Information Technology Services

ITS Policies and Procedures


Technology Use Policies

1. Applicability

These policies govern the use of law school technology resources by faculty, staff, students, and other authorized users. Resources provided to users by third parties pursuant to contractual arrangements with the law school are also subject to these policies. These rules replace the law school's computer use policies and rules dated August 1, 1995.

2. Permitted Uses

Law school technology resources are to be used for school-related purposes. Personal noncommercial use of such resources for other purposes is permitted only if it is merely incidental, does not consume substantial resources nor interfere with school-related uses, does not violate other published policies, and does not tend to create a false or misleading appearance of endorsement by or association with the law school.

3. Prohibited Activities

a. No person may access law school technology resources without authorization or in a manner that exceeds the scope of authorized access or violates published law school regulations or policies. No person may use another person's password. Users must not conceal or disguise their identities.

b. No person may use law school technology resources in a manner that is unlawful or that damages the property of, violates the rights of, or otherwise causes injury to the law school or another person. This includes but is not limited to engaging in harassment or threats.

c. Except as permitted by other provisions of these policies, no person may intentionally disrupt access to law school technology facilities by other users. This includes, but is not limited to, spamming, bombing, chain letters and other activities that are wasteful of the law school's technology resources, as well as the distribution of viruses, worms, or other rogue programs.

d. No person may share a password or other confidential account information with any third party, nor knowingly or recklessly permit any third party to access technology resources without authorization. A person who violates this provision may be held responsible for any actions taken by such third party.

e. Except where specifically authorized by the law school, a person may not use more than one law school computer at a time and may not reserve or obstruct the use by others of any computer during periods of absence. Users may not remove or modify any of the law school's equipment without authorization.

f. Users may not violate civil or criminal laws including but not limited to the infringement of copyright and other intellectual property rights or the violation of contract and licensing rights.

g. Users may not send communications to third parties falsely suggesting that the law school is endorsing or condoning the content of the communication or that the sender is acting on behalf of the law school.

h. For student users, failures of technology resources shall not be considered an excuse or justification for late or incomplete academic work except at the discretion of the faculty member concerned.

i. Faculty members shall have the discretion to establish and enforce policies on the use of computers and other technology resources within their classrooms consistent with this policy.

4. Privacy

The law school recognizes the rights of all users to confidentiality and privacy of their electronic mail, other communications, and stored data and undertakes to respect these rights as much as possible while maintaining the integrity and effective operation of its technology resources. The law school will monitor, access, examine, or disclose the contents of such communications and information without a user's consent only for legitimate purposes as set forth below.

a. The law school will not routinely monitor the content of users' communications and information, but may do so as deemed necessary for purposes of maintaining the integrity and effective operation of its systems necessary for communications and other technology resources.

b. The law school may inspect and disclose the contents of communications and information that is transmitted, received, or stored using the law school's technology resources only under the following circumstances:

i. in the course of an investigation triggered by indications of misconduct or misuse including violation of this policy;

ii. as needed to protect health and safety;

iii. as needed to prevent interference with the law school's academic mission;

iv. as needed to ensure the proper functioning of the law school's technology systems operations;

v. as needed to locate substantive information required for law school business that is not readily available by some other means;

vi. where required by law or to fulfill the law school's legal obligations to third parties.

c. The extent of any inspection or disclosure shall be limited to that reasonably necessary to serve its legitimate purpose.

d. Except where notification would be inconsistent with the purpose of the inspection or disclosure, a user shall be notified in the event of an inspection or disclosure of the user's communications or information. Where feasible such notification shall occur in advance, and the user shall be given a reasonable opportunity to seek review of the decision before it is implemented. Where advance notification is not feasible, a user normally shall be notified contemporaneously with the inspection or disclosure, or as soon thereafter as is reasonably feasible.

5. Limitation of Liability

The law school does not provide a warranty, either express or implied, for its technology resources and related services that may be provided and undertakes no obligation to provide such resources and services. The law school assumes no responsibility for data stored or transmitted using its resources. Any backups maintained by the law school are maintained solely for the law school's own benefit and use. The law school is not liable for any losses, including lost revenues, claims, or demands against any user by any other party.

