7.0 Information Technology

7.0 Information Technology

7.01: Acceptable Use of Technology Resources

7.01: Acceptable Use of Technology Resources

Title: Acceptable Use of Technology Resources
Number: AP 7.01
Adopted: March 2004
Reviewed: August 2023
Revised: August 2023

Nicolet College provides computer equipment, computing resources, and digital media to support college business. The use of these resources is limited to the purposes for which they were provided. All computer equipment, resources, employee accounts, transmissions, and data stored on college systems are considered college property and are subject to review and open records requests. Security analysis and maintenance systems may be employed to monitor unauthorized use of computing equipment and resources. With appropriate authorization, Information Technology staff may access data, accounts, and transmissions for troubleshooting, maintenance, or forensic purposes.

Ethical Use of Digital Technology and Media

Employees are entrusted with ethical obligations in their use of college computers, resources, and digital media. They will act as trusted agents in accessing, generating, storing, and printing records/documents directly relating to assigned work tasks. College computers, digital devices, and digital media will be used for college-related business; use for personal monetary gain or commercial use is prohibited. Unattended computers and devices must be locked or logged out, and operational or confidential materials must be securely stored.

Inappropriate Use of Digital Technology and Media

Users are prohibited from accessing, retrieving, saving, viewing, printing, disseminating, or displaying information that includes but is not limited to:

- Discriminatory, harassing, or insulting content based on protected statuses.

- Derogatory or offensive comments or content.

- Defamatory or threatening comments or content.

- Obscene, pornographic, or offensive materials.

- Unauthorized access, copying, or manipulation of data.

- Commercial, religious, or political solicitations.

- Unauthorized sharing or downloading of files.

- Unauthorized use of another person’s password.

System Network Access and User IDs

Employees will receive a User ID with network and system access appropriate for their roles. System credentials should be protected and not shared with others.

Data Storage

Employees are required to use only the following approved data storage solutions for college-related data:

  • College-provided Network Drives: Sensitive and confidential information should be stored on college-provided network drives that are regularly backed up, available for open record requests, and maintained by the IT department.
  • Internal File Sharing Platforms: College-approved internal file-sharing platforms can be used for collaboration and sharing among authorized personnel. These platforms are monitored and maintained by the IT department to ensure data security.

College data should not be stored on unapproved systems such as Google Docs and Google Drive due to potential security and privacy risks associated with unauthorized third-party storage.

Incident Reporting

Suspected violations of this policy must be reported to the supervisor, Human Resources, or the Chief Information Officer immediately.

Disposal of Computer Equipment

When college-owned computer equipment reaches the end of its useful life or is no longer needed, IT will work with authorized e-waste vendors who specialize in secure computer equipment disposal. If computer equipment is still functional and can be repurposed, it may be transferred to another department or employee after undergoing data sanitization. This process is documented and tracked by the IT department.  In addition to data security, the college is committed to minimizing its environmental impact. By properly disposing of electronic equipment, we contribute to sustainable practices and reduce electronic waste.

Recognition of Copyrights and End User License Agreements

All users of college computer resources are expected to comply with copyright laws and regulations. Copyrighted materials include but are not limited to text, images, software, audio, video, and other digital content.  Users must respect end-user licenses and terms of usage. Unauthorized copying, distribution, or modification of software is prohibited.

Disciplinary Action

Violations of this policy may result in disciplinary action, including termination of employment.

7.02 Student E-mail

7.02 Student E-mail

Title: Student Email
Number: AP 7.02
Adopted: March 1995
Reviewed: June 2020
Revised: June 2017

E-mail is an official method for faculty, staff, and student communication. Students receive an official Nicolet College e-mail address during the application/registration process.  The College e-mail address is designated as the official communication vehicle to provide information to students regarding registration for classes, business transactions, advising, campus activities, and other information needed to enhance the college experience.

Guidelines for Student E-mail Accounts

  • A user guide will be provided for basic e-mail accounts.
  • E-mail message filtering support will be available, either automatically or user-selectable.
  • Accounts will automatically be removed after two consecutive terms of no class activity.
  • Account properties are as follows:
  1. E-mail addresses are generated using the following algorithm:
  • E-mail address cannot be less than three characters
  • First Name initial + Middle initial + Last name
  • In the event of a duplicate, an integer will be added to the username

Expectations Regarding Student Use of E-mail

E-mail messages sent by faculty and staff to students are considered official communication. Students are expected to check their Nicolet College official e-mail account frequently in order to remain informed of College-related communications.  Since faculty and instructional academic staff determine how e-mail is used in their classes, they can require students to check their e-mail on a specific schedule. 

