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Policies Governing Use of Computing Technology in Academic Libraries
Vaughan, Jason
Information Technology and Libraries; Dec 2004; 23, 4; ProQuest
pg. 153

Policies Governing Use of
Computing Technology in
Academic Libraries

The networked computing environment is a vital resource
for academic libraries. Ever-increasing use dictates the
prudence of having a comprehensive computer-use policy
in force. Universities often have an overarching policy or
policies governing the general use of computing technology
that helps to safeguard the university equipment, software,
and network against inappropriate use. Libraries often
benefit from having an adjunct policy that works to empha-
size the existence and important points of higher-level poli-
cies, while also providing a local context for systems and
policies pertinent to the library in particular. Having
computer-use policies at the university and library level
helps provide a comprehensive, encompassing guide for the
effective and appropriate use of this vital resource.

F
or clients of academic libraries, the computing envi-
ronment and access to online information is an
essential part of everyday service-every bit as vital

as having a printed collection on the shelf. The computing
environment has grown in positive ways-higher-caliber
hardware and software, evolving methods of communi-
cation, and large quantities of accurate online information
content. It has also grown in many negative ways-the
propagation of worms and viruses, other methods of
hacking and disruption, and inaccurate informational
content. As the computing environment has grown, it
has become essential to have adequate and regularly
reviewed policies governing its use. Often, if not always,
overarching policies exist at a broad institutional or even
larger systemwide level. Such policies can govern the use
of all university equipment, software, and network access
within the library and elsewhere on campus, such as cam-
pus computer labs. A single policy may encompass every
easily conceivable computing-related topic, or there may
be several individual policies. Apart from any document
drafted and enforced at the university level, various pub-
lic laws exist that also govern appropriate computer-use
behavior, whether in academia or on the beach. Many
institutions have separate policies governing employee
use of computer resources; this paper focuses on student
use of computing technologies.

In some cases, the library and the additional campus
student-computer infrastructure (for example, campus
labs and dormitory computer access) are governed by
the same organizational entity, so the higher-level policy
and the library policy are de facto the same. In many
instances, libraries have enacted additional computer-
use policies. Such policies may emphasize or augment
certain points found in the institution-level policy(s),
address concerns specific to the library environment, or
both. This paper surveys the scope of what are most

Jason Vaughan

commonly referred to as "computer-use policies,"
specifically, those geared toward the student-client pop-
ulation. Common elements found in university-level
policies (and often later emphasized in the library pol-
icy) are identified. A discussion on additional topics
generally more specific to the library environment, and
often found in library computer-use policies, follows.
The final section takes a look at the computer-use envi-
ronment at the University of Nevada, Las Vegas
(UNLV), the various policies in force, and identifies
where certain elements are spelled out-at the univer-
sity level, the library level, or both.

I Policy Basics
Purpose and Scope

Policies can serve several purposes. A policy is defined as:

a plan or course of action ... intended to influence and
determine decisions, actions, and other matters. A
course of action, guiding principle, or procedure con-
sidered expedient, prudent, or advantageous.'

Any sound university has a comprehensive computer-
use policy readily available and visible to all members of
the university community-faculty, staff, students, and
visitors. Some institutions have drafted a universal policy
that seeks to cover all the pertinent bases pertaining to the
use of computing technology. In some cases, these broad
overarching policies have descriptive content as well as
references to other related or subsidiary policies. In this
way, they provide content and serve as an index to other
policies. In other cases, no illusions are made about having
a single, general, overarching policy-the university has
multiple policies instead. Policies can define what is per-
mitted (use of computers for academic research) or not per-
mitted (use of computers for nonacademic purposes, such
as commercial or political interests). A policy is meant to
guide behavior and the use of resources as they are meant
to be used. In addition, policies can delve into procedure.
For example, most policies contain a section on how to
report suspected abuse and how suspected abuse is inves-
tigated, and outlines potential penalties. Policies buried in
legalese may serve some purpose, but they may not do a
good job of educating users on what is acceptable and not
acceptable. Perhaps the best approach is an appropriate

Jason Vaughan (jvaughan@ccmail.nevada.edu) is Head of the
Library Systems Department at the University of Nevada, Las
Vegas.

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 153

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balance between legalese and language most users will
understand. In addition, policies can also serve to help
educate individuals on important topics, rather than
merely stating what is allowed and what will get one in
trouble. For example, a general policy statement might
read, "You must keep your password confidential." Taken
a step further, the policy could include recommendations
pertaining to passwords, such as the minimum password
length, inclusion on nonalphabetic characters, the recom-
mendation to change the password regularly, and the man-
date to never write down the password.

Characteristics of a Policy-Visibility,
Prominence, Easily Identifiable

A policy is most useful when it is highly visible and clearly
identified as a policy that has been approved by some
authoritative individual or body. Students often sign a
form or agree online to terms and conditions when their
university accounts are established. Web pages may have a
disclaimer stating something to the effect of "use of (insti-
tution's) resources is governed by .... " and provide a
hyperlink to the various policies in place. Or, a simple poli-
cies link may appear in the footer of every Web page at the
institutional site. Some universities have gone a bit further.
At the University of Virginia, for example, students must
complete an online quiz after reviewing the computer-use
guidelines.' In addition, they can choose to view the
optional video. Such components serve to enhance aware-
ness of the various policies in place.

