West Los Angeles College
Heldman Learning Resource Center
Division of Library & Learning Resources
Policies Guidebook

Contents

• Purpose of the Guidebook
• Mission Statement
• Organization
• Statement on Intellectual Freedom and Censorship
• Statement on Information Competency
• Student Code of Conduct
• Tutoring Policy
• Reference Service Policy
• Circulation Policy
• Acquisitions Policy
• Cataloging Policy
• LACCD Administrative Regulation E-76

I. Purpose of the Guidebook

This guidebook is provided so that those interested might consult the policies of the Division.  These policies are guidelines that govern how the Division conducts its affairs relative to the constituencies it serves and relative to its internal organization and operations.  This is a dynamic document that responds to changes in the Division’s environment which is conditioned by academic, cultural, social, political, and fiscal factors.

The policies are subject to continuous and evolving review, evaluation, and change. 

II. Mission Statement

Consisting of two departments, the Library and Learning Skills, it addresses the interests and needs of a wide spectrum of students.  From the student seeking tutorial assistance to the basic learner in English and in math skills to the serious researcher with the objective of critically identifying and synthesizing information and knowledge content, the Division’s goal is to provide an environment that actively supports all academic pursuits.

Consistent with the College's larger mission for student success, the three-fold mission of the Division of Library & Learning Resources is (1) to provide access to appropriate educational content and resources in a variety of formats, (2) to advance information competency across the curriculum, and (3) to support individual and collaborative learning in an environment that supports the free exchange of ideas, methodologies, and values.

The Library’s mission is accomplished through achieving the following objectives:

• Identify, acquire, organize, preserve, and provide access to pertinent recorded knowledge to support pedagogical, study, and creative activities.
• Recruit, hire, and retain, quality faculty and staff committed to delivering excellent services in response to the rapidly changing needs of the diverse user community.
• Offer formal and informal instruction to promote information competency.
• Provide an easily accessible, user-friendly and safe environment that fosters teaching and learning for both library users and library employees.
• Apply appropriate technological innovations to achieve productivity and efficiency, as well as provide library services to distant learners and information seekers.
• Communicate library services to raise awareness and promote partnerships with college organizations and departments, other libraries and educational institutions, and the local community.
• Create a forward thinking, dynamic organization that is responsive and flexible in order to achieve its mission and goals.
• Continue to improve the library’s effectiveness through systematic, ongoing outcome assessment. 

III. Organization

The Division of Library & Learning Resources is an academic division of the College, reporting directly to the Dean of Academic Affairs.  The Division is comprised of two departments, the Library and Learning Activities.  This structure is unique in the District.  It is designed in this fashion in order to exploit the perceived benefits in offering a number of student services under a single corporate entity.

It is chaired by an elected faculty member of the Division who represents the interests of the Division and its staff, both certificated (faculty) and classified (line staff), in college, District, and outside activities. 

Faculty members are responsible for designated areas of operation; e. g., acquisitions, circulation, audio-visual, reference, teaching.  Faculty is assigned classified staff to provide support in their respective areas, supervising their assigned staff directly. 

IV. Statement on Intellectual Freedom/Censorship

Intellectual freedom is the right to access all expressions of knowledge and opinion, including those deemed by some elements of society to be improper or unacceptable. To achieve this, the West Los Angeles College Division of Library & Learning Resources attempts to make available all points of view and to present them in a neutral position.

Academic freedom is the liberty to pursue legitimate study or teaching in any subject and gives protection from pressures of censorship from individuals or groups wishing to inhibit expression perceived as improper or unacceptable.
West Los Angeles College Library & Learning Resources policy is to encourage and foster the above concepts, to actively oppose censorship, and to act in a manner consistent with the American Library Association Statement on Intellectual Freedom. In its selection and retention of materials, the Division of Library & Learning Resources agrees that:

It is the responsibility of the Division of Library & Learning Resources to guarantee and facilitate access to all expressions of knowledge and intellectual activity including those which some elements of society may consider to be unconventional, unpopular or unacceptable. To this end libraries shall acquire and make available the widest variety of materials.

