Policy

The goal of space management and allocation is to steward the optimization of space in furtherance of the mission and goals of the college.

Reason for Policy

The purpose of this policy is to enable effective and efficient utilization of College space resources resources through adherence to identified principles, restrictions, committee governance, and related processes and parameters.

To Whom Does the Policy Apply

All faculty, staff, and students.

Related Documents

Procedure 642A: Space Management and Allocation

Policy 642: Records Retention Policy

State of NJ Excess and Surlpus Property Procedures for Disposal

Campus Master Plan

Contacts

Vice President Overseeing Facilities Management and Capital Planning

Procedure 642: Space Management and Allocation

Date Adopted: July 2016

Last Revised: July 2022

I. Purpose

Effective management and allocation of space requires periodic reviews of space, such reviews aim to prevent inequities in space distributions, identify opportunities, and recognize best practices. It should be expected that such reviews may prompt the emergence of new space management and allocation strategies.

II. Principles

Space management and allocation is guided by the following principles:

1. Facilitating a high quality service-oriented and/or learning environment for students is essential to the College’s ability to recruit and retain students.
2. Administrative and student service functions should foster student engagement and/or complement the learning environment.
3. Traditionally non-student-facing functions should be located in areas less trafficked by students.
4. Efficiency, while desirable, should not take precedent over effectiveness.

III. Space Management and Allocation Advisory Committee (SMAAC)

The Space Management and Allocation Advisory Committee provides proactive input and feedback on space management and allocation strategies including space requests. It reports to the senior leadership team by way of the Vice President overseeing Facilities Management and Capital Planning (hereafter “the Vice President”).

The Vice President shall serve as or appoint the committee chair. The committee chair shall be appointed to up to a three-year term and the appointment may be renewed by the Vice President in consultation with the Committee.

SMAAC membership may include representation from:

• Strategic Resource Advisory Board
• Executive Core
• Environmental Health & Safety
• Fiscal Health Core
• Outreach & Engagement Core
• Student Well-Being Core
• Administrative and Operational Integration Core
  • Capital Planning
  •  ITS
  • Facilities Management
• Teaching and Learning Core
  • The Academic Deans (rotating)*
  • Office of the Registrar
  • Faculty (rotating)*

*Rotating members shall serve for terms up to two years. Deans’ Council shall nominate its representative. Faculty Assembly shall nominate its representative.

IV. Process:

As space management and allocation strategies emerge and/or as space requests are brought forward, members of the SMAAC are engaged by the Chair of the Committee.

Space requestors should direct an email to the Committee Chair. The email should denote in brief:
• Purpose of the space being requested and how it may or may not clearly advance the College’s Strategic Plan
• Suggested locations for desired space
• Desirable timeline for the space
• Distinctive physical attributes of the desired space
• Support of the unit head
• A budget along with the identification of available funding, or a funding request

The Committee Chair will review the request, solicit additional information/site visits as needed, and seek input in coordination with the Committee.

The recommendation for the space will be presented to the senior leadership team for a final disposition. The final decision will be made by the senior leadership team.

Requests for storage space do not require the approval of the senior leadership team and are adjudicated by the Committee.

Note: Applicants for grants and other funding initiatives are required to specify space needs and any required renovations prior to grant submission. The awarding of grant funds does not equate to the approval of a space request. Consideration of the cost to maintain the space after the grant period should be considered in the overall request.

V. Parameters of Space Management and Allocation

a. Management

1. All space (unless specifically prohibited by contract or funding source obligations, policy, or statute) is reassignable.
2. Scheduling of spaces for temporary use by internal and external constituents is done via a centralized process through the Office of Events and Conferences.
3. All instructional space is scheduled by the Office of the Registrar.
4. Unless approved by the Provost or their designee, classroom space cannot be permanently repurposed.
5. Unless approved by the President’s senior leadership team, space is not assigned to unaffiliated organizations for other than fee-based temporary or occasional use.
6. Inappropriate and/or inefficient uses of space, such as offices used solely for storage, runs counter to space optimization and will require redress.
7. Periodic purging and archiving of materials in work spaces and storage areas is required to ensure that important space is not being used with unimportant items. Paper records should be disposed of according to the College’s Records Retention Policy. Furniture, equipment and supplies should be disposed of according to the State of New Jersey’s Excess/Surplus Property procedures.
8. Proposals for program creation, growth, or contraction, must include a space plan.
9. If a change of use/function is needed in a space to make it functional, reclassifying the space will be evaluated according to the applicable building codes and Division of Community Affairs (DCA) guidelines.
10. The College cannot guarantee that space, or funds to renovate/repurpose space, will be available within a requested time frame.

b. Allocation

1. Co-location of functions in order to share support spaces, resources, and equipment, and to advance collegiality, operational integration, interdisciplinarity, and collaboration will be emphasized.
2. A modular planning approach to enhance space flexibility where possible (consistent sizes for like functions whereby an open suite of workstations could serve in a subsequent iteration as a medium- size conference room; standardized office furniture/finishes so that only people move and not furniture) will be emphasized.
3. Allocation of multiple offices for an employee is not permitted.

Policy

The creation, abolition, or name change of a division, unit, program shall be approved by the President’s Cabinet.

Reason for Policy

Sets forth the policy and procedure for creating, abolishing the name of a division, unit, or program

To Whom Does The Policy Apply

Any department/unit of the College that has been reorganized, reassigned or whose mission has fundamentally changed.

Related Documents

Procedure

Contacts

Vice President for Administration and Finance
(201) 684-7621

Provost / Vice President for Academic Affairs
(201) 684-7529

Proposals for name changes may originate with the supervisor of the unit or the division vice president. Names should reflect unit’s purpose, mission, and organizational/administrative structure.

1. A written proposal is prepared by the unit head/vice president which must include the following
   • Current name of unit
   • Proposed name of unit
   • Reason for change
   • Implications
   • Public Relations Functions / staffing change and associated costs, if any
   • Space, furniture and equipment change, if any
   • Related cost – publicity, printing, web changes
   • Notification to State, if needed
2. The proposal is submitted to cognizant vice president for approval, or, if originated by vice president, to the President’s Cabinet for discussion and endorsement. Additional information may be sought at either level of approval.

Policy

Computing resources are provided to support the academic research, instructional and administrative objectives of Ramapo College. These resources are available for the use of college faculty, staff, students, and other authorized users to accomplish tasks consistent with the college’s mission. College systems offer powerful tools for communication among members of the Ramapo community and communities outside of the college. When used appropriately, these tools can enhance dialogue and communications. Unlawful or inappropriate use of these tools, however, can infringe on the rights of others, and is unacceptable in an academic institution.

