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Baldwin Wallace Information Technology Policies

Information Technology policies recognized and observed by Baldwin Wallace University.

Listing of Information Technology Policies

Information Technology Acceptable Use Policy

updated August 2016



Statement of General Policy

Baldwin Wallace University provides access to information technologies for the private, non-commercial educational, research, cultural, and recreational uses of its students, faculty, and staff. These same technologies are also used by the University in support of its business functions. Limited access is also extended to guests.


A primary function of institutions of higher education is to foster the free investigation and discussion of ideas. Electronic media play an important role in this endeavor and are governed by the same policies and protections as traditional print and broadcast media. Any restriction, control, and/or editing of the content of electronic media will be consistent with state and local laws and University policies.



Privacy of Electronic Communications and Data

Person-to-person electronic communications are private. The upload and download of information is also private. The contents of an individual's computer files are also accorded the same confidentiality. There may be times during the process of maintaining the network systems, inspecting the contents of damaged files, or in the process of data recovery, that the contents of a user’s email or stored files may be viewed. Data stored on public or shared network drives or servers, as well as public computers, cannot be fully-protected from view or access.


The University does monitor network behavior and activity for security and operational efficiency. This data is recorded and disposed of periodically. Review of such communication only occurs when required by law or a legal process served upon the University, or in extraordinary circumstances to protect the well-being of members of the community or the property or educational mission of BW.



Access to Off-Campus Information

Baldwin Wallace University supports the scholarly examination of ideas which requires complete access to the facilities of the Internet and other electronic media. Any attempt to limit the availability of information to members of the BW community must be undertaken with justification and the widest possible support. Because information found on the Internet is not widely controlled, checked, or censored, members of the BW community are asked to practice good judgment in filtering what is appropriate.



Content of Publicly-Available Material

The content of materials posted or opinions expressed by members of the BW community (students, faculty, or staff) on individually-owned public websites or social media sites shall not be assumed to be those of the institution and responsibility for it lies with the originators.


It should be noted that some speech (e.g. obscenity, libel) is NOT protected by the First Amendment and that some uses of information (e.g. plagiarism) or web activities (e.g. posting extremely high-activity pages) degrade the performance of the entire system, thus conflicting with the purpose of the facilities. Updated September 26, 2014 Page 2 Infractions of the law will be reported to the appropriate authorities and activities that interfere with the mission of the University may result in restricted or discontinued access to the facilities.



Commercial Use of the Facilities

The facilities of the University are not to be used for the direct benefit of non-BW organizations or businesses without the express written permission of an officer of the University. This includes the outside business interests of students, faculty, and staff.



Misuse of the Shared Electronic Facilities

Members of the BW community are expected to refrain from activities which interfere with the proper functioning of the University’s computer systems or infringe on the rights of other members to make use of the shared information technology resources. Such activities include, for example:

  • Any unauthorized attempt to modify computer equipment or peripherals owned by BW
  • Any unauthorized attempt to add, delete, or modify, or duplicate copyrighted software (such as operating systems, compilers, utility routines, graphics, games, etc.) owned by BW
  • Attempted or actual use of accounts, files, or passwords without authorization from the owner
  • Reading, copying, modifying, or deleting private files (including those belonging to any students, faculty, staff, or the University’s administrative or academic files) without proper authorization
  • Using the University’s network to communicate messages to others that are harassing, offensive, or obscene
  • Attempting to crash the BW servers, intranet, or public electronic networks
  • Violating intellectual property rights or copyrights in data or programs
  • Destruction, damage, or theft of equipment, software, or data belonging to BW
  • Giving unauthorized persons access to BW facilities by divulging passwords
  • Establishing an individual wireless network on campus or connecting any device (other than a computer) to the network without authorization from the IT Department



Disciplinary Procedures – Student Misuse

Suspected misuse of the facilities should be reported to the CIO, who is authorized to determine if there has been a violation of policy or law and refer student violators to the Office of Judicial Affairs for resolution. Pending the outcome, access to the shared technology resources may immediately be restricted or suspended. In some cases, limited or monitored access will be provided to the facilities needed for University-related activities, such as classes. Except in extraordinary circumstances, the situation will be discussed with the person suspected to see if a resolution can be made. If not, the matter will be turned over to the appropriate University or public authority If the misuse involves violations of local, state, or federal law, the appropriate authorities will be informed. For specific details of the judicial review and grievance procedures for student violators, please refer to the Student handbook.