A review of the library literature failed to uncover any
articles focusing on computer-use policies in academic
libraries. The author then selected several similar-sized
(but not necessarily peer) institutions to UNLV-doctoral-
granting universities with a student population between
twenty thousand and thirty thousand-and thoroughly
examined their library Web sites to see what, if any, policy
components were explicitly highlighted. It quickly
became evident that many libraries do not have a centrally
visible, specifically titled, inclusive computer-use policy
document. Most, but not all, of the library Web sites pro-
vided a link to the institutional-level computer-use policy.
In some cases, library policies were not consolidated
under a central page titled "Policies and Procedures," or
"Guidelines," and, where they did appear, the context did
not imply or state authoritatively that this was an official
policy. There was no statement of who drafted the policy
(which can lend some level of authority or credence), as
well as no indicated creation or revision date. Granted,
many libraries have paper forms one must sign to obtain
a library card, or they may state the rules in hardcopy
posted within prominent computer-dense locations. Still,
with so much emphasis given to licensed database and
Internet resources, and with such heavy use of the com-
puting environment, such policies should appear online

in a prominent location. Where better to provide a com-
puter-use policy than online? Perhaps all the libraries
reviewed did have policies posted somewhere online. If
the author could not easily find them, chances are a stu-
dent would have difficulties as well. In sum, the location
of the policy information and how it is labeled can make
a tremendous difference.

Revisions

Policies should be reviewed on a regular basis. Often, the
initial policy likely goes through university counsel, the
president's administrative circles, and, perhaps, a board of
regents or the equivalent. Revisions may go through such
avenues, or may be more streamlined. A frequent review of
policies is mandated by evolving information technology.
For example, cell phones with built-in cameras or Internet-
browsing capabilities, nonexistent a few years ago, are
now becoming mainstream. With such an inconspicuous
device, activities such as taking pictures of an exam or
finding simple answers online are now possible. Similarly,
regularly installed critical updates are a central concept
within Windows' latest version of operating-system soft-
ware. Such functionality failed to attract much attention
until the increase in security exploits and associated media
coverage. Some policies, recently updated, now make
mention of the need to keep operating systems patched.

I Why Have a Library Policy?
While some libraries link to higher-level institutional
policies and perhaps have a few rules stated on various
scattered library Web pages, other libraries have quite
comprehensive policies that serve as an adjunct to (and
certainly comply with) higher-institutional policies.
There are several reasons to have a library policy. First, it
adds visibility to whatever higher-level policy may be in
place. A central feature of a library policy is that it often
provides links (and thus, additional visibility) to other
higher-level policies. A computer-use policy can never
appear in too many places. (Some libraries have the link
in the footer of every Web page.) A computer-use policy
can be thought of as a speed limit sign. Presumably,
everyone knows that unless otherwise posted, the speed
limit inside the city is thirty-five miles per hour, and out-
side it is fifty-five miles per hour. Nevertheless, numerous
speed-limit signs are in place to remind drivers of this.

Higher-level institutional policies often take a broad
stroke, in that they pertain to and address computing
technology in general, without addressing specific sys-
tems in detail. A second reason to have a local-library pol-
icy is to reflect rules governing local-library resources that
are housed and managed by the library. Such systems

154 INFORMATION TECHNOLOGY AND LIBRARIES I DECEMBER 2004

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often include virtual reference, electronic reserves, lap-
top-checkout privileges, and the mass of electronic data-
bases and full-text resources purchased and managed by
libraries. Such library-based systems do not necessarily
make the radar of higher-level policies, yet have impor-
tant considerations, such as copyright issues in the elec-
tronic age or privacy as it relates to e-mail and chat
reference. In addition, libraries often have two large user
groups that other campus entities do not have-univer-
sity affiliates (faculty, staff, students) and nonuniversity
affiliates (community users). While broader university
policies generally apply to all users of computing tech-
nology, local-library policies can work to address all users
of the library PCs, and make distinctions as to when,
where, and what each group can use.

I Common Computer-Use Policy Elements
The following section outlines broad topics that are usu-
ally addressed within high-level, institutional policies.
Often, some or many of these same elements are later
reemphasized or adapted by libraries, focusing on the
library environment. In many cases, the policy is pre-
sented in a manner somewhat like breaking the seal on a
new piece of software packaging. Essentially, if someone
is using the university equipment or network, that person
agrees to abide by all policies governing such use. An
overarching policy frequently may end with a bulleted
summary of the important points in the document. An
important first part of the policy is a clear indication of
who the policy applies to. This may be as broad as "any-
one who sits down in front of university equipment or
connects to the network," or as specific as spelling out
individual user groups (undergraduates, graduates,
alumni, K-12 students). Appendix A summarizes ele-
ments found in the various end-user computer policies in
force at UNLV and the UNLV university Libraries.