V. Statement on Information Competency

Library & Learning Resources actively supports, encourages, and fosters the acquisition of Information Competency (also Information Literacy) skills and behaviors by students of WLAC as significant life skills to be learned and honed in college and continuously developed and used during life beyond college.  This active support takes is embodied in the Library’s pedagogical offerings, workshops, tutorials, handouts, reference demeanor and motivates its philosophies behind its selection of materials and resources in print and in electronic formats.

Information Competency is defined as “Information literacy is a set of abilities requiring individuals to "recognize when information is needed and have the ability to locate, evaluate, and use effectively the needed information."  An information competent individual is able to:

• Determine the extent of information needed
• Access the needed information effectively and efficiently
• Evaluate information and its sources critically
• Incorporate selected information into one's knowledge base
• Use information effectively to accomplish a specific purpose
• Understand the economic, legal, and social issues surrounding the use of information, and access and use information ethically and legally

Many organizations and academic institutions have indicated their support of Information Competency, among them the American Library Association, the California State University system, the University of California, and the California Community Colleges. 

The Division of Library & Learning Resources as a matter of principle and action actively promotes this significant set of skills.

VI. Library Student Code of Conduct

Library users expect an environment conducive to study and research. Behavior which disrupts these activities is not acceptable. A safe, well-maintained building is conducive to study and research. Improper use of facilities is not acceptable. This includes theft of equipment or the property of others, movement of furniture, vandalism, posting of notices without permission, and unauthorized entry into non-public areas of the Library.

Library computer equipment is intended to facilitate access to and management of library information. For regulations that govern the use of computers in the Library, see the District’s Administrative Regulation, E-76,

Library users expect equal and open access to library materials. Unauthorized removal, misplacement or mutilation of library materials, or retention of overdue materials, violates this right.

Insects attracted by food and beverages pose a danger to the library collection, resources, furniture, and equipment. Beverages pose a threat to equipment.

Eating and drinking in the library are not permitted.

Smoking poses a danger to the library collection and a health risk to other users. Smoking is not permitted.

On entering the Library, students should de-activate their phones.  Use of cell phones in an environment designed for quiet study and academic pursuits represents a disruption. 

Study rooms are for use by groups of 2 or more students. They are for study purposes only. Specific study rooms may be reserved for study by study groups at the Circulation Counter or via the Library’s web site.

Library users expect equal access to study and research space. Improper use of or obstruction of access to study and research facilities is not acceptable.

Library staff and users should expect cooperation, courtesy and respect for individual rights as part of the social contract of the academic community. Library users are expected to provide identification to library staff acting in the course of their duties where a violation of library regulations is in question.

The presence of children in the HRLC is permitted as long as:

• They are accompanied by a parent or adult caregiver
• They are under appropriate supervision
• They behave appropriately
• Please be aware that our facilities are open to the public, a situation which can present risks to children. The safety and security of children are the responsibility of the parent or adult caregiver.  The Library cannot assume responsibility for the safety of children left unattended.

Please note the following:

• A child not yet in high school must be under the supervision of an adult who assumes responsibility for him or her.
• If a child wishes to leave the library, the library staff cannot legally detain him.
• Parents or adult caregivers must monitor all activities and behavior of their children while they are in the library. The staff person in charge will request that a child leave the premises if the Library Code of Conduct is not followed.
• Parents or adult caregivers are responsible for any act of vandalism (cutting, tearing, defacing, destroying books, periodicals, equipment, furniture or facility).
• If a child is left in the Library unattended, the staff will notify Campus Security.
• Violation of any point of this Code of Conduct may lead to the forfeiture or suspension of Library privileges or further action administered by the Office of the Vice President of Student Services.

VII. Tutoring Policy

District regulations allow tutoring only for courses taught West Los Angeles College. In order to meet curriculum guidelines for courses on campus, the Tutoring Center must bide by this rule.  Students are always welcome to utilize tutoring for their WLAC course any time a tutor is scheduled.

VIII. Library Reference Service Policy

The primary purpose of the WLAC Library is to support the curriculum of West Los Angeles College (WLAC) by providing services to students, faculty, and staff. The WLAC Library will, therefore, give first priority to students, faculty, and staff.