Ramapo College expects all members of its community to use electronic communications in a responsible manner. The college reserves the right to limit access to its networks through college-owned or other computers, and to remove or limit access to material posted on college-owned electronic media. Recognizing that the college is creating a limited public forum, the college retains the right to limit access and postings to college systems.

As a means to foster intellectual pursuits, the college will make every effort to respect the privacy of all users. However, for technical reasons related to system architecture and maintenance needs, privacy cannot be guaranteed at all times and users must take this into account when composing email or surfing the Web. An expectation of privacy is further limited by the needs of the college to comply with State and Federal laws, protect the rights of students, faculty, staff, board members, and invitees, and/or to meet administrative objectives.

Ramapo College faculty and staff are provided with e-mail accounts for the purpose of conducting official college business related to instructional, academic and/or administrative activities to accomplish tasks consistent with the college’s mission. Because email is an effective way to disseminate information of importance, relevance and interest, and because it is an important tool to meet the academic and administrative needs of the college community, it shall be the college’s policy that electronic mail (email) be an official communication mechanism with faculty, staff, and students and that all faculty, staff, and students are required to maintain an “@ramapo.edu” address. This is the only email address that will be used for official communication with faculty, staff, and students regarding all academic and administrative matters. Retired tenured faculty and retired staff with at least ten years of service may be permitted to retain their e-mail accounts upon request.

Reason for Policy

To set forth policy and procedure relative to college responsibilities and user responsibilities for using the college’s electronic resources and systems

To Whom Does the Policy Apply

The policy applies to all current members of the college community including staff, faculty, students, adjunct faculty, eligible retirees, and college volunteers such as board of trustee members, Ramapo College Foundation Board members, and any others who may have been granted access to college systems.

Related Documents

Responsible Use of Electronic Communications Procedures

Contacts

Information Technology Services (ITS) – Chief Information Officer (CIO)

Computing resources are provided to support the academic research, instructional and administrative objectives of Ramapo College of New Jersey (“the “College”). These resources are available for the use of college faculty, staff, students, and other authorized users to accomplish tasks consistent with the college’s mission. College systems offer powerful tools for communication among members of the Ramapo community and communities outside of the college. When used appropriately, these tools can enhance dialogue and communications. Unlawful or inappropriate use of these tools, however, can infringe on the rights of others, and is unacceptable in an academic institution.

Ramapo College expects all members of its community to use electronic communications in a responsible manner. The college reserves the right to limit access to its networks through college-owned or other computers, and to remove or limit access to material posted on college-owned electronic media. Recognizing that the college is creating a limited public forum, the college retains the right to limit access, and postings, to college systems.

As a means to foster intellectual pursuits, the college will make every effort to respect the privacy of all users. However, for technical reasons related to system architecture and maintenance needs, privacy cannot be guaranteed at all times and users must take this into account when composing email or surfing the Web. An expectation of privacy is further limited by the needs of the college to comply with State and Federal laws, protect the rights of students, faculty, staff, board members, and invitees, and/or to meet administrative objectives.

Ramapo College faculty and staff are provided with e-mail accounts for the purpose of conducting official college business related to instructional, academic and/or administrative activities to accomplish tasks consistent with the college’s mission. Because email is an effective way to disseminate information of importance, relevance and interest, and because it is an important tool to meet the academic and administrative needs of the college community, it shall be the college’s policy that electronic mail (email) be an official communication mechanism with faculty, staff, and students and that all faculty, staff, and students are required to maintain an “@ramapo.edu” address. This is the only email address that will be used for official communication with faculty, staff, and students regarding all academic and administrative matters. Retired tenured faculty and retired staff with at least ten years of service may be permitted to retain their email accounts upon request.

I. Definitions

The following definitions apply to the terms used in this policy.

Covered Persons: All current members of the college community including staff, faculty, students, adjunct faculty, eligible retirees and college volunteers such as board of trustee members, Ramapo College Foundation Board members, who have been granted access to college systems.

College Systems: Computers, network systems, servers, facsimile machines, telephony, video and other similar devices and systems that are administered by the college and for which the college is responsible.

Chief Information Officer (CIO): The chief information officer is responsible for academic and administrative computing, the college network, email systems, help desk, computer labs, telecommunications, Resident Life Network, the Instructional Design Center, the integrity and security of the College technology infrastructure and for confidentiality of electronic communications.

Education Records: Records specifically related to students and maintained by an educational institution or a party acting on its behalf. These records are protected by the Family Educational Rights and Privacy Act of 1974 (FERPA) as amended.

Electronic Communications: The use of college systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, social media, websites, or other such electronic tools.

ITS: Ramapo College’s Information Technology Services.

Network Systems: Includes voice, video and data networks, switches, routers and storage devices.

Systems or Network Personnel: Those tasked by the CIO with maintaining college systems.

Policy officer: A person with responsibility for issues having broad-based policy implications.

For incidents involving students, the policy officer is the vice president for student affairs;
For incidents involving faculty, the policy officer is the provost/vice president for academic affairs; and
For incidents involving staff, the policy officer is the Vice President Administration and Finance.

II. College Rights and Responsibilities

1. The college reserves the right to limit access to its networks. The college does not monitor the contents of material transported across its networks nor generally restrict access to the networks, but it retains the right to do so when evidence exists that such materials are in violation of college policies or codes, contractual obligations, state or federal laws.
2. To protect the college against seriously damaging consequences, such as impairment of the integrity of computers, networks and data, or legal liabilities, systems or network personnel shall take immediate temporary restrictive action pending final adjudication by the college. If systems or network personnel detect evidence, or are informed, of a violation while performing their duties operating or maintaining a system, they should contact the CIO as soon as possible.
3. The college reserves the right to remove or limit access to material posted on college-owned computers when applicable college policies or codes, contractual obligations, or state or federal laws are violated.
4. The college does not monitor or generally restrict the content of material residing on college computers, whether or not such computers are attached to campus networks.
5. The college reserves the right to inspect the content of electronic files when it has reasonable belief that the content of material would violate college policy, state or federal law. The college retains the right to review the content of any files when the content of such files is likely to be material to the alleged violation as put forth below in “Violations,” or on the death, illness, or separation of a covered person, or as required for legal proceedings or processes. Notification of such inspection will be made to the president or designee immediately. The president will provide a confidential report to the board of trustees on an annual basis of all instances of content inspections by year and employment category. All instances of content inspections in which the president or a designee receive notice of inspection of content pursuant to this paragraph will be reported to the Human Resources and Compensation Committee of the Board of Trustees at its regularly-scheduled meeting.

