 10 p.m., Saturday and Sunday Any suspected critical service outages should be reported to the student on duty in the Burke Computer Lab (x 5672) The student will follow prescribed diagnostic routines to determine if the problem is indeed of a critical nature. If so, s/he will call the appropriate ITS staff member to resolve the problem. No member of the community should call ITS staff outside of normal business hours. Outside of these times, suspected critical service outages should be reported at the next designated time the following day. A critical service outage is defined as one or more of the following: Failure of the campus network equipment or Internet connection making it impossible for a majority of users to access on-campus or off-campus resources. Campus-wide printing failure (not individual printers). Failure of a majority of computers in a public computer lab. Failure of the campus web server affecting the entire campus. Failure of the campus telephone system making it impossible for a majority of users to make outgoing calls or receive incoming calls. Failure of the college e-mail system affecting the entire campus. Failure of the college administrative system affecting the entire campus.
  • Policies - Responsible Use of Networks and Computer Facilities Policy Hamilton College is a private institution fully committed to the ideals of academic freedom, freedom of expression, and cultural diversity. At the same time, inappropriate behavior and malicious misuse of computing resources that in any way degrades the College equipment and services or violates the rights of others in the community is strictly prohibited.  Personal use of these systems for other than work-related matters should be minimal and limited so that it does not incur additional cost to the College, does not prevent the employee from attending to and completing work effectively and efficiently, and does not preclude others with work-related needs from using the resources, including the shared campus and Internet bandwidth.  Individual Responsibility While ITS is responsible for monitoring the use of computer systems, it is also the responsibility of all individuals in the Hamilton community to urge their peers and colleagues to use the network and systems appropriately. This is the only way that the integrity and availability of the network and systems can be ensured for everyone. Each member of the community is responsible for using only those accounts or computers for which he or she has authorization and is responsible for protecting all passwords. Individual responsibility includes respecting the rights of other users. Individuals are urged to report unauthorized use of computers, networks, or other ITS facilities on campus by calling the ITS e-mail administrator or notifying the Vice President for Information Technology. Institutional Privileges Hamilton College reserves the right to allocate resources in different ways in order to achieve maximum usage. To accomplish this, the system administrators may suspend or terminate privileges of individuals without notice if malicious misuse or use inconsistent with this policy, any other College policy, or applicable law is discovered. Privileges may also be suspended, without notice, to meet time-dependent, critical operational needs. System administrators may also limit the number of messages or files that each user has in order to keep the system functioning. Legal Compliance All existing federal and state laws and College regulations and policies apply to the use of computing resources and all users of such resources are required to be in compliance with all laws, regulations and policies at all times. This includes not only those laws and regulations that are specific to computers and networks, but also those that apply generally to personal conduct.  As such, any of these resources may be subject to review by designated College personnel in accordance with College policies.    
  • Policies - Security Policy Policies Security Security On Data Networks Security for access to the data network and to files or applications on a server is implemented via user ID and password systems. Each user is responsible for all e-mail transactions made under the authorization of his or her ID and password, and for all network e-mail activity originating from that connection. Users are personally responsible for the security of the ID and password assigned to them. Viewing, copying, altering or destroying any file, or connecting to a computer on the network without explicit permission of the owner is prohibited. Users may not use the Hamilton data network or telephone system to attempt to circumvent protection schemes or exercise security loopholes in any computer, network, or telephone system component. User IDs and Passwords Passwords should be known only to the person responsible for the account and user ID. Ways to ensure this include avoiding storing passwords or any other information that could be used to gain access to other computing resources on your workstation, never sharing passwords, and never taping passwords to a wall, under a keyboard, or in