Network and Workstation Security

Network security is a universal topic addressed in com-
puter-use policies. Under this general aegis one often
finds prohibitions against various forms of hacking, as
well as recommendations for steps individual users
should take to help better secure the overall network.
There are also such policies as the prohibition of food and
drink near computer workstations or on the furniture
housing computer workstations. Typical components
related to network and workstation security include:

1. Disruption of other computer systems or networks;
deliberately altering or reconfiguring system files;

use of FTP servers, peer-to-peer file sharing, or
operation of other bandwidth-intensive services

2. Creation of a virus; propagation of a virus
3. Attempts at unauthorized access; theft of account

IDs or passwords
4. Password information-individual users need to

maintain a strong, confidential password
5. Intentionally viewing, copying, modifying, or

deleting other users' files
6. A requirement to secure restrictions to files stored

on university servers
7. Recommendation or requirement to back up files
8. Statement of ownership regarding equipment and

software-the university, not the student, owns the
equipment, network, and software

9. Intentional physical damage: tampering, marking,
or reconfiguring equipment or infrastructure-
such as unplugging network cables

10. Food and drink policies

Personal Hardware and Software

Many universities allow students to attach their own lap-
tops to the campus wired or wireless network(s). In addi-
tion to network connections, a growing number of
consumer devices such as floppy disks, zip disks, and
rewritable CD /DVD-media have the potential to connect
to university computers for the purpose of data transfer.
Today, the list has grown to include portable flash drives,
digital cameras and camcorders, and MP3 players, among
others. The attaching of personal equipment to university
hardware may or may not be allowed. Similarly, users
may often try to install software on university-owned
equipment. Typical examples may include a game
brought from home or any of the myriad pieces of soft-
ware easily downloaded from the Internet. Some of the
policy elements dealing with the use of personal hard-
ware and software include:

1. Connecting personal laptops to the university
wired or wireless network(s)

2. Use of current and up-to-date patched operating
systems and antivirus programs running on per-
sonal equipment attached to the network

3. Connecting, inserting, or interfacing such personal
hardware as floppy disks, CDs, flash drives, and
digital cameras with university-owned hardware;
liability regarding physical damage or data loss

4. Limit access to and mandate immediate reporting
of stolen personal equipment (to deactivate regis-
tered MAC addresses, for example)

5. Downloading or installing personal or otherwise
additional software onto university equipment

6. Use of personal technology (cell phones, PDAs) in
classroom or test-taking environments

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 155

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E-mail

E-mail privileges figure prominently in computer-use
policies. Some topics deal with security and network per-
formance (sending a virus), while many deal with inap-
propriate use (making threats or sending obscene
e-mails). Other topics deal with both (such as sending
spam, which is unsolicited, annoying, and consumes a lot
of bandwidth). Among the activities covered are prohibi-
tions or statements regarding:

l. Hiding identity, forging an e-mail address
2. Initiating spam
3. Subscribing others to mailing lists
4. Disseminating obscene material or Weblinks to

such material
5. General guidelines on e-mail privileges, such as the

size of an e-mail account, how long an account can
be used after graduation, and e-mail retention

6. Basic education regarding e-mail etiquette

Printing

With the explosion of full-text resources, libraries and
other student-computing facilities have experienced a
tremendous growth in the volume of pages printed on
library printers. At UNLV Libraries, for example, the print-
ing volume for July 2002 to June 2003 was just shy of two
million pages; the following year that had jumped to
almost 2.4 million pages. Various policies helping to gov-
ern printing may exist, such as honor-system guidelines
("don't print more than ten pages per day"). Some institu-
tions or libraries have implemented cost-recovery systems,
where students pay fixed amounts per black-and-white
and color pages printed through networked printers.
Standard policies regarding printer-use cover:

1. Mass printing of flyers or newsletters
2. Tampering with or trying to load anything into

paper trays (such as trying to load transparencies
in a laser printer)

3. Per-sheet print costs (color and black-and-white;
by paper size)

4. Refund policies
5. Additional commonsense guidelines, such as "use

print preview in browser"

Personal Web Sites

Many universities allow students to create personal Web
sites, hosted and served from university-owned equipment.
Customary policy items focusing on this privilege include:

1. General account guidelines-space limitations,
backups, secure FTP requirements

2. Use of school logo on personal Web pages

3. Statement of content responsibility or institutional
disclaimer information

4. Requirement to provide personal contact information
5. Posting or hosting of obscene, questionable, or

inappropriate content

Intellectual Property, Copyright, or Trademark

Abuse of copyright, clearly a violation of federal law, is
something that libraries and universities were concerned
about long before computers hit the mainstream.
Widespread computing has introduced new avenues to
potentially break copyright laws, such as peer-to-peer file
sharing and DVD-movie duplication, to mention only
two. A computer-use policy covering copyright will gen-
erally include:

l. General discussion of copyright and trademark law;
links to comprehensive information on these topics

2. Concept of educational "fair use"
3. Copying or modification of licensed software, use

of software as intended, use of unlicensed software
4. Specific rules pertaining to electronic theses and

dissertations
5. Specific mention of the illegality of downloading

copyrighted music and video files

Appropriate- and Priority-Use Guidelines

Appropriate use is often covered in association with top-
ics such as network security or intellectual property.
However, appropriate- and priority-use rules can be an
entire policy and would include:

l. Mention of federal, state, and local laws
2. Use of resources for theft or plagiarism
3. Abuse, harassment, or making threats to others