The WLAC Library will offer reference service and research instruction to all students and other library users, regardless of race, creed, color, sex, or age, during the hours that the library is operational. The library will provide reference service to all forms of inquiry whether in person, over the telephone or through email. Library users are served on a first-come, first-served basis.  If an inquiry cannot be answered after exhausting the WLAC Library's resources, the student or library user may be referred to another library or source.

Because West Los Angeles College’s mission on educational in nature, its Library provides research instruction and advice to its students.  This provision is offered, in addition to the forms mentioned supra, in for-credit courses, in information competency workshops, in orientations, and in online and distributed written tutorials.

The WLAC Library and its reference staff will try, to the best of their ability, to give accurate and up-to-date answers to all reference questions. Reference inquiries are considered confidential.  An impartial attitude is adopted in dealing with users.

The reference desk is scheduled to be staffed by at least one person at all hours the library is open. When a librarian cannot physically be at the desk, a directional sign will be posted informing patrons where to go for reference assistance. During busy hours other staff members may be made available to assist patrons with reference questions and research instruction as needed.

The reference staff at the WLAC Library will answer the following types of inquiries:

• Requests for research instruction and advice
• Instruction in searching for resources in all formats available in the Library
• Provide directional information regarding the library and its collection as well as
• the campus
• Instruct and assist students in using the collection, the online catalog, the online journal databases, CD-ROM resources, and the Internet
• Instruct and assist in formulating effective research strategies
• Suggest appropriate resources
• Instruct and assist students in accomplishing effective online searching
• Direct library staff to assist with auxiliary technologies (photocopiers, printers, microform readers, etc.)
• Refer to other libraries for additional information

The reference staff at the WLAC Library will not answer the following requests for:

Materials housed in the reference collection and denoted by the designation "Ref" on the call number label do not circulate. Reference materials must be used only in the library's main reading area, second floor of the Heldman Learning Resource Center--they must not be taken to other floors of the building.

Evaluation of the WLAC Library's reference service will occur in conjunction with the periodic Western Association of Schools and Colleges site visits. The evaluation is to include the following criteria: (1) review and interpretation of reference statistics, (2) analysis of how well the reference section is serving the public

• Advice (e.g., legal, medical, business, personal, psychological, or
• religious)
• "Trivial pursuit"- or “Jeopardy”-type contest questions, crossword puzzles, etc.
• Personal telephone numbers and addresses

, (3) what has been done and what can be done to improve service, and (4) evaluation of the reference collection.

Review and updates of the WLAC Library Reference Policy will normally occur in conjunction with the periodic Western Association of Schools and Colleges site visits, or when needed in accordance with any changes that may occur or conflict with the present policy.

IX. Circulation Policy

Library books can be checked out with a current WLAC student photo I.D.; the I.D. card is also the Library card.  All library card holders are responsible for all transactions or abuse of privileges occurring on their cards, including unreported lost cards, and are subject to all policies and penalties related to the use of their card(s).  Library cards are non-transferable.  Student photograph and/or name displayed on the library card are used to verify card ownership.
Please notify the Admissions Office of any change of name and/or address.  Report the loss of your student I.D. card to Campus Police immediately.  Report the loss of materials charged to your I.D. card to the Library immediately.

Unlimited renewals during each semester are allowed and can be made in person or online; however, no telephone renewals are allowed.  Renewals may not be made on books with holds on them. 

Holds may be placed for general collection materials that are checked out.  Please complete a hold request for the item in question in person or online.

Each student may have up to 10 books checked out at any one time. 

Borrowing resources from the Library is a privilege granted to students in good standing at the College.  This privilege may be suspended or revoked if District, College, and Library policies, rules, and regulations are willfully violated.

