Chapter 8 - Information Technology

The Community Colleges of Spokane recognizes the use of electronic signatures can reduce costs, simplify transactions, and speed up transaction time. Chapter 1.80 RCW authorizes state agencies to utilize electronic signatures in the conduct of governmental affairs and other transactions.

The Community Colleges of Spokane will provide administrative procedures to determine whether, and to what extent, CCS will use and rely upon electronic signatures. This administrative procedure will detail how CCS will conduct a business analysis and risk assessment of CCS electronic transactions to determine if electronic signatures are appropriate and identify the processes and technology when accepting electronic signatures.

An electronic signature may be used with the same force and effect as the use of a signature affixed by hand, as long as the electronic signature and the writing conform to this policy and any administrative procedure developed pursuant to this policy. Electronic signatures may not be used for any documents that legally require a notarized signature, such as an affidavit or certain real estate transactions. An electronic signature used that is not authorized per the requirements of this policy or any administrative procedure developed pursuant to this policy or is used outside of the limits imposed therein may be considered invalid by CCS.

Procedure:

    A. Electronic Signatures

Community Colleges of Spokane provides information technology resources (IT resources) to support the instructional, support and administrative activities of the district. The IT resources are intended for the sole use of college faculty, staff, students and other authorized users. IT resources include but are not limited to host computer systems, web sites, desktop computers and workstations, communications networks, electronic software, electronic hardware, library automation systems, multi-media equipment, electronic data, computer files, video networks, telephones, voice mail, e-mail, and cloud/internet resources. IT resources will be used according to state laws and the policies and procedures of the district and its institutions. Use of CCS IT resources, as state resources, does not confer a right to privacy in those resources. CCS reserves the right to monitor its IT resources and to take appropriate action to protect the integrity of its IT resources in accordance with existing laws, policies and procedures.

Violations of this policy or implementing procedures may subject the user to disciplinary action.

Procedure:

    A. Acceptable Use of Information Technology Resources
    B. Cell Phone/Communications Devices
    C. IT Support for Privately-Owned Equipment

Community Colleges of Spokane shall develop an Information Technology (IT) Security Program that maintains system security, data integrity and privacy by preventing unauthorized access to data and by preventing misuse of, damage to, or loss of data. The IT Security Program shall: 1) be in compliance with the Department of Information Systems standards; 2) adhere to the State Auditor’s Office compliance audit; and 3) be reviewed annually by the administration for changes and updates.

Procedures:

    A. Information Technology Security
    B. Data Governance