other easily discoverable areas. Access to user IDs may not be loaned or sold and any suspected breach of password security should be immediately reported to the ITS e-mail administrator. Passwords should be changed (at least) every six months. It is the college policy to require authentication from individuals requesting password changes. Students who forget their passwords can request a new password on the ITS website. In order to request a new password the student must know his/her college ID number. Passwords will only be provided in a sealed envelope in U. S. or campus mail, or in person. A person picking up passwords at the ITS offices must show his/her valid Hamilton College ID card. Employees who forget their password can request one through the Helpdesk. Passwords will not generally be given out over the telephone (exceptions can be made for individuals who are on leave from the college, but special steps will be taken to authenticate that the requestor is the correct person). The policy of ITS is not to request a password unless an individual specifically calls to request help from someone in ITS. A user receiving a call from someone asking for a password should regard the call as a scam. Protecting Desktop Equipment and Files Backups and protection of files stored on desktop equipment are the responsibility of the user of that equipment. Users must back up their work files on a regular basis. ITS provides storage space on central servers for this purpose. Department members are responsible for ensuring that critical files are backed up in their areas. Individual users are responsible for safeguarding the equipment entrusted to them by the college. This includes reasonable protection of equipment from damage and theft. Individual users are also responsible for safeguarding any equipment they own personally and bring to campus. Confidentiality and Privacy Hamilton takes reasonable steps to protect users from unauthorized entry into their accounts or files, whether by other users or by system administrators, except in instances where a system-related problem requires such entry. A limited number of authorized Hamilton personnel must occasionally monitor information on the network and/or computer systems to maintain the integrity of the systems. This access is required for reasons that include, but are not limited to, trouble-shooting hardware and software problems; preventing unauthorized access and system misuse; providing for the overall efficiency and integrity of the systems; protecting the rights and property of the College; ensuring compliance with software and copyright, distribution, assuring that computer systems meet college requirements for virus protection and operating system updates before connecting to the campus network, and other College policies concerning the use of the computer network; and complying with legal and regulatory requests for information. System monitoring is a mechanism for keeping track of computer system activities, rather than a method for accessing private information. ITS personnel also take reasonable steps to prevent the dissemination of information concerning individual user activities. It is the policy of ITS to disclose neither the contents of electronic mail and data files stored in or transmitted via the College Central Computer Systems nor the activities of individuals on the campus network to other individuals within or outside the College community except when required to do so by law, other legal mandate, during legal investigations (in accordance with College policies) or by permission of the owner.  In addition, the College assumes ownership of the employee’s account(s) from the time access is terminated until the account(s) is/are deleted.  If it is necessary to ensure business continuity, designated personnel may be granted access to the account(s) during this period. Private communication via computer is treated with the same degree of protection as private communication in other media. However, due to limits of current technologies, which are inadequate to protect against unauthorized access, the confidentiality of e-mail and other system files can not be assured. All users should be aware of this and use reasonable caution when transmitting confidential materials. Central Computer Operations Access to computer operations areas is restricted to those responsible for operation and maintenance. Computing facilities on campus are secured when not open for business. ITS takes action to provide reasonable protection against environmental threats such as flooding, lightning, extreme temperatures, and loss or fluctuation of electrical power for central server and network facilities. ITS maintains procedures for protecting critical data that reside on central servers. While Hamilton provides security for files stored on central computing facilities, Hamilton cannot be responsible for protection against floods, fires, and catastrophic events of this type. Backup files from central servers are kept for only a few days. ITS does not guarantee the availability of backups for the restoration of files deleted through user error.
