Responsible Technology Use at Sinclair
At Sinclair, technology plays a vital role in learning, teaching, and working. To keep our systems secure and our community safe, employees and students are expected to use Sinclair's IT resources responsibly. Below are essential guidelines everyone must follow. For complete details, please refer to the full policy documents linked below.
What You Need to Know
- Your login = your responsibility. Never share your password. You are accountable for anything done under your account.
- Protect personal and student information. Treat personally identifiable information and sensitive data—such as Social Security numbers, grades, and financial info—with extreme care. Use encryption where required.
- Don't download anything suspicious. Be cautious with email links and attachments. Report anything suspicious to the IT Help Desk.
- Keep it professional. College systems are not to be used for harassment, inappropriate content, or personal monetary gain.
- Use email wisely. Only use Sinclair email for College-related communication. Do not send personal or sensitive info without proper protection.
- Think before you click. Don’t use public “cloud” tools like Google Drive or Dropbox to store College or student records unless specifically authorized.
- AI may be used - but within guidelines. AI tools must be used in line with Sinclair’s Acceptable Use and Information Security Policies. Never enter student records, employee data, or other confidential college information into public or non-contracted AI tools; use only college-approved tools for these tasks and verify outputs for accuracy and bias before use.
- Privacy is limited on College systems. Sinclair can access College-owned systems and records for business or legal reasons. As a public institution, Sinclair is subject to Ohio public records laws, which means some digital communications may be legally disclosed if requested.
- Mobile security matters. Don’t store sensitive information on personal devices.
- Stay informed. IT regularly updates systems and policies. Announcements are sent through Sinclair's communications channels, which include email and my.sinclair.
Copyright Compliance & File Sharing
Sinclair Community College is committed to protecting intellectual property rights and complying with federal copyright laws. Users of Sinclair's information technology systems are expected to understand and adhere to all laws regarding the use, reproduction, and distribution of copyrighted content.
What You Need to Know
- Unauthorized use or sharing of copyrighted works (music, movies, software, games, logos, etc.) using Sinclair systems is strictly prohibited.
- Users are responsible for ensuring their actions comply with copyright laws.
- Sinclair may block or remove content that violates copyright law.
- Violators are subject to civil and criminal penalties and may face disciplinary action.
For copyright questions, consult www.copyright.gov.
Why Copyright Awareness Matters
Copyright laws exist to protect creators and ensure the fair use of original work, whether that’s a book, film, song, piece of software, or class material. At Sinclair, we encourage students to respect these rights and understand the value of using and creating original content as part of the learning process.
Being aware of copyright laws helps protect you from accidentally misusing someone else’s work, and helps ensure that you get credit when you create something original, too.
Potential Consequences of Copyright Violations
- Loss of access to Sinclair’s technology or network resources
- Disciplinary action under the Student Code of Conduct
- Legal consequences, including civil fines or criminal penalties in more severe cases
Examples of Copyright Infringement
- Sharing or downloading copyrighted music, videos, or software without permission
- Copying large portions of a textbook or journal article
- Uploading copyrighted material to course sites without a license
To stay safe, always check if what you’re using is covered under fair use, Creative Commons licensing, or specific permissions. If in doubt, ask a librarian or instructor, or visit www.copyright.gov.
Sinclair’s Enforcement & Compliance Measures
Technology
- Peer-to-peer (P2P) applications known for distributing copyrighted material are blocked by Sinclair’s next-generation firewall.
- The firewall is monitored and updated regularly to detect and prevent illegal file sharing.
Administrative
- The Acceptable Use Policy (AUP) prohibits unauthorized use or distribution of copyrighted content.
- The Student Judicial Affairs Code of Conduct classifies illegal software use and copyright violations as Level II infractions.
- The Information Security Policy and this page provide copyright guidance and legal alternatives.
Infringement Handling
- Students: Reports are forwarded to Student Judicial Affairs for review and discipline.
- Employees: Reports are managed through Human Resources in accordance with Sinclair policies.
- Criminal Cases: Campus Police will handle the report and coordinate any law enforcement response.
Legal Alternatives for Downloading Content
Sinclair supports the EDUCAUSE directory of legal online content platforms, which includes:
- Music streaming (e.g., Spotify, Apple Music)
- Movie and TV access (e.g., Hulu, Netflix, Amazon Prime Video)
- Software and eBook sources
Visit EDUCAUSE for more information.
Annual Review & Federal Compliance
In accordance with the Higher Education Opportunity Act (HEOA), Sinclair:
- Provides students with annual copyright disclosures
- Maintains a technology- and policy-based prevention plan
- Offers ongoing education and access to legal content alternatives