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Use of College Systems, Equipment & Facilities

Section 210

Information Technology Systems

Smith College has a detailed set of policies on the use of its computer equipment, facilities, and systems. All staff are required to abide by these policies, which are available on the ITS website.

Telephone Directories/Mailing Lists

In order to facilitate communication within the college community, telephone directories are available online on the Smith Campus Directory.

Members of the Smith College community may use addresses from the directory to conduct college business or to correspond personally for non-commercial purposes with their colleagues. Any use of information contained in the directory for other than these purposes is strictly prohibited without the prior written consent of the Associate Vice President for Human Resources (for faculty and staff listings) or the Registrar (for student listings).

Lists or mailing labels that are by-products of college records are produced for official college business only. Such lists or labels may not be made available to individuals or organizations for uses that are not formally endorsed by the college. Requests for employee mailing lists and labels must be submitted to and approved by the Office of Human Resources.

Campus Mail

The campus mail system is for the transmission of material relating to college business. It may not be used for mailings of a personal, political, or commercial nature.

Equipment Use


You are personally responsible for all keys issued to you. Under no circumstances may keys be loaned or duplicated. Lost keys should be reported immediately to your supervisor or department head. All keys must be returned to facilities management   on your last day of work or whenever requested.

Office equipment

All office equipment and supplies should be used only for college business. If you borrow equipment, with the approval of your department head, you are liable for loss or damage to college equipment while it is in your possession.

Copy machines

Copy machines in college offices and buildings are for college business only. If you have personal documents to copy, copy machines are available in Neilson Library, Hillyer Art Library, Wright Hall, and the Young Science Library. The Copyright Law of the United States (Title 17 U.S. Code) governs the making of photocopies of copyrighted material. Generally, the individuals who select the material to be duplicated, and the individuals who order the copies (if different from the individuals making the copies), are responsible for compliance with this law. Please also see the Smith College Copyright Policies and the Code of Conduct (Computer Use) and (Copyright).


The college telephone system must be kept open for college business and emergency use. Therefore, personal calls should be kept to a minimum. If you must make a personal call, it should be done during a break or meal period. If you make a long distance call from a college phone, you must pay the charges. Monthly statements detailing long distance calls made from each extension are issued by Information Technology Services.

Safeguarding/Protecting Assets

Please see Code of Conduct (Safeguarding/Protecting Assets)

Infraction of any of the college's rules of conduct contained in this or any other section of this handbook or in other college policies may be grounds for disciplinary action. Depending on the employee's overall record and the seriousness of the offense, disciplinary action may include oral warning, written warning, suspension, or discharge. Some offenses are punishable under federal law.