III. User Responsibilities

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to the work of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution. Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Users are responsible to comply with the following:

1. Copyright Compliance: Violations of authorial integrity include, but are not limited to, plagiarism, impostorship, invasion of privacy, unauthorized access, and trade secret and copyright violations, all of which may be grounds for sanctions against members of the academic community. Users of college systems shall not abridge the rights of copyright owners and shall comply with the Digital Millennium Copyright Act (DMCA), 17 U.S.C. 101 et seq.
2. For any computer account, users are responsible for the use made of that account. Users should set a password which will protect their account from unauthorized use, and which will not be guessed easily. Do not share your password with others. If users discover that someone has made unauthorized use of their account, they should report the intrusion to the manager of that system or the CIO.
3. A user who is directed by an ITS employee to cease engaging in any computing or network related activity must do so. The CIO must review any such action in a timely manner, and either restore privileges or send a written statement of charges to the appropriate policy officer and the People Operations and Employee Resources Department.
4. Electronic communications shall not be used to:
   1. harass, threaten, or otherwise cause harm to a specific individual(s), whether by direct or indirect reference, impede, interfere with, impair, or otherwise cause harm to the activities of others;
   2. download or upload to college computers, or transport across college networks, material that is illegal, proprietary, in violation of college contractual agreements, or otherwise is damaging to the institution;
   3. harass or threaten groups of individuals;
   4. Illegally access proprietary data from remote locations
5. Information about a student that is maintained by Ramapo College of New Jersey in its computer systems is part of the student’s educational record and thus protected by FERPA laws and regulations, as amended. Generally, access to such educational records is limited to Ramapo College of New Jersey school officials with a “legitimate educational interest” in the information. Additional information regarding FERPA is available online and in the Office of the Registrar.

It shall be the user’s responsibility to comply with all the stipulated requirements set forth in the above section. Failure to comply with the provisions for “User Responsibility” may subject the user to specific sanctions as set forth in the “Violations” and “Sanctions” sections below.

Backing up Data: It shall be the users’ responsibility to back-up personal electronic data. While the college has a policy of backing up data on its general access systems at regular intervals as preparation for a catastrophic loss of resources, or as required for legal proceedings or processes, users should not rely on these actions. A user’s decision whether or not the college’s back-up is an adequate substitute is the individual’s decision but alleviates any responsibility of the college to maintain such back-up.

IV. Email as Official Communication

1. Official Communication via Email
   Ramapo College faculty and staff are provided with e-mail accounts for the purpose of conducting official college business related to instructional, academic and/or administrative activities to accomplish tasks consistent with the college’s mission. Because email is an effective way to disseminate information of importance, relevance and interest, and because it is an important tool to meet the academic and administrative needs of the college community, it shall be college policy that electronic mail (email) be an official communication mechanism with faculty, staff, and students, and that all faculty, staff, and students are required to maintain an “@ramapo.edu” address. This is the only email address that will be used for official communication with faculty, staff, and students regarding all academic and administrative matters.This policy does not preclude the use of conventional methods of communication.
2. Procedures
   1. Acquiring an email account
      Official college email accounts are available to all current faculty, staff, and enrolled students and eligible retirees. These accounts must be activated before the college can send correspondence using official email addresses. Students, faculty, and staff may activate their email account by completing the Email Activation Page. Official email addresses will be maintained in college information system and will be included in the college’s faculty/staff directory (not students). Official email addresses will be maintained in college information system and will be included in the college’s faculty/staff directory (not students).
   2. Redirecting/forwarding of email
      If a faculty, staff, or student wishes to have email redirected/forwarded from their official @ramapo.edu address to another email address (e.g., @aol.com, @Yahoo.com, etc.), they may do so at their own risk. The college shall not be responsible for the handling of email by outside vendors. Having email redirected does not absolve a faculty, staff or student from the responsibilities associated with official communication sent to his or her @ramapo.edu account.
   3. Expectations about use of email
      Senders of e-mails should identify themselves as representatives of the college by including their title or function at the end of the message. It is inappropriate to include statements or quotations in the body or signature portion of the message that do not directly advance the administrative or academic purpose of the message. Email users should avoid using language that could be offensive to others, or create an atmosphere of discomfort. Content and signature information of electronic messages should be focused on official college business.Faculty, staff and students are expected to check their email on a frequent and consistent basis in order to stay current. Certain communications may be time-critical, therefore, it is expected that official correspondence shall be received and read in a timely fashion. Various excuses such as “I didn’t check my email”, error in forwarding email, or email returned to the college with “Mailbox Full” or “User Unknown” shall not be acceptable for missing official college communications via email.
   4. Email Quota
      The college reserves the right to set email quotas for faculty, staff, and students. Email destined for users who are over quota will be queued for seven days and redelivery will be attempted every hour. Quotas can be checked by logging into your personal webmail account. Student accounts that are over quota and have not been checked for 120 days are subject to deactivation.
      