(via e-mail, instant messaging, or Web page)
4. Viewing material that may offend or harass others
5. Legitimate versus prohibited use; use for nonacad-

emic purposes such as commercial, advertising,
political purposes, or games

6. Academic freedom, Internet filtering

Privacy, Data Security, and Monitoring

Privacy and data security are tremendous issues within the
computing environment. Networking protocols and com-
ponents of many software programs and operating sys-
tems by default keep track of many activities (browser
history files and cache, Dynamic Host Configuration
Protocol logs, and network account login logs, to mention
a few). Additional specialized tools can track specific ses-
sions and provide additional information. Just as credit-

156 INFORMATION TECHNOLOGY AND LIBRARIES I DECEMBER 2004

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card companies, banks, and hospitals provide a privacy
policy to their clients, so do many academic computer-use
policies. Such statements often address what logs are kept,
how they are maintained, how they may be used, and who
has access. In addition to the legitimate use of maintaining
information, there is the general concept of questionable or
outright malicious collection of information, through cook-
ies, spybots, or browser hijacks. The following are concepts
often addressed under the general heading of privacy:

l. Cookies, spybots, other malicious software
2. What information is collected for evaluative sys-

tem management and/ or statistical purposes; use
of cookies for this; how such information is used
and reported

3. Statement on routine monitoring or inspection of
accounts or use; reasons information may be
accessed (routine system maintenance, official uni-
versity business, investigation of abuse, irregular
usage patterns)

4. Security of information stored on or transmitted by
various campus resources

5. Statement on general lack of security of public,
multiuser workstations (browser cache, search his-
tory, recent documents)

6. Disposition of information under certain circum-
stances (for example, if a student dies while enrolled,
any personal university e-mail and stored files can
be turned over to executor of will or parents)

Abuse Violations, Investigations, and Penalties

As policies generally are a statement of what is or is not
permitted, or what is considered abuse, a clearly defined
mechanism for reporting suspected abuse and policy vio-
lations can often be found. Obviously, some abuse issues
violate not only university policy, but also local, state, or
federal law. Investigations of suspected abuse are by their
nature tied into the privacy and monitoring category.
Policy items detailing suspected abuse usually include:

1. How one can report suspected abuse
2. How requests for content, logging, or other

account information are handled; how and by what
entities abuse investigations are handled

3. Potential penalties
4. How to appeal potential penalties; rights and

responsibilities one may have in such a situation

Other Computer or Network-based Services
Affecting the Broad Student Population

Universities operate any number of other computer or
network-based services for the broad academic commu-
nity. Such services may include provisioning of ISP

accounts, courseware, online registration, and digital
institutional repositories. Depending on the broad nature
of these services, policy information particular to such
systems can be specified at the broad policy level, espe-
cially if they have unique avenues of potential exploita-
tion or abuse not covered in the general topics included
elsewhere in the policy.

I Additional Library-Specific Computer-Use Policy Elements
Many libraries elect to have their own, additional
computer-use policies that serve as an adjunct to the
larger university-level policy that generally governs the
use of all computing resources on campus. Libraries that
have a formalized library computer-use policy often start
with a statement of other policies governing the use of the
library equipment and network-references to the uni-
versity policies in place. The library policy may choose to
include or paraphrase parts of the university policy
deemed especially important or otherwise applicable to
the specific library environment. Important concepts gov-
erning university policies apply equally to library poli-
cies-purpose and comprehensiveness, visibility, and
frequent review. Libraries that have formalized com-
puter-use policies often link them under library common
Web-site sections such as "information about the
libraries," or "about the libraries." Library policies can
help address items unique, special, or otherwise worthy
of elaboration, such as specific systems in place or situa-
tions that may arise. They can also help provide guide-
lines and strategies to aid staff in policy enforcement. As
an example of a library computer-use policy, appendix B
provides the main UNLV Libraries computer-use policy.

Public versus Student Use-Allowances and
Priority Use

Many of the other entities on a university campus do not
daily deal with the community at large (the non-univer-
sity affiliates) as do academic libraries. This applies to
most if not all public institutions, as well as many private
institutions. The degree to which academic libraries
embrace community users varies widely; often, a state-
ment on which user groups are the primary clients is
stated in a policy. Such policy statements may discuss
who may use what computers, what software compo-
nents they have access to, and when access is allowed. In
some cases, levels of access for students and the commu-
nity are basically the same. Community users may be
allowed to use all software installed on the PC. More
often, separate PCs with smaller software sets have been
configured for community users or for specific access to

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 157

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government documents. In some cases, libraries allow
some or all PCs to be used by anyone, student or nonstu-
dent, but have technically configured the PC or network
to prevent the community at large from using the full
software set (such as common productivity suites).

However, community users may be limited from
using the productivity software (such as Microsoft Word)
found on these PCs. The may be restricted from using
PCs on upper floors, or those reserved for special pur-
poses, such as high-end graphics-development worksta-
tions. In addition, during crunch time-midterms and
final exams-community users are often restricted to the
few PCs set up and configured to allow access only to the
library Web page (not the Web at large) and the online
catalog. In addition, only students and staff can plug in
their personal laptops to the library and campus net-
work. Regardless of whether it is crunch time, nonstu-
dent users can be asked to leave if all PCs are in use and
students are waiting. An in-house-authored program
identifies accounts and whether particular users are stu-
dents or nonstudents. In 2005, the UNLV Libraries will
begin limiting full web access to community users; they
will only be permitted access to a limited set of Web-
based resources, such as government document websites
and library licensed databases.