  • Policies - Software Standards Policy Policies Software Standards Rationale: In Hamilton's modern networked environment, the ability to easily share information is important. Ideally, the ease of sharing should not depend upon which hardware environment is being used on the desktop (Wintel or Macintosh). Central to making sharing facile is the software environment, particularly software used for word processing, spreadsheets, databases, network browsing, and electronic mail. The following are advantages of campus-wide software standards: Improved Data Sharing Consistency of file formats provides for optimal file sharing capabilities between individuals, departments, and groups across campus. Identical resources on each desktop (private offices and public labs) provide ease of transferability and a consistent tool-set for all users. From any room, office or public lab, needed resources will be available. Sharing of data between applications (word processors, spreadsheets, data bases) is seamless. Simplified Budgeting and Purchasing Software standards would permit centralized budgeting and purchasing. This would relieve an individual or department from the time consuming tasks of choosing a product, tracking down the best pricing and product availability, and generating the proper paperwork to place an order for the product. Significant savings can be achieved through site licenses or quantity discounts. Improved Support ITS support personnel can focus on depth of application knowledge rather than breadth of numerous applications. Product expertise means questions can be answered more quickly and efficiently. Support efforts can be focused on proactively supporting the end-user and documenting known problems. Support could come from any member of the Hamilton College community, since most will be using the same application. Support subscriptions to Knowledge Data Bases provided by third party vendors could be made available online to all users via the campus network. Support licenses from the vendor could be made available to users. Improved Training Training teams can focus on developing curricula for levels of user proficiency (introductory, intermediate, advanced). Training specialists from outside campus can be used more effectively and economically. Smoother Software Installation and Upgrades Software installations for new machines could become invisible to the end-users by making it part of the hardware installation. Installations can become routine, rather than a specialized process for each individual, resulting in time savings. Installations and upgrades could be made available to all users via the campus network, and automated for consistency. Upgrades can be tested and documented prior to campus-wide deployment to reduce potential incompatibles and problems. Simplified Software Licensing Separate record keeping for software licenses would not be required by the individual; rather it could become part of the central inventory of hardware. Software Standards: Microsoft Word Microsoft Excel Microsoft PowerPoint Dreamweaver Filemaker Internet Explorer Mozilla Thunderbird Adobe Acrobat Creator/Reader   For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169  
  • Policies - Wireless Networking Policy Information Technology Services currently has wireless networks in all major buildings and outdoor areas on campus. The following are wireless policies and support procedures everyone must follow at the College. It is important to note the wireless network at Hamilton will not replace the wired infrastructure. The secure Hamilton wireless network is to be used only by faculty, staff and students at Hamilton. Wireless networking provides convenient access in many locations, albeit at a reduced speed. The following policies define how people use wireless networking at Hamilton and how ITS will support wireless networking. The most important factor involved in supporting a wireless network is the potential for other devices to interfere or cause problems with the operation of the wireless network. Many of the policies below address this issue. What is the Hamilton Wireless Network? A wireless network consists of access points and wireless adapters. The access point is connected to the "wired" network and sends out radio waves to wireless adapters laptops and other devices. Several access points are installed such that their signals overlap. This allows for uninterrupted service while the individual/laptop is mobile. The radio waves are transmitted at 2.4GHz and allow the mobile units (laptops, PDAs, etc) to connect to the wired network. Although wireless network speeds are slower than the wired network, it is sufficient for most applications. Hamilton is currently using Cisco architecture based on the 802.11b, 802.11g, and 802.11n (802.11n in select locations) wireless standards. Depending on the environment, 802.11b/g/n signals can travel up to 300 meters (802.11g signals are shorter). However, the farther you are from the access point the slower the transmission speed. Where can I use Wireless Networking? ITS has installed secure wireless networks in all buildings and outdoor areas around campus in the summer of 2007. How much does it cost? You will need a laptop and a compatible 802.11b/g or 802.11n wireless networking adapter. Most new laptop computers have wireless network adapters installed by default. The college store has wireless adapters for sale.  Other electronic stores also sell wireless network adapters.   What wireless adapters are supported? You are free to use any 802.11b/g/n compliant wireless adapter, however, ITS may only be able to provide limited support for certain adapters if you do not have the proper software or documentation.  What things are prohibited? Only ITS staff are allowed to install wireless access points. The Apple AirPort Station for example, is NOT permitted on campus. This ban INCLUDES any wireless equipped Macintosh configured to act as an access station. Again, the adapter is permitted, but the access point or any wireless device acting as an access point is NOT permitted.   