   5. Access to Email
      Unit heads and supervisors must provide computer access to employees whose positions do not provide them with regular access to a computer, as well as a reasonable amount of time to use the computer provided for the purpose of checking their email for college business.
   6. Confidentiality
      Users should exercise extreme caution in using email to communicate confidential or sensitive matters (e.g. individual personnel actions), and should not assume that email is private and confidential. It is especially important that users are careful to send messages only to the intended recipient(s). Particular care should be taken when using the “reply” and “reply all” command during email correspondence. ITS personnel are responsible for dealing with email related issues at Ramapo College. Notwithstanding, the provisions set out above under the College’s Rights and Responsibility section, it may occasionally be necessary for ITS personnel to read an email header which has failed to reach its destination to determine, if possible, the intended address and redirect the message. These actions taken shall not be deemed a violation of privacy. The college reserves the right to review but will not monitor e-mail messages. It must be understood that e-mails are not confidential and may be viewed by others from time to time. Electronic mail is discoverable in legal proceedings.
   7. Backing Up of Email
      Email is backed up in regular intervals by an automated process. The automatic process does not involve human reading of email and is not considered a violation of privacy. There are user responsibilities related to backing up data in the previous section of this policy which should be read and understood.
   8. Academic Use of Email
      Faculty will determine how electronic forms of communication (e.g., email, Luminus) will be used in their classes, and will specify their requirements in the course syllabus. This email policy will ensure that all students will be able to comply with email-based course requirements specified by faculty. Faculty can therefore make the assumption that students’ official @ramapo.edu accounts are being accessed and faculty can use email for their classes accordingly.
   9. Retirees
      Retired tenured faculty and staff with at least ten years of service may be permitted to retain their e-mail accounts upon request.
   10. Broadcast Email
       The broadcast e-mail system is an important tool for communicating information that a large part of the campus community or a specific targeted group needs to know. The system should only be accessed when a minimum of seventy-five percent of the campus community or a specific targeted group needs to be made aware of the information. First and foremost, the system is crucial for communicating about emergencies. Therefore, it is essential that the system not be overly used whereby members of our campus feel “spammed” and begin to ignore its messages. Announcements are limited to information about emergencies and safety; presidential communications; major campus events* approved by the Cabinet; critical alerts related to human resources, facilities and technology; and key internal processes, procedures and deadlines that affect the majority of the campus or a specific targeted group. Only emergency notifications may be broadcast simultaneously over both the broadcast e-mail and voice mail systems. All broadcast email announcements shall be initiated through the Office of Marketing and Communications or the Office of the President.
   11. Broadcast Voice Mail (All-Call)
       The broadcast voice mail system is an important tool for communicating information that a large part of the campus community needs to know. The system should only be accessed when a minimum of seventy-five percent of the campus community or a specific targeted group needs to be made aware of the information. First and foremost, the system is crucial for communicating about emergencies. Therefore, it is essential that the system not be overly used whereby members of our campus feel “phone spammed” and begin to ignore its messages. Announcements will be limited to information about emergencies and safety; presidential communications; major campus events* approved by the Cabinet; critical alerts related to human resources, facilities and technology; and key internal processes, procedures and deadlines that affect the majority of the campus or a specific targeted group. Only emergency notifications may be broadcast simultaneously over both the broadcast e-mail and voice mail systems.In addition, students living in campus residential facilities may also receive targeted broadcast voice mail messages on any topic approved for distribution by the Vice President for Student Affairs or designee and the Office of Student Activities (this may include announcements of events and availability of tickets).

V. Reporting Violations

If you believe that a violation of this policy has occurred, contact the appropriate officer who will report the incident to the appropriate director or the CIO. There may be situations when the following additional offices should be contacted: Public Safety, if an individual’s health or safety appears to be in jeopardy; Human Resources, if violations occur in the course of employment.

VI. Violations

It shall be a violation to intentionally seek information about, browse, copy, or modify files or passwords belonging to other people, whether at Ramapo or elsewhere. Explicitly and intentionally established public servers, or clearly designated files for shared public use may be assumed authorized for use. However, if it is unclear whether some files are intended to be available for public use, it shall be a violation to assume that they are intended for public access and it shall be assumed that they are private.

It shall be a violation to attempt to or to decrypt or translate encrypted material, with the intention of obtaining system privileges to which you are not entitled. It shall be a violation to take any action which interferes with the supervisory or accounting functions of college systems or that is likely to have such effects.

It shall be a violation to display on screens, in public or shared facilities, images, sounds, or messages that could reasonably be expected to create an atmosphere of discomfort or harassment for others. Restrictions on time, place, and manner for such access may be determined by the college. It shall be a violation to transmit to others in any location inappropriate images, sounds or messages which might reasonably be considered harassing. The college’s policies on harassment apply equally to electronic displays and communications as they do to more traditional means of display and communication.

It shall be a violation for any user of official @ramapo.edu email addresses to forge an electronic mail signature or to make it appear as though email originated from a different person, impersonate a college office, faculty/staff member, or student, to illegally access proprietary information, and/or attempt to gain access to another person’s mail files.

It shall be a violation to waste computing resources. Examples of violating the responsible use policy are:

1. excessive game playing or other trivial applications;
2. sending chain letters, spam, or other frivolous or excessive messages locally or over an attached network;
3. printing excessive copies of documents, files, images, or data;
4. using unwarranted or excessive amounts of storage;
5. printing documents of files numerous times because you have not checked thoroughly for all errors and corrections;
6. running grossly inefficient programs when efficient ones are available;
7. failing to allow access to those people whose work requires these specialized facilities;
8. using college systems or informational resources for commercial purposes or to promote one’s personal interest or secure financial gain for oneself or others with whom one is associated, if the activity is not reasonably related to the discharge of the user’s duties or role at the college;
9. preventing others from using shared resources by running unattended processes or placing signs on devices to “reserve” them without authorization from the appropriate system manager. Absence from a public computer or workstation should be no longer than reasonable. A device unattended for an unreasonable amount of time may be assumed to be available for use, and any process running on that device terminated;
10. accessing or copy programs and data which have been obtained under contracts or licenses, cross-assemble, or reverse-compile programs. It shall be a violation to access or copy, cross-assemble, or reverse-compile programs available from other institutions and individuals on attached networks. Users are responsible for determining that programs or data are not restricted in this manner before copying them in any form, or before reverse-assembling or reverse-compiling them in whole or in any part. If it is unclear whether users have permission to copy such software or not, users shall assume that one may not do so;
11. sending messages, sentiments, and declarations as electronic mail or as electronic postings that would not be appropriate as hard copy documents. Users are free and encouraged to publish their opinions. Users shall clearly and accurately identify opinions as coming from the user; or if the user is acting as the authorized agent of a group, such shall be identified as coming from that group. It shall be a violation of the policy to falsely attribute (i.e. forge) the origin of electronic mail, messages, or postings. It shall be a violation to alter or delete any electronic information contained in, or posted to any campus computer resource or to any computer resource on an attached network, it will be considered forgery if it would be considered so on a tangible document or instrument;
12. creating and/or willfully disseminating computer viruses. Users shall be responsible for learning about and be cognizant of the ease of spreading viruses. Users shall be responsible for taking steps to insure user files are virus free;
13. introducing non-Ramapo software. Users shall notify ITS of any software needs and shall not load non-Ramapo software on Ramapo systems.

The above are only examples and not an exhaustive list.

Compliance with Federal and State Law: Users shall be responsible for being aware that there are federal, state and sometimes local laws that govern certain aspects of computer and telecommunications access and use. Members of the college community are expected to abide by these laws, as well as, to observe and respect college rules and regulations.