6. Enforcement

The Dean has the authority to temporarily or permanently limit, suspend, or terminate any user's access to the school's technology resources if, in the Dean's discretion, it is in the best interests of the school. Violations of this policy additionally may result in disciplinary action in accordance with the appropriate disciplinary procedures for faculty, staff and students.

7. Termination of Access to the John Marshall Network

For staff employees, adjunct instructors, and contractors, access to the JMLS network, including access to a JMLS email account and Ellucian/Colleague or successor ERP system, will terminate on (i) the last active work day, for staff employees; (ii) the date of termination or expiration of their adjunct appointment, for adjuncts; or (iii) the date their contractual engagement for the school ends, for contractors. JMLS may provide students with access to a JMLS email account and limited access to the JMLS network for up to one year after graduation.

JMLS reserves the right, from time to time, to review and revise use policies and rules.

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Network/Server Maintenance Policy

Maintenance Window
The Information Technology Services scheduled maintenance window will occur on the following days and times:

During these maintenance times users can expect that connectivity and application support may be interrupted. Interruptions may not occur on these scheduled evenings, but users should be aware that they could be possible during this timeframe.

This scheduled maintenance gives both the ITS department and the user community a predictable timeframe when maintenance can occur.

Emergency Maintenance

When emergency maintenance does occur, it may occur upon short notice. ITS will always try to give as much notice as possible in an emergency situation, but cannot always guarantee that notice will be given.

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Policy Agreement for Technical Services Performed

The John Marshall Law School ITS offers students free, limited, computer troubleshooting and repair. Due to the limited nature of the support, we can not guarantee that all problems will be resolved.

Prior to support being performed on any equipment, we request that this service agreement is read, signed, and dated. Please read the following carefully;

By signing this release agreement you (user) acknowledge the following:

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Privacy Policy

Disclaimer

The John Marshall Law School maintains its websites on an on-going basis, but it does not represent, guarantee, or warrant that all information provided is accurate, complete, current, or suitable for the viewer's purposes. The John Marshall Law School specifically disclaims any and all liability for claims or damages that may result from its websites or information contained therein, including any websites maintained by third parties and linked to The John Marshall Law School websites, for which responsibility lies with the entity providing the information. A link from The John Marshall Law School websites in no way implies authorization or endorsement of that site by The John Marshall Law School.

Security

We use industry-standard security measures to protect any personal information that you may provide to us; however, we cannot guarantee that your submissions to our website, any content residing on our servers, or any transmissions from our server will be completely secure. While no system can provide guaranteed security, we take reasonable efforts to keep information you provide to us secure, including encryption technology and physical security at the location of the server where information is stored.

Online Privacy Policy

The John Marshall Law School is committed to protecting your personal information and respecting your privacy. Some websites covered by this policy may request personal information from you in order to complete a form or transaction. Your information will only be used to execute the immediate transaction and will be provided to other parties only as necessary to complete your transaction. The John Marshall Law School will not provide any of your personal information to third parties without your permission unless compelled by law or court order to do so and will not sell any personal information to third parties for purposes of marketing, advertising, or promotion.

The John Marshall Law School uses various methods to collect certain other kinds of information, including cookies, referrers, IP addresses, and system information. In addition, The John Marshall Law School maintains log files of all access to its site and also monitors network traffic for the purposes of site management and security. This information is used to help diagnose problems with the server and to carry out other administrative tasks. Log analysis tools are also used to create summary statistics to determine which information is of most interest to users, to identify system problem areas, or to help determine technical requirements.

The following information is collected in these files:

The above information is not used in any way that would reveal personally identifying information to outside parties unless The John Marshall Law School is legally required to do so.

Information Collected by Email and Forms

The John Marshall Law School collects the email address of those individuals who communicate with us via email or who give us their email address. The John Marshall Law School collects information that is voluntarily provided by those individuals who communicate with us via email or who submit forms on our website.

If a member of the general public sends The John Marshall Law School an email message or fills out a web-based form with a question or comment that contains personally identifying information, that information will only be used for the purposes for which the form is intended, to respond to the question or comment, and to analyze trends. The message or form may be redirected to another person who is better able to respond to the question or comment. The John Marshall Law School does not market such information. The John Marshall Law School does not use such information in any way that would reveal personally identifying information to outside parties unless we are legally required to do so.