Can I get help setting this up? Instructions are available to configure your wireless network adapter. If you need further assistance, contact the ITS Help Desk at 315-859-4181. Policies All campus users are subject to the following wireless guidelines as well as existing guidelines for the wired network. The wireless network is an extension of the existing network and therefore falls under the control and supervision of the ITS department. Due to the complex nature of wireless technologies it is imperative that users of the wireless network follow the guidelines and policies outlined in this document. Wireless networks are NOT a replacement for wired networks. The purpose of the wireless network is to extend the wired network by providing Web browsing and e-mail access in areas of transient use such as common areas. Wireless networks have a much smaller bandwidth than wired networks; therefore, applications that require a large bandwidth may overload the wireless network. Wireless networks work best when the number of users is limited - the more users, the smaller the share of the bandwidth available to each. Only wireless access points installed and managed by ITS will be allowed for use on the Hamilton wireless network. Students and faculty are not permitted to install their own wireless networking equipment. Departments wishing to implement a wireless network must notify the ITS department. ITS will survey the site and determine the feasibility of a wireless connection. Only access points pre-evaluated and installed by ITS will be used. ITS will publish and maintain a current list of acceptable devices on the ITS website. Certain other "wireless" devices also use the same 2.4 GHz frequency band and can cause interference to users of the wireless network. These interferences can be intermittent and very difficult to diagnose. Some of these are: other IEEE 802.11 wireless LAN devices, Bluetooth wireless devices, cordless phones and audio speakers. ITS needs help from all members of the campus community in minimizing the potential interference from those devices. ITS requests that use of all other 2.4 GHz devices be discontinued in Hamilton College owned buildings. We will not actively scan the airspace for potential interfering devices however, ITS reserves the right to restrict the use of all 2.4 GHz radio devices in all buildings and all outdoor spaces on the Hamilton College campus. In cases where the device is being used for a specific class application, ITS will work with faculty to determine whether there are circumstances under which use of the device may still be accommodated without causing interference to other wireless network users. If you think you have an existing system that may use 2.4 GHz radios for transmission please email ITS at: ns@hamilton.edu
  • Your Hamilton College Electronic Resources Account Policy Your Hamilton College Electronic Resources Account   What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix.  At present, your password is synchronized so that it will work with the various systems to which you may have been given access.  At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name.  You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources.  They can be read online by selecting Policies on the left side of this page.  In the Policies section, click on Policies, Procedures, Plans and Standards.  In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received.  Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below).  From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password.   If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”.  This will require a second login.   You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu.  If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office).   To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect.  To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call  the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.  
Software
  • Policies - Hardware and Software Software   Supported Products The Committee on Information Technology maintains a list of supported hardware and software. Suggestions for additions and deletions from the list should be submitted to the Chair of the Committee. The Committee will review this list periodically. This list includes the types and brands of hardware and software that are in use at the college and indicates the level of support that ITS can provide. Two levels of service are provided for supported information technology resources, full and limited. Full Support Products designated for full support are those with widespread use on the campus. Examples include generic products (word processors, spreadsheets, Web browsers, etc.). ITS will provide help for the integration of these products with other supported campus technology resources, including services such as installation, training, maintenance, troubleshooting, and upgrades. HelpDesk, hardware repair, and training services for these products will be available through ITS. ITS will maintain sufficient expertise on staff, or through contractual arrangements, to deliver a high level of service for these products. In addition, for these products, ITS will negotiate favorable pricing and maintain a central budget for software upgrades. Limited Support Products designated for limited support are generally used by one or two departments. Examples include computer-assisted instruction programs and simulations. ITS does not have access to these products on a regular basis. Departments acquiring such products should plan to develop their own expertise and be prepared to resolve problems through the vendors' support services. ITS will provide help installing these products. It is unlikely that Helpdesk, repair, or training services will be available for these products. Items in the limited category can move to the full category if they achieve more widespread use and sufficient resources exist within ITS to provide the range of services described above. Licensing of Software The use of all software in the College is protected by copyright laws and must be used in accordance with software licenses. It is against College policy to copy or reproduce any licensed software. Unlicensed software may not be installed on any computers owned by Hamilton. The unauthorized use or copying of software is a serious violation of policy and subject to disciplinary action. Such unauthorized use or copying may also subject the offending individual to law suits by third parties. Software on Personally Owned Equipment Hamilton's educational licensing agreements for software specifically limit installation to machines owned by the college. Therefore, software purchased by Hamilton under these agreements may not be installed on personally owned equipment. Our current license agreement with Microsoft does allow the installation of one copy of Microsoft Office on the home machine of an employee who has Office on the work machine. For information on these programs, Hamilton's current licensing agreements, and exceptions, contact the Director, ITS, Desktop Integration Services.