Actions to be Taken by Systems and Network Personnel when Violations are Reported

1. Refer to Specific Violations and Action to take below to determine what type of violation may apply:
   • violations targeted at a specific individual(s);
   • violations causing harm to the activities of others;
   • violations involving illegal, proprietary or damaging material;
   • violations targeted at groups of individuals.
2. If you are unable to match your incident with a description in Specific Violations and Action to take below, or if multiple descriptions seem to apply, contact the appropriate policy officer for guidance.
3. Follow the guidelines in Action to take in Specific Violations below. In addition to the type of violation, the guidelines are framed by other factors, specifically:
   • who reported the violation;
   • whether you administer the college system involved or some other affected system;
   • how participants or affected parties are affiliated with Ramapo.
4. In all cases, these guidelines tell you:
   • which college authority should receive a formal complaint;
   • the party or parties who normally file such a complaint;
   • what actions, if any, you should or may take.
5. Report the violation in accordance with these guidelines and those established by the appropriate unit.
6. Document the incident and any actions you take. Protect this information as you would any confidential material: update and retain it as appropriate. This information may be subject to review by appropriate college authorities, so it is important that the information be current, complete and correct, maintained in an electronic database, and easily retrievable.

In exceptional cases, the priorities of protecting the college against seriously damaging consequences and/or safeguarding the integrity of computers, networks, and data either at the college or elsewhere, may make it imperative that you take temporary restrictive action on an immediate basis. In such instances, you may take temporary restrictive action, preferably with the prior approval of the appropriate policy officer and/or the CIO, pending final adjudication by the college. All restrictive actions taken must be documented and justified in accordance with this policy.

In some instances, documentation prescribed above will constitute education records (see the “Definitions” Section of this document) and therefore will be protected under the Family Educational Rights and Privacy Act of 1974 as amended.

Actions to be taken by the Policy Officer

Policy officers are authorized to apply this policy and other existing college policies when a general violation or other violation is identified. When a specific violation is identified, as listed below, policy officers should follow the “action to take” in the Specific Violations section below.

Specific Violations

1. Violations Targeted At Specific Individual(s)
   1. Sending repeated and unwanted (harassing) communication by any of the following modes of communication: network systems, college systems, or electronic communication;
   2. Sending repeated and unwanted (harassing) communication by electronic mail or other electronic communications that is sexual in nature;
   3. Sending repeated and unwanted (harassing) communication by electronic mail or other electronic communications that is targeted at someone because of their race, ethnicity, religion, gender, sexual orientation, nationality, or age;
   4. Posting or otherwise disseminating personal or sensitive information about an individual(s). (Examples include postings of an individual’s academic records; medical information; social security number; or similar information of a personal or confidential nature that, if disseminated, could have legal or otherwise damaging implications either for the targeted person or the institution. Personal expression by an individual about another, even if posted in a public manner, is not subject to limitation or restriction under this policy, although a targeted person may have recourse under other campus policies or codes, or state or federal laws regarding harassment or libel.)

   Action to take:

   Provide the targeted individual (victim) with the following information:

   1. “Harassment is a violation of Ramapo’s policies and codes, and in some cases, state or federal laws. Write the sender directly and state that you find the continued correspondence to be harassing and formally ask the sender to cease all communications with you. Save a copy of this message and any other correspondence for evidence.”
   2. “If you continue to receive correspondence after formally requesting that the correspondence stop, notify the (appropriate policy officer).”
   3. “If you are concerned about your personal safety, contact Ramapo Public Safety or your local law enforcement agency.”

   Appropriate Action if Violation is Reported by Another Individual:

   Thank the party for forwarding the information and add the following:

   “Harassment is a violation of Ramapo’s policies and codes, and in some cases state or federal laws. Complaints must be filed by the targeted person. If appropriate, please encourage the targeted person to contact the (appropriate policy officer).”

   Note: Ramapo can act upon a complaint only if the sender of the material is a member of the Ramapo community. If the sender is not a member of the Ramapo community, the appropriate policy officer will assist the targeted individual by referring him/her to appropriate sources of help outside the college.

2. Violations Causing Harm To The Activities Of Others
   1. Propagating electronic chain mailAction to take:Provide the reporting party with the following information and take steps outlined below:”Although we understand that some of these letters can be offensive or unwanted, Ramapo College cannot
      prevent their circulation. Forwarding chain mail using college resources violates Ramapo’s codes and
      policies, and in some cases may be illegal. I will be working with campus authorities regarding this incident.”
      1. Post a notice to your system alerting users to the incident and instructing them not to
         propagate further.
      2. Report the Ramapo propagators; if the propagator(s) is not a member of the Ramapo
         community, contact the administrator of the originating system, if possible, as a matter
         of courtesy or follow-up when warranted.
      3. Contact the appropriate policy officer if you believe the content of the material to be
         illegal, damaging, or otherwise to have external consequences for the institution.
   2. Interfering with freedom of expression of others by “jamming” or “bombing” electronic mailboxes.
      Action to take:Provide the party with the following information and take steps outlined below:”Attempting to interfere with the freedom of expression of others violates Ramapo’s Code of Professional
      Responsibility Board of Trustees Policy # 458″ for faculty and staff violators and the Campus Code of
      Conduct” for student violators. I will be working with campus authorities regarding this incident.”If the violator is a member of the Ramapo community, instruct him/her to cease the activity, referring to campus policy, and contact the appropriate policy officer for further guidance. If the violation is reported to the policy officer, he/she should contact the appropriate systems personnel. If the violation is reported to systems personnel, they should contact the appropriate policy officer. Systems personnel and policy officers should work together to resolve the violation. The appropriate policy officer should keep a record of all such violations. If the violator is not a member of the Ramapo community, contact the administrator of the originating system, if possible, as a matter of courtesy or follow-up.
   3. Forging, fraudulently altering, or willfully falsifying electronic mail headers, electronic directory information, or other electronic information generated as, maintained as, or otherwise identified as college records in support of electronic communications
      Action to take:Provide the party with the following information and take steps outlined below:”Forging, fraudulently altering or willfully falsifying college records violates Ramapo’s Code of Professional Responsibility for faculty and staff violators and the Student Code of Conduct for student violators. I will be working with campus authorities regarding this incident.”If the violator is a member of the Ramapo community, instruct him/her to cease the activity, referring to
      campus policy. If the violator is not a member of the Ramapo community, contact the administrator of the
      originating system, if possible, as a matter of courtesy or follow-up.
   4. Using electronic communications to forge an academic document.
      Action to take:Provide the party with the following information:
      “This incident may violate campus policies or codes. I will be working with college authorities to review what actions may be appropriate.”Contact the appropriate policy officer for further guidance. If the violation is reported to the policy officer, he/she should contact the appropriate systems personnel. If the violation is reported to systems personnel, they should contact the appropriate policy officer. Systems personnel and policy officers should work together to resolve the violation. The appropriate policy officer should keep a record of all such violations.
   5. Using electronic communications to hoard, damage, or otherwise interfere with academic resources accessible electronically
      Action to take: same as 2d
   6. Using electronic communications to steal another individual’s works, or otherwise misrepresent one’s own work
      Action to take: same as 2d
   7. Using electronic communications to collude on examinations, papers or any other academic work
      Action to take: same as 2d
   8. Using electronic communications to fabricate research data.
      Action to take: same as 2d
3. Violations Involving Illegal, Proprietary, or Damaging Material
   1. Electronically accessing, distributing or posting copyrighted material in violation of license restrictions or other contractual agreements or those that may be in violation of the Digital Millenium Copyright Act.Responsible Use policy and procedures govern incidents involving the illegal distribution of copyrighted material – as transported through Ramapo’s networks or posted to Ramapo’s computers – by electronic means. The possession of misappropriated copyrighted material by a student violates the Campus Code of Conduct. The possession of misappropriated copyrighted material by faculty or staff violates the Code of Professional Responsibility.
   2. Launching a computer worm, computer virus or other rogue program
   3. Downloading or posting illegal, proprietary or material that may damage the college’s computer system.
   4. Transporting illegal, proprietary or damaging material across Ramapo’s networks