More and more government information is available
online. For libraries serving as government document
repositories, all users have the right to freely access infor-
mation distributed by the government. In 2005, the UNLV
Libraries will begin limiting full Web access to commu-
nity users; they will only be permitted access to a limited
set of Web-based resources, such as government docu-
ment Web sites and library licensed databases. On
another note, many libraries have special adaptive work-
stations with additional software and hardware to facili-
tate access to library resources by disabled citizens.
Disabled individuals, enrolled at the university or not, are
allowed to use these adaptive workstations.

Laptop Checkout Privileges

Many libraries today check out laptops for student use.
At UNLV Libraries, faculty, staff, and students may
check out LCD projectors and library-owned laptops and
plug them into the network at any of the hundreds of
available locations within the main library. More details
on these privileges can be found in the article "Bringing
Them In and Checking Them Out: Laptop Use in the
Modern Academic Library." 3 As the university does not
otherwise check out laptops to users or allow students to
plug in their own laptops to the wired university net-
work, the Libraries had to come up with these additional
specific policies.

Licensed Electronic Resources-Terms and
Conditions

Academic libraries are generally the gatekeepers to many
citation and full-text databases and electronic journals.
Each of the myriad subscription vendors has terms of use,
violations of which can carry harsh penalties. For exam-
ple, the UNLV Libraries had an incident where a vendor
temporarily cut off access to its resource due to potential
abuse detected from a single student. In this case, the user
was downloading multiple PDF full-text files in an auto-
mated manner. This illustrates the need to have some
statement in a library policy outlining the existence of
such additional terms of use. Vendors generally place a
link at the top page of each of their resources related to this.
For greater visibility, libraries should at least point out the
existence of such terms of use for better exposure and
potential compliance. In addition, some electronic
resources have licensing agreements that simply do not
permit community-user access. In these cases, library pol-
icy can simply state that some licensed resources may be
accessed only by university affiliates.

Electronic Reserves

Many libraries have set up electronic reserves systems to
help distribute electronic full-text documents and stream-
ing media content, among other things. Additional poli-
cies may govern the use of such systems, such as making
the system available only to currently enrolled students,
and providing some boundaries in terms of what is
acceptable for mounting on such a system. In addition,
there is the whole area of copyright. E-reserve systems
often have built-in methods to help better enforce copy-
right compliance in the electronic arena. Additional pol-
icy statements can help educate faculty members on
particulars related to copyright and e-reserves.

Offsite Access to Licensed Electronic Resources

Many libraries provide offsite access to their licensed
resources to legitimate users via proxy servers or other
methods. The policy regarding such access may address
things such as who is permitted to access resources from
offsite (such as students, staff, and faculty), and the
requirement that the user be in good standing (such as no
outstanding library-book fines). In some instances, uni-
versities have implemented broad authentication systems
that, once logged on from an offsite location, allow the
user into a range of university resources, including,
potentially, library-licensed electronic resources. If such is
the case, information pertaining to offsite access may be
found in a higher-level policy.

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Electronic Reference Transactions

Many libraries have installed (or plan to install) virtual-
reference systems, or, at a minimum, have a simple e-mail
reference service ("Ask a Librarian"). In addition, many
collect library feedback or survey information through
simple forms. In all cases, a record exists of the transac-
tion. With virtual-reference systems, the record can
include chat logs, e-mail reference inquiries, and URLs
of Web pages accessed during the transaction. A policy
governing the use of electronic-reference systems may
address such things as which clientele may use the sys-
tem; a statement on the confidentiality of the transac-
tion; or a statement on whether the library maintains the
electronic-transaction details. Items such as hours of
operation and response time to an e-mail question could
be considered more procedural or informational than a
policy issue.

Statements on Information Literacy

While perhaps not a policy per se, many libraries have a
computer-use policy statement to the effect that while the
library may provide links to certain information, this does
not serve as an endorsement or guarantee that the infor-
mation is accurate, up-to-date, or has been verified. (Such
a statement posted on the library Web site may provide
additional exposure to the maxim that all that glitters is not
gold.) Statements that libraries do not regulate, organize,
or otherwise verify the general mass of information on the
Internet may be included. Obviously, many libraries have
separate instruction sessions, awareness programs, and
overall mission goals geared toward information literacy.

I Principles on Intellectual Freedom and Internet Filtering
Statements by the American Library Association (ALA)
on intellectual freedom and Internet filtering may well
appear in an institutional policy and often are included in
library policies. Filtering is something more likely to
affect public and school libraries as opposed to academic
libraries. Still, underage children can and do use aca-
demic libraries. In such an environment, they may be
intentionally or unintentionally exposed to questionable
or obscene material. Thus, a library computer-use policy
can express the general concept behind the following:

1. intellectual freedom (freedom of speech; free,
equal, unrestricted access);

2. the fact that academic libraries provide a variety of
information expressing a variety of viewpoints;

3. the fact that this information is not filtered; and
4. the responsibility of parents to be aware of what

their children may be viewing on library PCs.

Some libraries have provided policy links to various
sets of information from the Office of Intellectual
Freedom at ALA's Web site, such as:

1. ALA Code of Ethics
2. ALA Bill of Rights
3. Intellectual Freedom Principles for Academic

Libraries: An Interpretation of the Library Bill of
Rights

4. Access to Electronic Information, Services, and
Networks: An Interpretation of the Library Bill of
Rights

Some libraries also provide references to ALA infor-
mation pertaining to the USA Patriot Act and how law-
enforcement inquiries are handled.