Appropriate Use of Student E-mail

E-mail is not appropriate for transmitting sensitive or confidential information.  All use of e-mail will also be consistent with local, state, and federal law, including the Family Educational Rights and Privacy Act (FERPA).

Student e-mail use is subject to AP 7.01 Acceptable Use of Computers and Electronic Media and AP 1.06 Students Standards of Conduct.

7.03 Copyright Infringement

7.03 Copyright Infringement

Title: Copyright Infringement
Number: AP 7.03
Adopted: December 2017
Reviewed: March 2020
Revised: June 2018

It is the policy of Nicolet College to comply with the United States Copyright Law of 1976, as amended (Title 17, United States Code). Thus, all faculty, staff, and students of Nicolet College are required to respect the proprietary rights of owners of copyrights and refrain from actions that infringe the rights of copyright owners.

The penalties for violation of United States copyright law can be severe. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or "statutory" damages affixed at not less than $750 and not more than $30,000 per work infringed. For "willful" infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, access costs and attorneys' fees. For details, see Title 17, United States Code, Sections 504, 505. Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.

Employees and students may be personally responsible for the defense of a civil action for copyright infringement. In addition, members of the college who willfully violate this Policy are subject to disciplinary action by the college up to and including termination/expulsion, consistent with established college disciplinary procedures.

Nicolet College believes very strongly in promoting compliance with United States copyright laws and protecting the intellectual property interests of copyright owners. We are committed to educating our students and employees as to the importance of copyright compliance and the penalties associated with committing copyright infringement. All students and employees of Nicolet College are responsible for reviewing, understanding and complying with United States copyright laws. Information on such laws is available from the U.S. Copyright Office at:


Nicolet College is also in compliance with the Digital Millennium Copyright Act of 1998 (DMCA). The following policies and procedures have been adopted to ensure that Nicolet College remains in compliance with the DMCA:

  • We will promptly investigate any complaints properly made pursuant to the DMCA by copyright owners regarding allegedly infringing activity by any student or employee of Nicolet College.
  • We will notify the allegedly infringing user of the complaint by forwarding the complaint to the user and discussing the matter in person with the user. We will inform the user that such allegations, if true, constitute a violation of United States copyright laws.
  • If we believe that the activity violates any applicable law, we will expeditiously take down or block access to any infringing material and/or require the student or college employee to permanently delete any infringing material from his or her computer hard drive and any other place in which such infringing material resides, and confirm in writing that such deletion has occurred.
  • We will temporarily block the user's access to the college network.
    • Upon the second occurrence by a user of any activity or activities that Nicolet College believes violates any applicable law, we will permanently block such user's access to the college network.

In addition, in order for Nicolet College to remain in compliance with the DMCA, its faculty or adjunct faculty members may not require, recommend, or make available online course materials that infringe on a copyright owner's interest.

If an allegedly infringing user wishes to dispute the copyright owner's claim, the user must, within 72 hours, respond to Nicolet College with a statement containing the following information:

  • Name, address, and phone number of the allegedly infringing user
  • Identification of the material in dispute
    • Statement that the allegedly infringing user has a good faith belief that either (i) the material is not, and never was, in the user's possession or located on any property owned or used by the user, or (ii) the material was mistakenly identified as infringing on the copyright
    • A physical or electronic signature of the allegedly infringing user

Upon receiving this statement, we will immediately forward it to the copyright owner who submitted the complaint, and we will consider the matter resolved unless we hear otherwise from the copyright owner. We will attempt to resolve all disputes within 10 days after receiving the complaint.

Additional information regarding the Digital Millennium Copyright Act may be found at http://lcweb.loc.gov/copyright/circs/circ1a.html.

Information for Copyright Owners

If you are a copyright owner and are concerned that material viewed on our website may violate your rights under United States copyright law under the DMCA, please contact ("Nicolet College's Designated Agent to Receive Notification of Claimed Infringement"),  Nicolet College, 5364 College Drive, Box 518, Rhinelander WI, 54501; telephone number 715-365-4615. Please provide the following information:

  • Electronic or physical signature of the person authorized to act on behalf of the owner       of the copyright interest;
  • Description of the copyrighted work that your claim has been infringed upon;
  • Description and web link of where the alleged infringing material is located on the college website;
  • Your address, telephone number and e-mail address;
  • 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;
  • Statement by you, made under penalty of perjury, that the above information in your notice is accurate and that you are the copyright owner or authorized to act on behalf of the copyright owner.