Please return materials promptly so that others may use them.  Late library materials are assessed a fine according to the schedule below.  Fines may be paid by cash or by check.  A returned check, moreover, results in an additional fine of $25.  A returned check also requires that the fine be paid in cash.  The overdue “clock” continues until the fine is paid.  Failure to return noticed overdue items and to pay fines may result on one or more of the following actions:
Suspension of borrowing privileges

• Transcripts placed on hold
• Registration privilege revoked
• Further legal action undertaken

Loan Periods and Fines

Reserve Materials
Reserve materials can be obtained over the Circulation Counter.  Reserve materials are materials provided to the Library by college instructors for use by their classes, so these do NOT belong to the Library.  The Library acts a custodian for them and loans these materials out according to the directions of the instructors.  Thus, if the lending period for an item is for 2 hours, Library-use only, those conditions were prescribed by the instructor of your class, not the Library.  The Library will not change those conditions unless requested to do so in writing by the instructor.  Reserve materials must be returned to the Circulation Counter.  Do not deposit Reserve materials in the book drops.

Laptops
Laptops are checked out at the Circulation Counter for library use only.  Please see the Library Laptop Lending Program statement for additional information. 

Interlibrary Loans (ILL’s)
Books borrowed from other District Libraries are subject to the policies, rules, and regulations of the lending library.  ILL’s may be accomplished in person or online.

Students enrolled in other District colleges may borrow books from WLAC Library only through the Interlibrary Loan procedure, initiated by contacting the Circulation office of the student’s home college library.

Lost Books
For each lost book charged to his/her name, the student is assessed a $150.00 replacement fee.  A book is considered lost if it is not returned within 31 school days after the date due.  Unpaid bills for lost and late books will create a hold on a student’s transcripts, prevent registration for future classes, and constitutes cause for legal action.

X. Acquisitions Policy

The West Los Angeles College Library is an academic library whose chief purpose and function is to support and enrich the school curriculum and to aid in the educational process.  Our principal objective is to provide a collection which is well-rounded in the fields of knowledge stressed by the college, presenting various points of view, and keyed to the needs of our lower-division students.  The collection consisting of books, periodicals, media, and other materials is provided in a variety of formats, including media, print, and electronic.  The Library also provides remote access to its electronic resources, all accessible through its webpage.  

In keeping with the above purpose and objectives, the following principles, as set forth in the Library Bill of Rights of the American Library Association, will be used to guide the West Los Angeles College librarians in the selection of materials.

“To provide materials that will enrich and support the curriculum, taking into consideration the varied interests, abilities, and maturity levels of the pupils served.
 To provide materials that will stimulate growth in factual knowledge, literary appreciation, aesthetic values, and ethical standards.
To provide a background of information which will enable pupils to make intelligent judgments in their daily life.
To provide materials on opposing sides of controversial issues so that citizens may develop, under guidance, the practice of critical reading and thinking.
To provide materials representative of the many religious, ethnic, and cultural groups and their contribution to our American heritage.
To place principle above personal opinion and reason above prejudice in the selection of materials of the highest quality in order to assure a comprehensive collection appropriate for the users of the library. 

In addition to the above principles, a number of general policies will apply:
           
The collection should contain the standard books of general reference, as well as the standard reference books in the specific fields covered by the curriculum of the college.                      
The collection should contain an adequate supply, for each curricular discipline, of materials concerning the field as a whole, significant aspects of the field, and those specific divisions of the field in which courses are offered on this campus.
The collection should contain an adequate supply of materials concerning current events and important fields of interest which may not be treated in the curriculum.     
Recreational materials shall be provided strictly in a limited fashion, due to the number of easily accessible public libraries in the college district.