I Summary
Computing is a vitally important tool in the academic
environment. University and library computing
resources receive constant and growing use for research,
communication, and synthesizing information. Just as
computer use has grown, so have the dangers in the net-
worked computing environment. Universities often have
an overarching policy or policies governing the general
use of computing technology that help to safeguard the
university equipment, software, and network against
inappropriate use. Libraries often benefit from having an
adjunct policy that works to emphasize the existence and
important points of higher-level policies, while also pro-
viding a local context for systems and policies pertinent
to the library in particular. Having computer-use policies
at the university and library level help provide a compre-
hensive, encompassing guide for the effective and appro-
priate use of this vital resource.

References

1. The A111erica11 I Jeri/age College Dictionary, 3rd edition.
(Boston: Houghton, 1997), 1058.

2. Board of Visitors of the University of Virginia, "Responsi-
ble Computing at U.Va.: A Handbook for Students." Accessed
June 2, 2004, www.itc.virginia.edu/pubs/ docs/RespComp /
rchandbook03.html.

3. Jason Vaughan and Brett Burnes, "Bringing Them In and
Checking Them Out: Laptop Use in The Modern Academic
Library," Information Technology and Libraries 21 (2002): 52-62.

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 159

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Appendix A. Systemwide, Institutional, and Library Computing Policies at UNLV

UNLV
UCCSN UNLV Policy Libraries

scs Computing UNLV Student for Posting Guidelines UNLV Libraries
NevadaNet Resou rces Computer-Use Information for Library Additional

Policy* Policy** Policy*** on the Webt Computer Usett Policiesttt

General

Direct Evident Link or
References to Higher-Level
Institutional/System
Computer Use Policy X X X

Author / Authority
Information Included X X X

Approved/Revised Date
Included X X X X

Network and Workstation Security

Disruption of other computer
systems/networks;
deliberate ly altering or
reconfiguring system files;
FTP Servers/Peer-to-Peer
File Sharing/Operation of
other bandwidth intensiv e
services X X X

Creat ion of a virus;
propagation of a virus X X X X

Attempts at unauthorized
access/Theft of account
IDs or passwords X X X X X

Password Information-
individual user's need to
maintain a strong, confidential
password

Intentionally view, copy, mod ify,
or de lete other users' files X X X X

Requirement to secure
restrictions on stored files

Recommendat ion/requirement
to back up fi les

Statement of ownership
regarding equipment/software X

Intent ion al phys ical damage:
tampering with or marking,
reconfiguring equipment
or infrastructure X X X

Food and dr ink policies X

160 INFORMATION TECHNOLOGY AND LIBRARIES I DECEMBER 2004

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Appendix A. Systemwide, Institutional, and Library Computing Policies at UNLV (cont.)

scs
Nevada Net

Policy*

Pe rsonal Hardware and Software

Connect ing persona l laptops,
etc. to university wired or
wireless network(s)

Use of current and up-to-date
patched operating systems
and antiv irus programs
running on personal
equipment attached to network -

Connect ing/ insert ing/
interfacing personal
hardware with existing
univers ity equipment; liability
regarding physica l damage
or data loss

Limiting access to personal
equipment/report immed iately
if stolen

Download ing or installat ion of
personal or otherwise add itiona l
software onto university
equipment

Use of pe rsonal technology
in c lassroom/test -tak ing
environments

Printing

Mass printing of f lyers or
news lette rs

Tampering with or trying
to load anything into
paper trays

Per-sheet print costs

Refund policies

Additiona l common-
sense gu idel ines

E-mail

Hiding ident ity/forging an
e-mai l address

Initiating spam X

UCCSN
Computing
Resources

Policy**

UNLV Policy
UNLV Student for Posting
Computer-Use Information

Policy*** on the Webt

UNLV
Libraries

Gu idelines
for Library

Computer Usett

UNLV Libraries
Additional
Policiesttt

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 161

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Appendix A. Systemwide, Institutional, and Library Computing Policies at UNLV (cont.) j
UNLV

UCCSN UNLV Policy Libraries

I
scs Computing UNLV Student for Posting Guidelines UNLV Libraries

Nevada Net Resources Computer-Use Information for Library Additional
Policy* Policy** Policy*** on the Webt Computer Usett Policiesttt

E-mail (cont.)

Subscribing others to
mailing lists

Dissemination of obscene
material or Web links to
such material X X

General guidel ines on
e-mail privileges , such as
the size of an e-mail account,
how long an account can be
used after graduation, etc.