Disciplinary Procedures – Faculty or Staff Misuse

Suspected misuse of the provided technologies (e.g., storing illegal files, using the shared resources for non-BW enterprise, or violating University policy by accessing Internet sites associated with pornography and/or gambling) will initiate immediate action. This may include suspension of network access, deletion of illegal files, termination, or similar measures as deemed appropriate by an officer of the University. For specific details of subsequent review and grievance procedures, faculty members should refer to the Faculty Handbook and staff members to the Employee Handbook.

Email Policy for Retired Employees

updated July 2017



Any full-time employee of Baldwin Wallace University who ends their employment through retirement will be offered the benefit of retaining their BW email account for life. To take advantage of this option, the retiring employee must formally request the continuation of his or her email account during the exit interview conducted by Human Resources. The BW Support Desk will assist retires in the transition to the new email system. You can contact them at helpdesk@bw.edu or at 440.826.7000.


    Retiree accounts will be afforded the following privileges:
  • Their current BW email address will be modified to: firstname.lastname@bw.edu. Retirees will retain all saved and sent messages as well as contacts they had on the system at the time of retirement.

    Retiree accounts will NOT include access to the following electronic resources:
  • Colleague
  • Blackboard
  • Network storage drives (H:drive, S:drive)
  • Virtual Desktop
  • Access to the BW intranet portal (http://my.bw.edu)
  • If you have any information stored in any of the above systems, we recommend that you backup your data to an external source.

If, at any point in time following an employee’s retirement, the email account becomes inactive for a period of six months, the account will then be terminated and connot be "reactivated".


Retirees who chooses to retain their BW email account must continue to uphold the expectations set forth in the Baldwin Wallace University “Community Standards of Conduct” policy. Any misuse of the account will be grounds for immediate cancellation.

Acceptable Use of Technology Resources Policy

updated September 2016



Statement of General Policy
Baldwin Wallace University provides access to information technologies for the private, non-commercial educational, research, cultural, and recreational uses of its students, faculty, and staff. These same technologies are also used by the University in support of its business functions. Limited access is also extended to guests.
A primary function of institutions of higher education is to foster the free investigation and discussion of ideas.
Electronic media play an important role in this endeavor and are governed by the same policies and protections as traditional print and broadcast media. Any restriction, control, and/or editing of the content of electronic media will be consistent with state and local laws and University policies.



Privacy of Electronic Communications and Data
Person-to-person electronic communications are private. The upload and download of information is also private. The contents of an individual's computer files are also accorded the same confidentiality. There may be times during the process of maintaining the network systems, inspecting the contents of damaged files, or in the process of data recovery, that the contents of a user’s email or stored files may be viewed. Data stored on public or shared network drives or servers, as well as public computers, cannot be fully-protected from view or access.
The University does monitor network behavior and activity for security and operational efficiency. This data is recorded and disposed of periodically. Review of such communication only occurs when required by law or a legal process served upon the University, or in extraordinary circumstances to protect the well-being of members of the community or the property or educational mission of BW.



Access to Off-Campus Information
Baldwin Wallace University supports the scholarly examination of ideas which requires complete access to the facilities of the Internet and other electronic media.
Any attempt to limit the availability of information to members of the BW community must be undertaken with justification and the widest possible support. Because information found on the Internet is not widely controlled, checked, or censored, members of the BW community are asked to practice good judgment in filtering what is appropriate.



Content of Publicly-Available Material
The content of materials posted or opinions expressed by members of the BW community (students, faculty, or staff) on individually-owned public websites or social media sites shall not be assumed to be those of the institution and responsibility for it lies with the originators.
It should be noted that some speech (e.g. obscenity, libel) is NOT protected by the First Amendment and that some uses of information (e.g. plagiarism) or web activities (e.g. posting extremely high-activity pages) degrade the performance of the entire system, thus conflicting with the purpose of the facilities. Infractions of the law will be reported to the appropriate authorities and activities that interfere with the mission of the University may result in restricted or discontinued access to the facilities.