Book Selection Policy
The Library will stock the “classics” and “standards.”
The Library will aim at getting the “best” materials on any subject.
Books and other materials chosen will be of high quality, based on recognized standard of judgment.  Reviewing sources such as Choice, Library Journal, Booklist, (all sponsored by the American Library Association), New York Times Book Review, New York Review of Books, Los Angeles Times Book Review, general interest periodicals, and various professional journals will be utilized as a basis for evaluating individual titles.
Materials of a highly technical or specific nature intended only for use within any given department in conjunction with classroom or instructional procedure and which can be used only in this manner, will not be purchased with library funds.
Library funds will be expended only for those materials intended to be used within the library or loaned from the library on a normal loan basis.  Handbooks, dictionaries, and other materials will not be provided to individual departments on a permanent loan basis.  These materials should be purchased with department funds.  However, librarians will assist in any manner possible in the procurement of these materials, providing information as to publishers, addresses, catalogs, etc.
Book selection is a democratic procedure.  All faculty, administration, staff, and students are invited to submit requests.  The librarians seek the interest and participation of all, in order to achieve a strong and actively used collection.
The teaching faculty should select course-related materials, since they know what their students need as assigned reading, and evaluation of specialized books is best left to the experts in the discipline. 
However, the selection process must be seen as primarily the responsibility of the library faculty aided and assisted by the teaching faculty. It is certainly not our intent to minimize the assistance of the teaching faculty in the selection process, but librarians are in a better position to observe what materials students actually request and use in order to write their research papers, prepare reports, speeches, etc.  The more intimate and informal student-librarian relationship enhances the librarians’ awareness of students’ research needs, and our circulation statistics and records add to the librarians’ knowledge of library usage.
Collection quality is of the utmost importance and ultimately, it is the librarians who are held responsible for the proportional balance that is essential in a collection which must meet the instructional and reasonable research needs of all our students.  Broadmindedness is essential to avoid overbalance due to personal enthusiasm of the librarians or the showing of favoritism to certain groups or “demanding” individuals.  The acquisition librarian will maintain alertness to assess the needs, extracurricular demands, and reference questions.
The acquisitions librarian is not only a standing member on the Curriculum Committee, but her/his signature is required for approval of all new college courses and programs.  Faculty seeking to introduce new courses and programs must meet with the acquisitions librarian to discuss library resources necessary for curriculum support. 

TEXTBOOKS
The Library does not as a general rule purchase textbooks.  Since we cannot provide enough copies for all students, we do not provide them for one.  Also, the bookstore definitely does not wish us to compete with their operation.  If the library does receive a textbook as a gift or already owns a title which is adopted as a textbook, the book is put on RESERVE.

MULTIPLE COPIES
At times, multiple copies of a title are needed to satisfy the requirements of class assignments.  Faculty members may request additional copies as long as the number does not exceed 3% of the total enrollment in the course. 

GIFTS  
West Los Angeles College Library welcomes gifts of books to its collection, provided the gifts meet the principles, policies, and criteria stated above for the selection of materials.  If they do not meet these standards, we reserve the right to dispose of them either as gifts to other libraries or to discard them or sell them in our Book Sale. The Library will not accept gifts with “strings” attached. If requested, we will verify the number of items donated; we will not appraise or attempt to estimate the value of a gift.

RESEARCH MATERIALS
Requests from individual faculty members or students for purchase of highly specialized materials should be handled by inter-library loan, if possible.  Such requests would be justified if intended for use by the entire class.

CONTROVERSIAL MATERIALS
Materials representing sides of controversial subjects are included.  These materials will not be eliminated due to their controversial nature.  A conscientious effort is made to include material concerning all sides of an issue.  Each book will be judged as a whole.  No subject which is otherwise appropriate will be excluded in order to keep its ideas from the students.  None will be excluded solely because its ideas will be considered distasteful or harmful.
Attempts by individuals or groups to influence what students read and learn are considered legitimate by this college only if they are advanced in a way that does not violate the liberties of students and others and does not interfere with the professional responsibilities of the faculty, the administration, and the Board of Trustees.

BUDGET ALLOCATIONS
Funds provided for the purchase of library books are monitored by the acquisition librarian in order to assure that all disciplines receive a fair share of the monies expended.  Since there is a far greater proliferation of materials in certain disciplines where there is universal interest among the majority of our patrons, (i.e. literature, social sciences, multicultural aspects) a larger proportion of monies available is expended in these areas.  However, no request encompassed by the criteria for selection outlined above will be refused.
However, when budgets are lean, it might be necessary to ask everyone to prioritize their suggestions.  It might also be necessary to rotate purchases among disciplines that have been identified as “needy” over several academic years.   However, every effort will be made to fulfill a discipline’s/department’s requests within a reasonable time frame. 
Recreational materials shall be provided strictly in a limited fashion due to the number of easily accessible public libraries in the college district.  Library donations will be the primary source of these materials.