   Action to take:
   Commensurate with the degree of urgency and potential damage to the institution, take pre-emptive steps – preferably with the approval of the appropriate policy officer – including ensuring the preservation of evidence.

   1. accessing and/or downloading pornography and possibly child pornography

   Action to take:
   When the policy officer, or other college administrator, has knowledge that a covered person is using a
   college computer to access and/or download pornography, and possibly child pornography, the college will investigate and take prompt action to stop the unauthorized activity. If the violation is reported to the policy officer or systems personnel, he/she should contact the director of human resources who will conduct an investigation. The director of human resources and the policy officer(s) will work together to resolve the violation. The appropriate policy officer should keep a record of all such violations.

4. Violations Targeted at Groups of Individuals
   1. Posting threatening and/or harassing language that would constitute a group’s rights by any
      of the following modes of communication: network systems, college systems, or electronic
      communications.

   Action to take:

   Provide the party with the following information:

   “Although this posting/communication may be offensive to members of the community, the college is
   respectful of expression in its own right. However, this posting/communication may constitute harassment, which is a violation of Ramapo’s policies and codes, and in some cases, state or federal laws. I will consult with campus authorities regarding this incident.”

   Contact the appropriate policy officer for further guidance. If the violation is reported to the policy officer, he/she should contact the appropriate systems personnel. If the violation is reported to systems personnel, they should contact the appropriate policy officer. Systems personnel and policy officers should work together to resolve the violation. The appropriate policy officer should keep a record of all such violations.

VII. Sanctions for Policy Violations

Violations of appropriate use may result in one or more of the following actions:

• A written warning to the offender.
• A restriction of system access for a specified term.
• A revocation of all system privileges for a specified term.
• A statement of charges to the appropriate disciplinary body of the college, which could lead to other penalties up to and including probation or suspension for students and disciplinary action for faculty or staff.
• Alleged criminal actions and/or activity may be referred by the college to law enforcement officials for investigation or action.

Policy

Ramapo College of New Jersey establishes and maintains official institutional social media accounts to promote the College and approves official College-Affiliated social media accounts for College units, clubs, and organizations. All members of the Ramapo community must utilize social media in accordance with the Social Media Guidelines, Student Code of Conduct and/or the Code of Professional Responsibility depending on their role, and other relevant institutional policies.

Reason for Policy

The Social Media Policy sets forth policy and procedures regarding the management, coordination, discontinuation, suspension, and approval of official social media accounts, affiliated social media accounts, and, where applicable, personal use social media accounts.

To Whom Does The Policy Apply

All Ramapo College faculty, staff and students.

Resources

• Procedure 609: Social Media
• Social Media Guidelines
• Social Media Directory
• Student Handbook: Student Code of Conduct
• Code of Professional Responsibility
• Broadcast Email and Voicemail Policy
• Responsible Use of Electronic Communications Policy
• Design Standards

Contacts

Office of Communications & Public Relations

Procedure 609: Social Media

December 2, 2014; Revised October 11, 2023

I. Ramapo College Social Media Accounts
The College’s Social Media Directory maintains a listing of the College’s official social media accounts and its affiliated social media accounts.

Account Types
1. Official College Social Media Accounts
Official College social media accounts are managed by the Office of Communications and Public Relations (hereafter “OCPR”) and, as such, OCPR handles all communications for these official social media accounts in accordance with the College’s Social Media Guidelines, policies, and procedures.

2. Affiliated College Social Media Accounts
Affiliated college social media accounts are approved by OCPR but are managed by designated account administrators in accordance with the College’s Social Media Guidelines, policies and procedures, and, as such, OCPR may assist the affiliated account administrator(s) as needed to provide responses to inquiries, requests, comments, or other forms of communication directed towards such accounts.

3. Individual Personal User Social Media Accounts
All community members who maintain a personal social media presence that are not official or affiliated College social media accounts are encouraged to share content from the College’s official and affiliated accounts, to follow the College’s Social Media Guidelines, the Code of Conduct outlined in the Student Handbook and/or the Code of Professional Responsibility, and other relevant institutional policies and procedures.

Community members are not permitted to utilize the official Ramapo College logo(s) for their personal account(s). Community members deemed to have inappropriate uses of an official logo of the College will be required to remove the logo.

II. Official Statements/Press & Media Relations
The College Spokesperson and/or their designee and OCPR handle all public and press communications and are also responsible for the dissemination of official statements from the College. OCPR is responsible for stewarding media relations on behalf of the College; all outreach to the media and inquiries received from the media must be managed in collaboration with OCPR.

When directed, affiliated social media account administrators shall refer to the College’s official statements to address inquiries of a substantive or sensitive nature.