Commercial Use of the Facilities
The facilities of the University are not to be used for the direct benefit of non-BW organizations or businesses without the express written permission of an officer of the University. This includes the outside business interests of students, faculty, and staff.



Misuse of the Shared Electronic Facilities
Members of the BW community are expected to refrain from activities which interfere with the proper functioning of the University’s computer systems or infringe on the rights of other members to make use of the shared information technology resources. Such activities include, for example:

  • • Any unauthorized attempt to modify computer equipment or peripherals owned by BW
  • • Any unauthorized attempt to add, delete, or modify, or duplicate copyrighted software (such as operating systems, compilers, utility routines, graphics, games, etc.) owned by BW
  • • Attempted or actual use of accounts, files, or passwords without authorization from the owner
  • • Reading, copying, modifying, or deleting private files (including those belonging to any students, faculty, staff, or the University’s administrative or academic files) without proper authorization
  • • Using the BW network to communicate messages that are harassing, offensive, or obscene
  • • Attempting to crash the BW servers, intranet, or public electronic networks
  • • Violating intellectual property rights or copyrights in data or programs
  • • Destruction, damage, or theft of equipment, software, or data belonging to BW
  • • Giving unauthorized persons access to BW facilities by divulging passwords
  • • Establishing an individual wireless network on campus or connecting any device (other than a computer) to the network without authorization from the IT Department



Disciplinary Procedures – Student Misuse
Suspected misuse of the facilities should be reported to the CIO, who is authorized to determine if there has been a violation of policy or law and refer student violators to the Office of Judicial Affairs for resolution. Pending the outcome, access to the shared technology resources may immediately be restricted or suspended. In some cases, limited or monitored access will be provided to the facilities needed for University-related activities, such as classes. Except in extraordinary circumstances, the situation will be discussed with the person suspected to see if a resolution can be made. If not, the matter will be turned over to the appropriate University or public authority. If the misuse involves violations of local, state, or federal law, the appropriate authorities will be informed. For specific details of the judicial review and grievance procedures for student violators, please refer to the Student handbook.



Disciplinary Procedures – Faculty or Staff Misuse
Suspected misuse of the provided technologies (e.g., storing illegal files, using the shared resources for non-BW enterprise, or violating University policy by accessing Internet sites associated with pornography and/or gambling) will initiate immediate action. This may include suspension of network access, deletion of illegal files, termination, or similar measures as deemed appropriate by an officer of the University. For specific details of subsequent review and grievance procedures, faculty members should refer to the Faculty Handbook and staff members to the Employee Handbook.



CALEA (Communications Assistance for Law Enforcement Act)
CALEA requires providers of commercial voice services to structure their networks to allow law enforcement agencies the ability to executing wiretap orders. Higher education institutions were initially exempt from CALEA compliance because they were considered "private networks." However, on August 5, 2005, the FCC (Federal Communications Commission) extended CALEA compliance to include facilities-based Internet service providers. This includes most college campuses due to their capacity of providing public access to the Internet. Subsequently, a private network is now defined as a network that does not have the ability to interconnect with the public Internet, or, in the case of VoIP, to interconnect with the public switched telephone network (PSTN). The Information Technology staff at Baldwin Wallace has arrived at the conclusion that the University IS exempt from CALEA due to its inclusion in the definition of a private network. Although BW is claiming the exempt designation, the University understands that it could still be required and must be willing to assist any Law Enforcement Agency (LEA) in obtaining information for a CALEA-related requested.
Mandatory compliance for all colleges and universities who claimed exemption is anticipated. Any CALEA-related inquiries at Baldwin Wallace University should be made through the Chief Information Officer (CIO) or Senior Vice President. If a subpoena has been validated, the appropriate IT staff personnel will be assigned to assist the LEA. University personnel will make certain that all requests are handled efficiently and with the utmost discretion and confidentiality.

Computer Distribution, Replacement and Repair Policy

updated September 2016



Distribution of BW-Owned Computers:
BW provides a computer to every full-time administrator, faculty, and staff member that is appropriate to their computing needs. Most part-time administrative staff are equipped with a computer. Computers are not provided to adjunct faculty or term workers with contracts less than three years in duration. BW-owned computers are purchased, distributed by, and maintained by Information Technology.