GUIDELINES FOR SELECTION
A. Purposes
Library books are purchased to serve five basic purposes:

1. to be used by students in connection with class work 
2. to aid instructors in preparing for the teaching of classes
3. to aid the college staff in professional duties
4. to allow all library users to develop general intellectual and cultural development
5. to allow for recreational reading.

B. Evaluation
Additions to current holdings are evaluated according to:

1. the nature of the curriculum
2. the size of the current collection in specific subject fields
3. the adequacy of the book collection in specific subject fields
4. the cultural, professional, and recreational needs of the students, faculty, staff, and administration
   
   

   C. Standards
   
   1. Nonfiction: Selection of nonfiction material is based on its relation to curriculum, accuracy of contents, quality of writing, cost, format, extent to which the subject matter is represented in the collection, social significance, and timeliness or permanent value.
   2. Fiction: Fiction is evaluated according to the above standards plus readability and literary style.  Both standard and current fiction shall be purchased.
   3. Reference Materials: A reference book is chosen by its basis o f authority, reliability, scope, treatment, arrangement, format, cost, existing holdings, and frequency of use.
   4. MAGAZINES AND NEWSPAPERS: Basic, popular, general informational, and scholarly magazines are provided.  Local and national newspapers are provided to give current and local information.
   5. ELECTRONIC SOURCES:  Due to space concerns, diminishing library hours, and the growing demands of an ever increasing online student population, every attempt will be made to provide remote access to every category of library material in electronic format.

C. DISCARD PROCEDURE
To keep the book collection up-to-date, material is discarded periodically.  When doing extensive weeding of any subject area, advisement shall be sought from discipline/departmental faculty.
Books to be discarded include those that are:

1. Poor condition: beyond repair, missing pages, or when rebinding would cost more than a new copy.
2. Superfluous: duplicates or titles no longer in demand: outdated volumes of sets.
3. Obsolete, superseded editions and books where information is no longer accurate.

D. ANNUAL REVIEW
Since West Los Angeles College is a dynamic institution serving a culturally diverse population, the Library acquisitions policy statement must be responsive to change.  This statement shall be reviewed periodically by the HLRC Chairperson working with staff and faculty and revised accordingly.

XI. CATALOGING POLICY

West Los Angeles Library’s catalog is part of the Los Angeles Community College District Catalog, a shared system for the holdings of the community college libraries in the Los Angeles District.  This system is based on SIRSI (Sirsi Corporation) software. The holdings of West Los Angeles Community College are located in the library. 

The library utilizes Library of Congress classification and subject headings to provide a systematic organization of information. It catalogs printed and electronic books, serials, computer files, internet resources, maps, microforms, theses, video recordings, maps other items which are added to the library. Cataloging practices conform to USMARC (United States Machine Readable Cataloging) format for bibliographic data and AACR2 (Anglo-American Cataloguing Rules 2nd ed.) for cataloging description.

The functions of the library cataloging department are:

• Creating and maintaining catalog records for all materials selected for the research and instructional needs of the college community.
• Original cataloging of printed and non-printed materials following specific procedures provided by SIRSI.
• Copy cataloging printed and non-printed materials following the standards established by catalogers meetings and consensus of the District.
• Authority controlling through verification with Library of Congress Authority Records.
• Managing and maintaining of the holdings, which includes processing, conversion and editing of older records, statistics gathering and reporting and other tasks related to maintaining access to the collection.
• Physical preparing material for use, which involves property stamping, placing call number label on the spine, and inserting date due slips.

XII. LACCD Administrative Regulation E-76

The usage of all computers in the Division is governed by District Administrative Regulation E-76.  This includes staff computers and computer labs for students.

I.              Policy

A. The Los Angeles Community College District provides computers, networks and computerized records (“computing facilities”), for use by students, faculty, staff and administrators.  These resources are intended to facilitate education, research, academic development and service to the public.  Each individual user of these facilities (“user”) is expected to exercise responsibility, use computing resources ethically and respect the rights and privacy of others.