Personally Identifiable Information

If you send us an electronic mail message with a question or comment that contains personally identifying information or fill out a form that emails us this information, we will only use the personally identifiable information to respond to your request and analyze trends. We may redirect your message to another person who is in a better position to answer your question. Some departments ask that forms be submitted in regard to acceptance into the school or their individual program and are reviewed by admittance committees. In regard to filling out forms, you will be given a chance to "opt out" of completing the form.

For site management functions, information is collected for analysis and statistical purposes. This information is not reported or used in any manner that would reveal personally identifiable information and will not be released to any outside parties unless legally required to do so in connection with law enforcement investigations or other legal proceedings.

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Wireless Network Policy

Conditions of Use for Wired/Wireless Networks

JMLS will periodically scan the wired/wireless network for worms, trojans, and viruses on laptops that are in use on the wired/wireless networks. We reserve the right to deny access to the networks to any user who is found to have worms, trojans, or viruses that emanate from the IP address assigned to that user.

The user will take all appropriate steps to ensure that laptops are updated with the current Microsoft patches. Keeping patches current minimizes the exposure to worms, viruses, or trojans on the wired/wireless networks. Users that have consistently shown disregard for keeping patches and updates current may be denied access to the wired/wireless.

Users with less than a one-year paid subscription to anti-virus software may be allowed to use their anti-virus program of choice, but access to the wired/wireless network will terminate upon end of subscription to anti-virus. Users with anti-virus software that has less than a one-year umpaid subscription will be blacklisted and not allowed to access any network resource, including the internet.

File Sharing

JMLS does not allow peer-to-peer (P2P) file sharing on the wired/wireless network. JMLS reserves the right to deny the use of file sharing technology over its network through the use of network devices. In addition, users will be asked to remove free illegal file-sharing P2P software. Such titles include, but are not limited to, Napster, Morpheus, BearShare, uTorrent, and other fully paid file sharing programs. Users who consistently install illegal P2P programs, after repeated warnings, may be denied access to the wired/wireless network at the full discretion of ITS.

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Violation of Computer Policy Guidelines

Violations of the Computer Policy Guidelines (the Guidelines) shall be subject to the JMLS Code of Conduct.

Without limiting the foregoing, the Rules for Discipline Proceedings set forth in the Student Handbook shall apply to any complaint based in whole or in part on a violation of the Guidelines, subject to the following additional procedures and rights:

a. At any time during the disposition of a complaint based in whole or in part on a violation of the Guidelines, the Dean shall have the right to take such measures as the Dean, in his or her discretion, shall deem advisable to limit or reduce any potential harm caused by such alleged violation, including without limitation, removing from the JMLS network any communication on which such violation is based and/or causing to be broadcast or communicated over the JMLS network or any other media the Dean selects any disclaimer, corrective, or other statement designed to limit or reduce such potential harm. Such measures may be taken without prior notice to the student and shall not be considered an adjudication or evidence of guilt. In the event such measures are taken, the student in interest, if identified, will be given notice of such action as soon as practicable.

b. In addition to the sanctions which may be imposed pursuant to the Code of Conduct, the HP may permanently remove from the JMLS network any communication which violates the Code of Conduct and/or terminate the student's privileges regarding the JMLS network in whole or in part.

c. Nothing in the Code of Conduct shall preclude the Dean from causing such assistance to be provided to law enforcement and investigative officials as the Dean shall deem appropriate in his or her discretion.

d. The Dean may consult with such members of the faculty or staff as the Dean deems useful and may disclose such information regarding the alleged violation as the Dean considers reasonably necessary to assist in his or her deliberations. Such faculty or staff members shall maintain the confidentiality of the information so disclosed.

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Computer Replacement Policy

In 2002, Information Technology Services (ITS) implemented an industry standard three-year PC replacement cycle. The three-year cycle allows ITS to allocate the needed budget and staff resources to complete computer upgrades for faculty, staff, and student lab computers.

As the upgrades involve a considerable amount of staff resources, one constituency will be upgraded to current technology, every summer. For example: year one - students; year two - faculty; year three - staff.