Personal Web Site Specific

General account guidelines X

Use of schoo l name and logo

Statement of content
responsibility/institutional
discla imer inform ation X

Requirement to prov ide
personal contact inform at ion X

Posting and hosting of obscene,
questionable, or inappropriate
material X

Intellectual Property,
Copyright, and Trademark

General d iscussion of copyrights
and trademark law; link s to
comprehensive information on
these topics X X X

The concept of educational
fair use X

Copying or modifying licensed
software/use of software as
intended/use of unlicensed
software X X X

Specific rules pertaining to
electronic theses and
dissertations

162 INFORMATION TECHNOLOGY AND LIBRARIES I DECEMBER 2004

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f
I
I

Appendix A. Systemwide, Institutional, and Library Computing Policies at UNLV (cont.)
UNLV

UCCSN UNLV Policy Libraries
scs Computing UNLV Student for Posting Guidelines UNLV Libraries

NevadaNet Resources Computer-Use Information for Library Additional
Policy* Policy** Policy*** on the Webt Computer Usett Policiesttt

Appropriate- and
Priority-Use Guidelines

Mention of federal, state,
and local laws X X X

Use of resources for
theft/plagiarism X

Abuse, harassment, or
making threats to others
(via e-mai l, instant
messaging, Web page, etc.) X X X X

Viewing material which
may offend others X

Legitimate versus
prohibited use; use for
nonacademic purposes
(commerc ial; advertising;
political purposes; games;
etc.) X X X X X

Academic Freedom;
Internet filtering X X X X

Privacy

Cookies, spybots, other
malicious software

What information is collected
for evaluative/system
management/statistical
purposes; use of cookies
for this

Statement on routine monitoring
or inspect ion of accounts or
use; reasons information may
be accessed X X

Security of information stored
on or transmitted by various
campus resources X

Statement on general lack of
security of public, multi-user
workstations

Disposition of information under
certain circumstances

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 163

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Appendix A. Systemwide, Institutional, and Library Computing Policies at UNLV (cont.)
UNLV

scs
NevadaNet

Policy*

Abuse Violations,
Investigations, and
Penalties

How one can report
suspected ab use

How requests for content,
logg ing, or other account
information are hand led;
how and by what entities
abuse investigations are
hand led

Potential pena lt ies

How to appea l potentia l
penalties; rights/
respons ibilit ies you
may have in such
a sit uation

Other Computer/
Network-based Services
Affecting the Broad
Student Population

Library-Specific

Pub lic versus student use
-a llowances and pr iority use
Right to access government

information
Assistance for person

w ith disab ilit ies

Laptop, LCD projector, etc.
checkout privileges

Licensed electron ic
resources-terms and
conditions

Offsite access to licensed
electron ic resources-who
can access from offsite

Electronic reference
transactions

Statements on information
literacy

UCCSN
Computing UNLV Student
Resources Computer,-Use

Policy** Policy***

X X

164 INFORMATION TECHNOLOGY AND LIBRARIES I DECEMBER 2004

UNLV Policy
for Posting
Information
on the Webt

Libraries
Guidelines UNLV Libraries
for Library Additional

Computer Usett Policies ttt

Reproduced with permission of the copyright owner. Further reproduction prohibited without permission.

Appendix A. Systemwide, Institutional, and Library Computing Policies at UNLV (cont.)
UNLV

ALA princip les on academic
freedom /Internet filtering

scs
Nevada Net

Policy*

Electron ic reserves; copyright
as it pertains to electronic
reserves

Notes

UCCSN UNLV Policy
Computing UNLV Student for Posting
Resources Computer-Use Information

Policy** Policy*** on the Webt

Libraries
Guidelines UNLV Libraries
for Library Additional

Computer Usett Policiesttt

* The Systems Computing Services NevadaNet Policy. Among other responsibilities, SCS provides and maintains the general Internet connectivity for
Nevada's higher education institutions, including UNLV. The complete document can be accessed at www.scs.nevada.edu/nevadanet/nvpolicies.html.

** The University and Community College System of Nevada Computing Resources Policy. UCCSN is the system of higher education institutions in the
state of Nevada, governed by an elected board of regents. The complete document can be accessed at www.scs .nevada .edu/about/policy061899.html

*** The complete document can be accessed at www.unlv.edu/infotech/itcc/SCUP.html.

1 The complete document can be accessed at www.unlv.edu/infotech/itcc/WWW _Policy.html.

11 The primary UNLV Libraries policy governing student computer use. Provided in Appendix 2, the complete document can also be accessed at www.
library.unlv.edu/services/policies/computeruse.html .

ttt Various other policies are in effect at the UNLV Libraries. Some of these can be accessed at www.library.unlv .edu/services/policies/computeruse.html.

Appendix B. UNLV University Libraries Guidelines for Library Computer Use

In pursuit of its goal to provide effective access to information resources in support of the university's programs of
teaching, research, and scholarly and creative production , the university libraries have adopted guidelines governing
electronic access and use of licensed software. All those who use the libraries' public computers must do so in a legal
and ethical manner that demonstrates respect for the rights of other users and recognizes the importance of civility and
responsibility when using resources in a shared academic environment.

Authorized Users

To gain authenticated access to the libraries ' computer network, all users of the university libraries public computers
must be officially registered as a library borrower, a library computer user, or a guest user . A photo ID is required.
(Exceptions may be made as needed when access to Federal Depository electronic resources is required.) Priority use is
granted to UNLV students, faculty, and staff. As need arises, access restrictions may be imposed on nonuniversity users.
In accordance with lic ensing and legal restrictions, nonuniversity users are restricted from using word-processing,
spreadsheet, and other productivity and high-end multi-media software. During high-demand times, all users may have
time restrictions placed on their computer use. If requested by library staff, all users must be prepared to show photo ID
to confirm their user status.