B. All employees and students using computing facilities are expected to operate within the bounds of federal and state law and of District policies and standards.  All existing District rules, regulations and policies apply to the use of computing facilities, including those that apply generally to personal conduct.

C. The College President or Division Vice Chancellor shall designate an administrator to be responsible for the implementation of this policy.

D. Each college is responsible for communicating the provisions of this policy to its campus users of computing facilities.  Each college may establish guidelines regarding who may use campus computing facilities, consistent with the provisions of this policy.

II.              Communications and Privacy

A. Due to the nature of the technology and the public character of the District’s business, there is no guarantee that a user’s files, account and/or electronic mail are private.  Documents created and/or stored on District computers and networks may be considered public records, subject to disclosure under the Public Records Act or other laws or as a result of litigation.  While the District does not routinely monitor computer files, e-mail or Internet use, the District reserves the right to examine material stored on or transmitted through its computing facilities as it deems necessary.

B. Users are warned that they may encounter material which may be considered offensive or objectionable in nature or content.  If a user alleges that a District rule or policy has been violated, he or she may initiate action through the applicable grievance or complaint procedure.

III.             User Responsibilities

A. Individual users assume full responsibility and accountability for using computing facilities in accordance with District rules and policies, which includes bit is not limited to, compliance with the Policy Violations listed at section IV of this policy.  Users must respect the rights of others, respect the integrity of the computing facilities and observe all laws, regulations and contractual obligations.

B. As a condition of access to computing facilities, every computer user must observe the following guidelines:

1.   Maintain an environment conducive to learning and to working by using computing facilities according to the highest standards of professional and personal courtesy;
2.   Maintain a secure environment for the systems by immediately reporting any security loopholes or unauthorized use of the facilities;
3.   Assume responsibility for the protection of files by backing up data and programs; and
4.   Make economical and wise use of shared computer resources.

C. Passwords provide employees and students access to computing facilities.  The security of passwords is essential to the privacy of students and employees in accordance with State and Federal laws.  In order to maintain a secure environment, the following rules should be observed:

1.   A unique user identification and password shall be issued to each individual who is provided with access to computing facilities.
2.   Users should not write their password in any location where another person can find it.
3.   Passwords shall be modified periodically as required by the system administrator.
4.   In the event a user’s identification and password are used for unauthorized purposes by someone other than the user, the user should immediately report the activity to the administrator in charge of implementing this policy.
5.   Employees and students shall participate in appropriate orientation and training prior to using computing facilities, when deemed necessary by the College President, Vice Chancellor or the administrator in charge of implementing this policy.
6.   Each individual user is completely responsible for all activity on computing facilities performed under his/her identification and password.  This is especially critical for those who have access to any of the update systems.  Accordingly, computing facilities should not be left unattended.

D. Employees, which includes student workers, may be provided access to computing facilities as part of their assigned duties.  Employee users must limit their use of computing facilities to activity within the scope of their employment and necessary to conduct District business.

1.   Employee users are prohibited from using computing facilities for inappropriate purposes, which includes, but is not limited to, the following:
a.     Employee users are prohibited from personally benefiting or allowing others to benefit from any inappropriate access to confidential information.
b.     Employee users are prohibited from divulging the contents of any report or record to any person except in the execution of assigned duties and responsibilities.
c.     Employee users may not knowingly include or cause to be included in any record or report a false, inaccurate or misleading entry.  Employee users may not expunge or cause to be expunged a data entry from any record or report, except in the execution of assigned duties.  Correctly, employee users are not responsible for the accuracy of the data assigned to them to be entered.
d.     No official record or report, or copy thereof, may be removed from the office where it is maintained except in the performance of assigned duties.