  • Policies - Software Standards Software Policies Software Standards Rationale: In Hamilton's modern networked environment, the ability to easily share information is important. Ideally, the ease of sharing should not depend upon which hardware environment is being used on the desktop (Wintel or Macintosh). Central to making sharing facile is the software environment, particularly software used for word processing, spreadsheets, databases, network browsing, and electronic mail. The following are advantages of campus-wide software standards: Improved Data Sharing Consistency of file formats provides for optimal file sharing capabilities between individuals, departments, and groups across campus. Identical resources on each desktop (private offices and public labs) provide ease of transferability and a consistent tool-set for all users. From any room, office or public lab, needed resources will be available. Sharing of data between applications (word processors, spreadsheets, data bases) is seamless. Simplified Budgeting and Purchasing Software standards would permit centralized budgeting and purchasing. This would relieve an individual or department from the time consuming tasks of choosing a product, tracking down the best pricing and product availability, and generating the proper paperwork to place an order for the product. Significant savings can be achieved through site licenses or quantity discounts. Improved Support ITS support personnel can focus on depth of application knowledge rather than breadth of numerous applications. Product expertise means questions can be answered more quickly and efficiently. Support efforts can be focused on proactively supporting the end-user and documenting known problems. Support could come from any member of the Hamilton College community, since most will be using the same application. Support subscriptions to Knowledge Data Bases provided by third party vendors could be made available online to all users via the campus network. Support licenses from the vendor could be made available to users. Improved Training Training teams can focus on developing curricula for levels of user proficiency (introductory, intermediate, advanced). Training specialists from outside campus can be used more effectively and economically. Smoother Software Installation and Upgrades Software installations for new machines could become invisible to the end-users by making it part of the hardware installation. Installations can become routine, rather than a specialized process for each individual, resulting in time savings. Installations and upgrades could be made available to all users via the campus network, and automated for consistency. Upgrades can be tested and documented prior to campus-wide deployment to reduce potential incompatibles and problems. Simplified Software Licensing Separate record keeping for software licenses would not be required by the individual; rather it could become part of the central inventory of hardware. Software Standards: Microsoft Word Microsoft Excel Microsoft PowerPoint Dreamweaver Filemaker Internet Explorer Mozilla Thunderbird Adobe Acrobat Creator/Reader   For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169  
User Accounts
  • Your Hamilton College Electronic Resources Account User Accounts Your Hamilton College Electronic Resources Account   What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix.  At present, your password is synchronized so that it will work with the various systems to which you may have been given access.  At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name.  You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources.  They can be read online by selecting Policies on the left side of this page.  In the Policies section, click on Policies, Procedures, Plans and Standards.  In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received.  Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below).  From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password.   If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”.  This will require a second login.   You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu.  If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office).   To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect.  To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call  the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.  
VITEC
  • Policies - Repair of Computer Equipment VITEC Policies Repair of Computer Equipment Hamilton Computer Equipment All college computer equipment is maintained on a service contract with an outside vendor. Currently that vendor is VITEC Solutions (formerly IKON Technology Services). If a hardware problem is suspected the user should call the Helpdesk (859-4181) during normal business hours for assistance. If hardware service is indicated arrangements will be made with the VITEC technician. VITEC only repairs equipment located in college offices. Repairs will not be done in residence halls or private residences. Personally Owned Equipment VITEC Solutions also provides repair for personally owned computers. Computers are repaired at a discounted commercial rate established by the vendor as part of its contract with Hamilton. There is a minimum charge for examining the equipment if repair is not needed. Equipment must be delivered to the VITEC office in the basement of the Burke Library during regular business hours. The VITEC technician will be available each day between 4 and 5 p.m. to receive equipment, or by special arrangement by calling x4171 or by e-mail (vitec@hamilton.edu). Payment for the repairs must be made by check, credit card, or money order when the equipment is picked up. Charges for repair cannot be applied to your Hamilton College account.     For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen, Vice President for Information Technology 315-859-4169  