Computer Replacement Cycle:
Information Technology maintains an asset database with all computer inventory which facilitates the ability to monitor and replace equipment on a four-year cycle. Academic or administrative departments with needs for additional equipment should submit requests via the Computer Capital Budget process which begins in November each year.



Student Organization Computers:
Information Technology will assist student organizations with the selection and purchase of computers, peripherals, and software. Funds must come from the requesting organization. Requests for deskjet printers will not be approved. Student organizations must use the campus print kiosks. Equipment purchased with BW student organization funds is the property of BW and cannot be disposed of or sold. Hardware and peripherals must conform to University standards. Software must be licensed. Any ongoing subscription fees for software is the responsibility of the organization.



Repairs to Personal Computers:
Due to liability concerns, the diversity of equipment, and time constraints, the Information Technology Department DOES NOT repair, maintain, or configure any personal computers owned by University employees.

Copyright Infringment Policy

updated September 2016



Copyright infringement involves the reproduction or distribution of a copyrighted work without permission or legal authority. The unauthorized distribution of copyrighted material, including unauthorized peer-to-peer file sharing, is subject to civil and/or criminal penalties. Violations that occur on BW Internet traffic are reported to the IT Department by our Internet service provider.
Baldwin Wallace University, in compliance with the Digital Millennium Copyright Act (DMCA), Higher Education Opportunity Act (HEOA – Public Law 110-315), and Recording Industry Association of America (RIAA), takes quick action when notified of an alleged copyright infringement occurring from a computer connected to the campus network. Incidents are referred to the appropriate campus officials and steps are taken to stop unauthorized downloading or distribution of copyrighted materials. The RIAA can monitor network traffic at colleges and universities to identify illegal activity. Penalties can be severe.
Actions resulting from the discovery of copyright infringement include the following steps:

  • • Identify the computer responsible for the violation and contact the owner
  • • Notify the owner to cease all activity involving illegal file sharing or copyright infringement
  • • Require the deletion of illegally acquired files
  • • Notify the Director of Residence of Life and Judicial Affairs (resident students)
  • • Schedule an official hearing with Judicial Affairs (students)
  • • Require a written essay on the topic of copyright infringement (students)
  • • Impose probationary sanctions for residency (resident students)
  • • Possible probationary sanctions for athletic participation (students)


Members of the BW community are cautioned against using peer-to-peer applications that pose security risks and potential legal issues. By default, many of these programs can extract confidential information and share with third parties. Viruses and malware are frequently associated with these programs.


Summary of Civil and Criminal Penalties for Violation of Federal Copyright Laws
Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement. Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Section 504, 505. Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense (www.copyright.gov).

BW Student Printing Policy

updated August 2017



Baldwin Wallace students use wēpa (we print anywhere) “Jacket Print” kiosks, conveniently located throughout the campus, for their printing needs. The kiosks gives students a wide variety of access, upload, and print options that support mobility and convenience.


Registered students will automatically get a wēpa account that can be accessed at any Jacket Print station with their Jacket Express card and login credentials.


    Print options include:
  • USB – Insert a USB drive, select file, print
  • Cloud – Access cloud storage accounts from the touch pad, select file, print (OneDrive, Dropbox, Google Drive, Box)
  • Email – Send file attachments to: print@wepanow.com
  • Traditional – Open a document, choose “File > Print” and select printer type
  • (One-time download: https://wepanow.com/printapp)
  • Online – Login at www.wepanow.com/webupload and click “send to wēpa.”
  • Mobile – Download the wēpa print Mobile App (Free for Android or iOS)

To promote environmental responsibility, reduce waste, and discourage unnecessary printing, BW has implemented printing charges on all printing at the Jacket Print stations.

  • Single-sided black & white copies: $.09
  • Double sided black & white copies: $.17
  • Single-sided color copies: $.50
  • Double-sided color copies: $.99

Debit/credit cards, Paypal and wēpa print cards (sold at the BW Bookstore and Ritter Library) can be used as forms of payment as well as available funds on a student’s Jacket Express card.