2.   Computing facilities shall not be located in such locations that the display can be seen by unauthorized persons.  These locations shall be reviewed periodically by the appropriate administrator.
3.   Employee users should not give their personal password to any other person.
4.   Employees who do not have a password but have a need for limited and specific use of computing facilities must be under direct supervision of a user who has a password.
5.   Printouts of student records shall be provided in accordance with Federal, State and District privacy rules and regulations.
a.     No printout shall be given to a student who does not have proper identification.
b.     “Unofficial” shall be stamped on all computer screen printouts, including study list and permanent record printouts, issued by offices other than Admissions and Records.
6.   Printouts of employee records may only be made by users who have been authorized to use the screens in question, and in accordance with Federal, State and District privacy rules and regulations.
7.   In order to maintain the privacy of employees and students, the following rules apply with respect to the release of and/or access to student and/or employee records:                          
a.     The release of and/or access to confidential information shall be made in accordance with Federal, State and District privacy rules and regulations.
b.     Any release of and/or access to computerized records to third parties, in response to an employee’s or student’s written consent; a lawfully issued subpoena; or a court order, shall be made only by the office directly responsible for such records, under authority of the administrator-in-charge of that office.
8.   Upon termination or transfer of an employee, the College President, Division Vice Chancellor or the administrator assigned to implement this policy shall ensure that access to computing facilities by the employee is terminated or modified, as appropriate.

E. Students may be provided an account for computer access from the college’s designated system administrator and their use shall be limited to college-related activities only.

IV.            Policy Violations

Conduct which is considered to violate District policy with respect to computing facilities includes, but is not limited to, the following:

1.   Sending harassing, intimidating and/or threatening messages through electronic mail or other means;
2.   Downloading, storing or displaying obscene or pornographic material;
3.   Using computing facilities in a manner that violates copyrights, patent protections or license agreements, including using pirated or unlicensed software;
4.   Knowingly performing an act which will interfere with the normal operation of computing facilities, cause damage or place excessive load on the system;
5.   Attempting to circumvent data protection schemes, uncover
security loopholes or gain unauthorized access to any information or files;
6.   Intentionally entering, recording or causing to be recorded any false, inaccurate or misleading information into the systems;
7.   Sending mass advertisements or solicitations; or political mass mailings as defined by the Fair Political Practices Commission;
8.   Using computing facilities for commercial or personal financial gain;
9.   Taking computer hardware or software from District or college facilities for any purpose without prior written approval; and
10.  Using computing facilities in a manner that violates existing state and federal laws or District rules and regulations.

V.             Consequences of Misuse

A. Misuse of computing facilities may result in the loss of computing privileges.  Additionally, misuse may require financial restitution to the District for funds expended and could result in disciplinary, civil or criminal action.

B. Users may be held accountable for their conduct under any applicable District policy, procedure or collective bargaining agreement.  Violations of these policies will be enforced in the same manner as other District policies.  Disciplinary review includes the full range of sanctions, up to and including, but not limited to, employee dismissal, student expulsion and/or legal action.  Misuse can also be prosecuted as a criminal offense under applicable statutes, such as Penal Code section 502 which identifies certain crimes associated with the use of computer systems.

VI.            Guidelines for Electronic Civility

A. While the District encourages the free exchange and debate of ideas, it is expected that this exchange will reflect the high ethical standards of the academic community.  When sending or responding to a sensitive or controversial topic, the user should keep in mind that e-mail is permanent and public.  Once a message is sent, it may be saved, printed or forwarded without the knowledge or consent of the author.  The user should take the time to consider the impact of all e-mail messages which he or she sends.

B. Electronic mail does not convey “body language,” facial expressions or tone so attempts at humor, irony or sarcasm may be easily misinterpreted.  Therefore, careful writing is advised.  Electronic messages should be brief, clear and professional.

VII.           Applicable Laws and Regulations

A. The following list identifies some, but not all, of the additional District rules and regulations that apply to the use of computing facilities:

1.   Board Rule 9803.26 - Theft or Abuse of Computer Resources
2.   Board Rules 1202, 1203 - Nondiscrimination Policy and Complaint Procedures
3.   Board Rules, Chapter XV - Sexual Harassment Policy
4.   Board Rules, Chapter IX - Article VIII - Conduct on Campus
5.   Board Rules, Chapter IX, Article XI - Student Discipline
6.   Administrative Regulation E-55 - Student Grievance Procedure

B. This policy supersedes and replaces Chancellor’s Directive No. 67, Guidelines on Use of the LACCD Computer Network.