The use of the three-year replacement cycle ensures that each constituency will have standardized PCs, software, operating systems, and peripherals. The three-year cycle also provides the opportunity to refresh computers with the latest software security applications and updates, ensuring that all users are protected from malicious attacks.

Because some equipment sees more use than other equipment, the three-year cycle has ended the ad-hoc PC upgrades of prior years that made for varying levels of support. Every new computer is purchased with a three-year warranty and complete care coverage, ensuring that the hardware will be supported throughout the life of the computer.

Every effort will be made to ensure that the latest technology and software programs used in the upgrade cycle are compatible with the other constituencies.

The hardware and software standards used in the upgrade will be determined by the ITS department based upon purchase price, reliability, maintenance costs, compatibility, and performance. Occasionally, a pilot program may be used to determine the viability of new hardware and software used in the standard issue configuration.

In some cases, choices between laptops and desktops will be available.

Requests for additional equipment will be made pending approval of appropriate department head or dean.

Used Equipment/Computers

After the hardware updates have been completed, ITS gives away any excess computers and equipment. At the time of the upgrade, users being upgraded will have the opportunity to request that their computer be returned to them, once the computers have had any law school licensed software applications removed.

The hard drives on all remaining computers will be reformatted, wiping all the data from the hard drive, and a fresh installation of an operating system will be installed. An announcement will be sent to the school regarding the used equipment give-a-way, once all the equipment is formatted and ready to be released. The used equipment give-a-way is performed on a first-come-first-served basis; a website will be made available to allow users to make requests for equipment.

Requests for used equipment will not be accepted by email or telephone

Each person will be limited to one computer, monitor, keyboard, and mouse

No support or warranty is provided for any of the equipment that is given away

Users are responsible for the purchase, licensing, and installation of any additional software, such as Microsoft Office, Adobe Acrobat, etc.

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Copyright Infringement

The law school actively monitors bandwidth usage to identify the largest bandwidth users and blocks any peer-to-peer file sharing traffic.

Users may not use the JMLS network to illegally share copyrighted material. This also includes the use of email, web pages, and peer-to-peer file sharing software. This applies to all computers and mobile devices that use the JMLS network.

The unauthorized distribution of copyrighted material, including unauthorized peer-to-peer file sharing, may subject you to disciplinary action, as well as civil and criminal liabilities.

If the law school receives a DMCA complaint against a student, network access will be immediately revoked, and the student will be referred to the Associate Dean of Student Affairs for disciplinary action.

Reporting Claims of Copyright Infringement

The John Marshall Law School respects the intellectual property of others, and we ask our students, faculty, and staff, and those posting to this site to do the same. In accordance with the Digital Millennium Copyright Act (DMCA), John Marshall has appointed an agent to receive notification of alleged copyright infringement occurring in the jmls.edu domain. If you believe that your copyrighted work is being infringed, please notify our agent specified below:

Ramsey Donnell
Director, Library & Technology
The John Marshall Law School
315 S. Plymouth Ct.
Chicago, IL 60604
Phone: 312.427.2737 ext. 266
Fax: 312.427.8307
Email: rdonnell@jmls.edu

In notifying us of the alleged copyright infringement, please include the following information:

  1. the electronic or physical signature of the owner of the copyright or the person authorized to act on the owner’s behalf;
  2. a description of the copyrighted work that you claim has been infringed and a description of the infringing activity;
  3. identification of the location where the original or an authorized copy of the copyrighted work exists, for example the URL of the website where it is posted or the name of the book in which it has been published;
  4. identification of the URL or other specific location on this site where the material that you claim is infringing is located;
  5. your name, address, telephone number, and email address;
  6. a statement by you that you have a good faith belief that the disputed use is not authorized by the copyright owner, its agent, or the law;
  7. a statement by you, made under penalty of perjury, that the above information you provide us is accurate and that you are the copyright owner or are authorized to act on the behalf of copyright owner.

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Resources

Contact Us

Information Technology Services
7th Floor (State Street Bldg.)
Phone: 312.427.2737 ext. 550
Email: helpdesk@jmls.edu

Help Desk Hours
Mon.-Thurs.: 8 a.m.-7 p.m.
Fri.: 9 a.m.-5 p.m.
Sat.: 10 a.m.-3 p.m.
Sun.: Closed