Computing Policies - Faculty and Staff

Faculty and Staff Computing

Information Technology Services (ITS) provides a single office computer to each faculty and staff member who requires one for performance of job responsibilities. This is a College-owned computer and must be returned to ITS on or before the last day of a faculty or staff member's employment. ITS does not provide desktop computers for use at home.  A laptop is encouraged for faculty members with long-term appointments to expedite a computing environment in which faculty may use the computer in the office, at home, and in the classroom. Printing is done via the network to departmental printers.  Middlebury College’s Information Technology Services policy is to purchase computers and other electronics that are Electronic Product Environmental Assessment Tool (EPEAT) certified.

Special software for curricular use may be purchased with ITS funds, within budgetary limitations, and after review by our staff to ensure its functionality in public computing labs. Software requests should be submitted at least four weeks prior to the start of each semester. Software solely for research applications should be obtained through departmental or grant funds. All departmental software and hardware orders should be verified with ITS to ensure best pricing and compatibility with existing College systems and licensing arrangements.

Faculty and staff may not register their own domain names with commercial Internet domain registration service providers pointing to office computers on the College network. Similarly, registration of personal domain names for individual faculty or staff accounts is not supported.

Under normal circumstances, when employment is terminated, an employee's e-mail account, file server accounts, and personal web pages are deactivated six months following the last date of work. Emeriti faculty may retain e-mail accounts upon request. Retirees will receive an e-mail notification that their accounts are flagged to be deactivited, and given an option to reply to the message in order to retain the account. In situations of involuntary termination, accounts may be immediately terminated by ITS upon direction of College administration. It is an employee's responsibility to copy for personal retention all personal files from his/her computer and file server space prior to departure.


see also: Employee Handbook 2.18 Staff E-mail and Computer Use Policy

Confidential Data and Personal/Laptop Computer Security

Unencrypted personally identifiable information (individual names associated with driver's license, social security, credit card or bank account numbers and access codes) and other confidential information related to Middlebury activities must not be stored on individual faculty, staff, or student employee computers, or personally-owned devices. College employees must not reconfigure a College-supplied laptop and personal computer to bypass the prompt for an authorized College username and password upon start-up: passwords must be keyed in, rather than set to be entered automatically. Loss or theft of a College laptop, personal computer, or personally-owned device that may contain institutional data must be immediately reported to the ITS Helpdesk.

Online Course Material Retention

ITS will retain online course materials for a minimum of two years from the end of the course. Materials may be available after the two-year period, but instructors should not depend on their availability. Instructors who need help moving their materials to longer-term storage may contact ITS at Faculty may request that their course materials be deleted earlier than specified by this policy.

This policy covers online course materials stored on disk space managed by ITS and created by or managed through applications supported by the College including course management systems, central course folders and web space; stand-alone discussion forums; email distribution lists; documents; discussions; etc.  Some applications do not currently allow deletion based on term; these may be modified as necessary by ITS to allow enactment of this policy. This policy does not cover materials stored in an individual's home directory, personal web space, or departmental or program-based space.

Guiding principles for this policy:

1. To comply with any federal or state laws related to online course material retention.
2. To comply with any fair use policies related to online course material content.
3. To retain centrally-stored online course materials for a period of time that instructors will find helpful.
4. To guide instructors in developing their own procedures for long-term storage of their online course materials.
5. To ensure that online storage space funded by ITS is used efficiently, and to minimize the financial impact of using constantly increasing disk space.

This retention policy shall be reviewed by the AVP for Information Technology Services and College administration at their discretion annually at a minimum, and at other times as needed.