Community members shall not represent themselves as official College spokespeople or as representing the College on their personal social media accounts.

Please refer to the Broadcast Email and Voicemail Policy, Responsible Use of Electronic Communications Policy, and the Social Media Guidelines for further related details (see links above).

III. Recognizing Affiliated Ramapo College Social Media Accounts
In addition to the official Ramapo College social media accounts, College offices/units/clubs and organizations may choose to have their own social media accounts. These affiliated accounts must be managed or supervised by Ramapo College employees (faculty, staff, administration). Employees who serve as account administrators and manage approved affiliated accounts are required to receive initial training followed by annual training from OCPR.

To be recognized as an affiliated social media account, the user must submit an application via ramapo.edu/social-media. This includes the establishment of new accounts related to the College in an official or affiliated manner. Approved accounts will be listed on the College’s Social Media Directory on either the Official tab or the Affiliated tab. Approved users must abide by the Social Media Guidelines as outlined by OCPR.

Use of the official Ramapo College logo on a College-affiliated account is governed by the Logos and Identity Basics as outlined in the College’s Official Design Standards rules. Users deemed to have inappropriate uses of an official logo of the College will be required to immediately remove the logo. Questions about logo standards should be directed to the Office of Marketing & Branding.

IV. Requirements for Affiliated Social Media Accounts
As representatives of Ramapo College and stewards of the College’s reputation, all affiliated social media accounts must abide by the Social Media Guidelines and the following requirements in order to be recognized as compliant accounts:

1. Generic email accounts. Affiliated accounts (such as Instagram and Twitter) must be set up using a generic Ramapo College email address that belongs to the department, unit, club, or organization (i.e. clubname@ramapo.edu). This generic email requirement means that a personal ramapo.edu email or non-Ramapo email address cannot be used. Accounts that use personal profiles to switch into managing the account (such as Facebook) do not fall under this email requirement.

Access to the generic @Ramapo email account can be authorized to a “delegate” by the account administrator(s). Delegates are granted access to review, read and send emails from the generic @Ramapo.edu email account but they cannot change the email account password or other settings. This can assist in mitigating potential “lost password” situations.

2. Account login information. Affiliated account login information (account administrators and their email addresses, account profile name, account password) must be shared with OCPR.

If the affiliated account administrator on file changes, that department, club, organization, or academic program must inform the OCPR through email (socialmedia@ramapo.edu) or by resubmitting the Social Media Application form. Whenever the login information is updated, OCPR must be apprised and the new login information must be shared.
Account login information must be available to pass along within the unit when account administrators leave or change job roles.

3. Affiliated account review and approval. Any account that is requested on behalf of a department, club, organization, or academic program must be submitted for review and approval as a College-affiliated account and, upon approval, may then be listed on the College’s Social Media Directory.

4. Non-compliant accounts. If accounts go inactive or do not follow these requirements, the College’s Social Media Guidelines, training, or related policies and procedures, OCPR reserves the right to request that the accounts in question be shut down, suspended, or that they change administrators. These accounts will be deemed non-compliant, may be removed from the College’s Social Media Directory, and may lose their status as recognized college-affiliated accounts. In addition, the administrator(s) of the account may be referred to their supervisor, People Operations and Employee Resources Department; Equity, Diversity, Inclusion & Compliance; or the Office of Legal Counsel depending on the conduct and/or content in question. Referral to one of these parties may result in further investigation and disciplinary action.

5. Affiliated accounts return to compliance. Pursuant to section IV.4, if any of these above referenced requirements are not followed, an account will be deemed non-compliant and a recommendation to suspend, change administrators, or shut down the account may be made by OCPR. Supervisors of non-compliant accounts who wish to regain their account’s affiliated status may appeal to OCPR. When applicable, OCPR may require the supervisor and administrator(s) of non-compliant accounts to undergo training and take other actions towards compliance prior to making a final determination on the account’s return to affiliated status.

6. Training and development. Account administrators are required to receive training and information related to industry social media standards, best practices, policy or procedural changes, and brand/design standards as needed or determined by OCPR.

Policy

Ramapo College rents college facilities and grounds to individuals and organizations on a space available basis. Facilities and grounds may be made available for educational, cultural, and recreational purposes. Ramapo College reserves the right to refuse rental to any individual or organization whose activity or event interferes with or is outside of the scope of the mission of the College and its instructional programs, and/or whose intended use of the facilities and grounds is for the purpose of fundraising.

Reason for Policy

To set forth policy and procedure on the rental of college facilities and grounds

To Whom Does the Policy Apply

Individuals, and organizations

Related Documents

Events & Conferences Website

Contacts

Events & Conferences
(201) 684-7082

The electronic signboard has tremendous potential to display written messages as well as graphic images (such as the Ramapo College logo and the Roadrunner).

Procedure

The number of listings that can be read while waiting at the traffic light or driving past the sign is limited to four or five.

Campus members may send a sign posting request via email including brief information (the name of the event and/or name of performer/speaker, date, time, location and posting run time schedule) to the Associate Director of Web and Digital Marketing.

The following criteria will be applied in determining listings for posting:

• be of interest to the external community
• support community, partnership or other constituency relationships
• advance the reputation and positive perception of Ramapo College

The possible listings will be reviewed on a weekly basis and, using the criteria above, four to five items will be chosen to be included on the signboard.

In the event of an emergency, the signboard will be used to communicate critical information, requiring the temporary removal of all other postings.

When making copies of a work or displaying a work publicly, one shall obtain permission of the owner unless the copyright has expired, the work has no copyright protection, one has a license for the use of the work, or the copy or display falls within the guidelines for “fair use.”

Procedures

This policy governs the copying and use of print and non-print materials. Such materials can include print, computer print-out, computer software, and broadcast programming, for example. The purpose of this policy is to inform the Ramapo College Community of their obligations under the copyright law and the procedures employed to assure compliance with the law. All faculty, staff, students, visitors and guests shall adhere to this policy.

I. Copyright Defined

A copyright is a statutory property right to original works of authorship, including works of literature, art, dance, computer programs and certain other intellectual works (17 U.S.C. 101 et seq.) The statutory created right gives the owner of the copyright the exclusive right (and the right to authorize others) to reproduce the work, distribute copies or phone records of the work, perform the work publicly, display the work publicly, lend a work, prepare a derivative work based upon the original, transfer, rent or lease such work.

II. Works That Are Protected

A copyright protects original works of authorship that are fixed in a tangible form of expression. The fixation need not be directly perceptible so long as it may be communicated with the aid of a machine or device. Copyrighted works include the following categories.

