The Hanover College IT Department offers information technology services to faculty, staff, student, alumni, friends, admission candidates and other individuals who may be given access from time to time if deemed necessary. User names and passwords are provided to individuals and should not be shared or given to any other individual.
User will not use another's computer sign-on or computer access code or provide another the use of an individual's sign-on code to gain access to confidential information without proper authorization. User will not disclose confidential information to those who are not authorized to receive it. In addition, user will not, without proper authorization, copy or preserve by paper writing, electronic, or any other means confidential information, nor will the user disseminate any such information without proper authorization. If user is in doubt about whether the authorization provided is proper, user will consult the College IT Department for guidance.
Code of Conduct
Hanover reserves the right to remove or restrict access to the Services if the use of such Services are inconsistent with College policies (including College computing policies) or the purpose of the Services, including but not limited to use of the Services:
1. for activities that are illegal, fraudulent, threatening, abusive, harassing, hate-speech, defamatory, obscene, vulgar, pornographic, profane, or indecent
2. that inaccurately implies endorsement, approval, or sponsorship by Hanover College
3. that can be confused with official communications of Hanover College
4. to transmit any materials that infringe any intellectual property right or other right of a third party
5. to conduct mass mailings (spamming)
6. for commercial purposes, including transmission of advertising, commercial solicitation for funds, or a commercial solicitation for goods and services
7. to transmit viruses, worms, Trojan horses, or other harmful materials
Hanover does not regularly monitor the content of any e-mail transmitted through the Services and is not responsible for the content of any messages, information or files transmitted on the system. Users of the system are solely responsible for their conduct. However, the College may access, inspect, monitor, or disclose information contained in files or data transmitted on the system without consent or notice when consistent with and/or required by law, when there is evidence or reason to believe violations of law or College policy are taking or have taken place, or when computer maintenance or operational concerns require such action. USERS HAVE NO RIGHT OF PRIVACY AS TO MATERIALS OR DATA TRANSMITTED THROUGH THE SYSTEM. The College also reserves the right to delete, move, edit, or refuse to accept or transmit messages or data as Hanover may deem, in its sole discretion, to be objectionable or in violation of this Agreement.
Privacy of Students’ Records and Information
The Family Educational Rights and Privacy Act, better known as FERPA, affords students certain rights with respect to their education records, including: the right to inspect their education records; the right to request the amendment of their education records; the right to consent to disclosures of personally identifiable information contained in their education records; and the right to file a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with the requirements of FERPA.
One exception which permits disclosure of personally identifiable information without consent is disclosure to school officials with legitimate educational interests. Another exception is the disclosure to schools officials of personally identifiable information in connection with a health or safety emergency.
A school official is a person employed by the College in an administrative position, academic or research position, support staff (including campus security and health services personnel), a person or company with whom the College has contracted (such as an attorney or auditor), a person serving on the board of trustees, or an individual serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review the education record in order to fulfill his or her professional responsibility.
While many, perhaps most, employees of Hanover College qualify as “school officials,” not everyone will have a “legitimate educational interest” in knowing personally identifiable information. All who have access to or who receive such information are obligated to follow FERPA guidelines. Supervisors must instruct student workers on FERPA obligations. Contact the Registrar’s Office for guidance.
Institutions may disclose information on a student without violating FERPA regulations through what is known as "directory information." Hanover College considers the following information as directory information:
Campus e-mail address
Campus mailbox address
*Campus residence and room number (*for Hanover community members only – students, faculty, staff and administrators who can log in to the password protected online directory)
Major field of study (also minors and programs)
Dates of attendance (current and past)
Degrees and awards received
Participation in officially recognized activities and sports
Weight and height of members of athletic teams
Hometown (city and state)
While everything on this list qualifies as directory information, not all of the information has to be given out upon each request. Again, discretion should be used.
Any questions concerning this policy should be directed to the Registrar’s Office.