Authorized and Unauthorized Use

Public computers are to be used for academic research purposes only. Electronic information, services, software, and net-
works provided directly or indirectly by the mliversity libraries shall be accessible, in accordance with licensing or contrac-
tual obligations and in accordance with existing UNLV and University and Community College System of Nevada (UCCSN)
computing services policies (UCCSN Computing Resources Policy www.scs .nev ada.edu/about/policy061899.html;

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 165

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UNLV Faculty Computer Use Policy www.unlv.edu/infotech/itcc/FCUP.html; Student Computer Use Policy http:/ /ccs.
unlv.edu/ scr/ computeruse.asp).

Users are not permitted to:

1. Copy any copyrighted software provided by UNLV. It is a criminal offense to copy any software that is protected
by copyright, and UNLV will treat it as such

2. Use licensed software in a manner inconsistent with the licensing arrangement. Information on licenses is avail-
able through your instructor

3. Copy, rename, alter, examine, or delete the files or programs of another person or UNLV without permission
4. Use a computer with the intent to intimidate, harass, or display hostility toward others (sending offensive mes-

sages or prominently displaying material that others might find offensive such as vulgar language, explicit sexual
material, or material from hate groups)

5. Create, disseminate, or run a self-replicating program ("virus"), whether destructive in nature or not
6. Use a computer for business purposes
7. Tamper with switch settings, move, reconfigure, or do anything that could damage terminals, computers, printers,

or other equipment
8. Collect, read, or destroy output other than your own work without the permission of the owner
9. Use the computer account of another person with or without their permission unless it is designated for group work

10. Use software not provided by UNLV
11. Access or attempt to access a host compnter, either at UNLV or through a network, without the owner's permis-

sion, or through use of log-in informatio! belonging to another person

Internet and Web Use

The university libraries cannot control the information available over the Internet and are not responsible for its content.
The Internet contains a wide variety of material, expressing many points of view. Not all sources provide information
that is accurate, complete, or current, and some may be offensive or disturbing to some viewers. Users should properly
evaluate Internet resources according to their academic and research needs. Links to other Internet sites should not be
construed as an endorsement by the libraries of the content or views contained therein.

The university libraries respect the First Amendment and support the concept of intellectual freedom. The libraries
also endorse ALA's Library Bill of Rights, which supports access to information and opposes censorship, labeling, and
restricting access to information. In accordance with this policy, the university libraries do not use filters to restrict access
to information on the Internet or Web. As with other library resources, restriction of a minor's access to the Internet or
Web is the responsibility of the parent or legal guardian.

Printing

Users are charged for printing no matter who supplies the paper. Mass production of club flyers, newsletters, posters is
strictly prohibited. If multiple copies are desired, users need to go to an appropriate copying facility such as Campus
Reprographics. Contact a staff member when using the color laser printer to avoid costly mistakes. The university
libraries reserve the right to restrict user printing based on quantity and content (such as materials related to running an
outside business).

Many of the resources found on the Internet or Web are copyright protected. Although the Internet is a different medium from
printed text, ownership and intellectual property rights still exist. Check the documents for appropriate statements indicat-
ing ownership. Most of the electronic software and journal articles available on library servers and computers are also copy-
righted. Users shall not violate the legal protection provided by copyrights and licenses held by the university libraries or
others. Users shall not make copies of any licensed or copyrighted computer program found on a library computer.

Use of Personal Laptops and Other Equipment

Students, faculty, and staff of the university are welcome to bring laptops with network cards and use them with our data
drops to gain access to our network. The laptop must be registered in our laptop authentication system, and a valid

166 INFORMATION TECHNOLOGY AND LIBRARIES I DECEMBER 2004

Reproduced with permission of the copyright owner. Further reproduction prohibited without permission.

library barcode is also required. Users are responsible for notifying the library promptly if their registered laptop is lost
or stolen, since they may be held responsible if their laptop is used to access and damage the network. Users taking
advantage of this service are required to abide by all UCCSN and UNLV computer policies. The libraries allow the use
of the universal serial bus (USB) connections located in the front of the workstations. This includes use with portable
USB-based devices such as flash-based memory readers (memory sticks, secure digital) and digital camera connections.
The patron assumes all responsibility in attaching personal hardware to library workstations. The libraries are not
responsible for any damage done to patron-owned items (hardware, software, or personal data) as a result of connecting
such devices to library workstations. As with any use of library workstations, patrons must adhere to all UCCSN, UNLV,
and university libraries' computing and network-use policies. Patrons are responsible for the security of their personal
hardware, software, and data.

Inappropriate Behavior

Behavior that adversely affects the work of others and interferes with the ability of library staff to provide good service
is considered inappropriate. It is expected that users of the libraries' public computers will be sensitive to the perspective
of others and responsive to library staff's reasonable requests for changes in behavior and compliance with library and
university policies. The university libraries and their staff reserve the right to remove any user(s) from a computer if they
are in violation of any part of this policy and may deny further access to library computers and other library resources
for repeat offenders. The libraries will pursue infractions or misconduct through the campus disciplinary channels and
law enforcement as appropriate.

Revised: March 3, 2004
Updated: Thursday, May 13, 2004
Content Provider: Wendy Starkweather, Director of Public Services

POLICIES GOVERNING USE OF COMPUTER TECHNOLOGY IN ACADEMIC LIBRARIES I VAUGHAN 167