• literary works
• musical works, including any accompanying words
• dramatic works, including any accompanying music
• pantomimes and choreographic works
• pictorial, graphic, and sculptural works
• motion pictures and other audiovisual works
• sound recordings
• architectural works
• computer programs
• compilations

A copyright is automatically secured upon creation when it is fixed in copy or phone record for the first time. For works published after March 1, 1989, copyright notice is optional. For works created prior to March 1, 1989, other notice provisions apply; specifically, the owners cannot enforce their legal rights until the copyright is registered with the Copyright Office in Washington D.C. In all cases, however, registration provides certain advantages, including the ability to qualify for an award of attorney’s fees and substantial statutory damages. Copyright protection cannot be determined merely by looking at a work.

III. Permission to Use And/Or Copy a Copyrighted Work

When making copies of a work or displaying a work publicly, one shall obtain permission of the owner unless the copyright has expired, the work has no copyright protection, one has a license for the use of the work, or the copy or display falls within the guidelines for “fair use.”

The term “fair use” is in flux at the time of the College’s adoption of this policy; however, the College adopts the following guidelines to assure compliance with the law.

There is a limitation on an owner’s exclusive right to use a work. If the use of copyrighted material meets the statutory definition of “fair use” (17 U.S.C. Section 107), a protected work may be used without permission.

In determining whether the use made of a work falls within the definition of fair use one needs to consider:

• The purpose and character of the use-commercial versus educational.
• The nature of the copyrighted work.
• The amount and substantiality of the portion used in relation to the copyrighted work as a whole.
• The effect of the use upon the potential market for or value of the copyrighted work.

IV. Guidelines for “Fair Use” [1]

1. Print Media
   1. Single Copying For Faculty Members
      1. A chapter from a book;
      2. An article from a periodical or newspaper;
      3. A short story, short essay or short poem, whether or not from a collective work;
      4. A chart, graph, diagram, drawing, cartoon or picture from a book, periodical, or newspaper
   2. Multiple Copies For Classroom Use
      1. Multiple copies (should not exceed in any event more than one copy per student in a course) may be made by or for the faculty member Teaching the course for classroom use or discussion provided that:
      2. The copying meets the tests of brevity and spontaneity as defined below; and
      3. Meets the cumulative effect test as defined below; and
      4. Each copy includes a notice of copyright

V. The following definitions apply to the above guidelines

1. Brevity
   1. Poetry
      1. a complete poem if less than 250 words and if printed on not more than two pages or;
      2. From a larger poem, an excerpt of not more than 250 words.
   2. Prose
      1. either a complete article, story, or essay of less than 2,500 words, or
      2. an excerpt from any prose work of not more than 1000 words or 10% of the work, whichever is less, but in an event a minimum of 500 words.Each of the numerical limits stated in “i” and “ii” above may be expanded to permit the completion of an unfinished line of a poem or of an unfinished prose paragraph.
   3. Illustration
      One chart, graph, diagram, drawing, cartoon, or picture per book or per issue.
   4. “Special” works
      Certain works in poetry, prose or in “Poetic prose” which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience fall short of 2,500 words in their entirety. Paragraph “ii” above notwithstanding, such “special works” may not be reproduced in their entirety; however, an excerpt comprising not more than two of the published pages of such special work and containing not more than 10% of the words found in the text therefore, may be reproduced.
2. Spontaneity
   1. The copying is at the instanced and inspiration of the individual faculty member, and
   2. the inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a permission request.
3. Cumulative Effect
   1. The copying of the material is for use in only one course in the institution for which the copies are made.
   2. Not more than one short poem, article, story, essay or two excerpts may be copied from the same author, nor more than three from the same collective work or periodical volume during one class term.
   3. There shall not be more than nine instances of such multiple copying for one course during one class term. (The limitations stated in “ii” above shall not apply to current news periodicals and newspapers and current news section of other periodicals.)
4. Prohibitions
   1. Copying shall not be used to create, replace, or substitute for anthologies, compilations, or collective works. Such Replacement or substitution may occur whether copies of various works or excerpts there from are accumulated or are reproduced and used separately.
   2. There shall be no copying of or from works intended to be “consumable” in the course of study or of teaching. These include workbooks, exercises, standardized tests and test booklets and answer sheets and like consumable material.
   3. Copying shall not
      • Substitute for the purchase of books, publisher’s reprints, or periodicals;
      • be directed by higher authority;
      • be repeated with respect to the same item by the same faculty member from term to term.
   4. No charge will be made to the student beyond the actual cost of the photocopying.
   5. The Copy shall include the copyright notice which appears on the printed copy.
5. Non-print Media
   1. Broadcast Programming
      1. Permissible Uses
         1. The guidelines set forth below were developed to apply only to off-air recording for educational purposes.
         2. A broadcast program may be recorded off-air spontaneously with broadcast transmission (including simultaneous cable transmission) and retained by a nonprofit educational institution for a period not to exceed the first forty-five (45) consecutive calendar days after a date of recording. Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately. “Broadcast programs” are television programs transmitted by television stations for reception by the general public without charge.
         3. Off-air recordings may be used once by individual faculty members in the course of relevant teaching activities, and repeated once only when instructional reinforcement is necessary. In classrooms and similar places devoted to instruction within a single building, cluster, or campus, as well as in the homes of students receiving formalized home instruction, during the first ten (10) consecutive-school days in the forty-five (45) day calendar day retention period. “School days” are school session days not counting weekends, holidays, vacations, examination periods, or other scheduled interruptions within the forty five (45) calendar day retention period.
         4. Off-air recordings may be made only at the request of, and by, individual faculty members, and may not be regularly recorded in anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same faculty member, regardless of the number of times the program may be broadcast.
         5. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of faculty members under these guidelines. Each such additional copy will be subject to all provisions governing the original recordings.
         6. After the first ten (10) consecutive school days, off-air recording may be used up to the end of the forty-five (45) calendar day retention period only for faculty member evaluation purposes, i.e., to determine whether or not to include the broadcast program in the teaching curriculum, and may not be used in the recording institution for student exhibition or any other non-evaluation purpose without authorization. Off-air recordings need not be used in their entirety, but the recorded program may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations.
         7. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.

[1] These Guidelines are taken from, Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions With Respect to Books and Periodicals. H.R. Rep No. 1476, 94th Cong., 2d Sess. 68 (1976).