Wireless
  • Policies - Wireless Networking Wireless Information Technology Services currently has wireless networks in all major buildings and outdoor areas on campus. The following are wireless policies and support procedures everyone must follow at the College. It is important to note the wireless network at Hamilton will not replace the wired infrastructure. The secure Hamilton wireless network is to be used only by faculty, staff and students at Hamilton. Wireless networking provides convenient access in many locations, albeit at a reduced speed. The following policies define how people use wireless networking at Hamilton and how ITS will support wireless networking. The most important factor involved in supporting a wireless network is the potential for other devices to interfere or cause problems with the operation of the wireless network. Many of the policies below address this issue. What is the Hamilton Wireless Network? A wireless network consists of access points and wireless adapters. The access point is connected to the "wired" network and sends out radio waves to wireless adapters laptops and other devices. Several access points are installed such that their signals overlap. This allows for uninterrupted service while the individual/laptop is mobile. The radio waves are transmitted at 2.4GHz and allow the mobile units (laptops, PDAs, etc) to connect to the wired network. Although wireless network speeds are slower than the wired network, it is sufficient for most applications. Hamilton is currently using Cisco architecture based on the 802.11b, 802.11g, and 802.11n (802.11n in select locations) wireless standards. Depending on the environment, 802.11b/g/n signals can travel up to 300 meters (802.11g signals are shorter). However, the farther you are from the access point the slower the transmission speed. Where can I use Wireless Networking? ITS has installed secure wireless networks in all buildings and outdoor areas around campus in the summer of 2007. How much does it cost? You will need a laptop and a compatible 802.11b/g or 802.11n wireless networking adapter. Most new laptop computers have wireless network adapters installed by default. The college store has wireless adapters for sale.  Other electronic stores also sell wireless network adapters.   What wireless adapters are supported? You are free to use any 802.11b/g/n compliant wireless adapter, however, ITS may only be able to provide limited support for certain adapters if you do not have the proper software or documentation.  What things are prohibited? Only ITS staff are allowed to install wireless access points. The Apple AirPort Station for example, is NOT permitted on campus. This ban INCLUDES any wireless equipped Macintosh configured to act as an access station. Again, the adapter is permitted, but the access point or any wireless device acting as an access point is NOT permitted.   Can I get help setting this up? Instructions are available to configure your wireless network adapter. If you need further assistance, contact the ITS Help Desk at 315-859-4181. Policies All campus users are subject to the following wireless guidelines as well as existing guidelines for the wired network. The wireless network is an extension of the existing network and therefore falls under the control and supervision of the ITS department. Due to the complex nature of wireless technologies it is imperative that users of the wireless network follow the guidelines and policies outlined in this document. Wireless networks are NOT a replacement for wired networks. The purpose of the wireless network is to extend the wired network by providing Web browsing and e-mail access in areas of transient use such as common areas. Wireless networks have a much smaller bandwidth than wired networks; therefore, applications that require a large bandwidth may overload the wireless network. Wireless networks work best when the number of users is limited - the more users, the smaller the share of the bandwidth available to each. Only wireless access points installed and managed by ITS will be allowed for use on the Hamilton wireless network. Students and faculty are not permitted to install their own wireless networking equipment. Departments wishing to implement a wireless network must notify the ITS department. ITS will survey the site and determine the feasibility of a wireless connection. Only access points pre-evaluated and installed by ITS will be used. ITS will publish and maintain a current list of acceptable devices on the ITS website. Certain other "wireless" devices also use the same 2.4 GHz frequency band and can cause interference to users of the wireless network. These interferences can be intermittent and very difficult to diagnose. Some of these are: other IEEE 802.11 wireless LAN devices, Bluetooth wireless devices, cordless phones and audio speakers. ITS needs help from all members of the campus community in minimizing the potential interference from those devices. ITS requests that use of all other 2.4 GHz devices be discontinued in Hamilton College owned buildings. We will not actively scan the airspace for potential interfering devices however, ITS reserves the right to restrict the use of all 2.4 GHz radio devices in all buildings and all outdoor spaces on the Hamilton College campus. In cases where the device is being used for a specific class application, ITS will work with faculty to determine whether there are circumstances under which use of the device may still be accommodated without causing interference to other wireless network users. If you think you have an existing system that may use 2.4 GHz radios for transmission please email ITS at: ns@hamilton.edu
Cupola