Use of College Assets

Administrative Procedure 2.303

Related Administrative Procedures 

• 7-101 Information Technology Acceptable Usage 
• 7-102 Password Policy 
• 7-104 Electronic Mail 
• 7-106 Information Security Program 
• 7-107 Employee Cellphone and Smartphones 

Elgin Community College fulfills its practices of teaching and public service by using resources that have been allocated, donated, earned, or contracted. The College has a moral and legal obligation to ensure that these resources are used for the purposes for which they have been received. 

The College has prepared these guidelines to assist departments and employees in following campus policies and procedures and to develop and understand the constraints of being a public entity and a unit of local and state government. 

ECC employees and partners are responsible for managing College assets to ensure they are used only for authorized purposes in accordance with College procedures, policies, collective bargaining agreements, and applicable law. Therefore, it is a violation of this procedure for any employee or a partner’s employee to receive or use college assets for non-college purposes or personal gain. 

Each campus department is responsible for implementing internal control systems to avoid mismanagement, fraud, theft, or personal use of College assets. The financial and business processes of the College and its departments are developed and operated under a system of internal controls that: 

• Complies with all Federal laws 
• Safeguards College assets 
• Checks the accuracy and reliability of accounting data 
• Promotes operational efficiency and effectiveness 
• Protects College personnel 
• Ensures adherence to prescribed administrative procedures 
• Ensures compliance with applicable policies and regulations 
• Complies with the State of Illinois Fiscal Control and Internal Auditing Act of 1989. 

All College employees are entrusted with protecting College's property, equipment, and other assets, including informational assets. Employees are responsible for reporting theft or other criminal activity.

Misuse of assets takes on many forms and can involve some deception or misrepresentation of facts and information for personal gain as well as the deliberate appropriation of property or funds for personal use. 

Examples include falsifying time worked, falsifying expenses claimed for reimbursement, theft of cash or property, personal use of College facilities, vehicles, equipment, or supplies, and conducting personal activities during work hours. Other examples include the misrepresentation of the College’s name and logo and inappropriate use of College procurement systems or discounts to the advantage of individuals or non-College entities. 

State statute prohibits the use of College funds or assets for any unlawful or improper purpose. This activity would subject the party to disciplinary action.

Equipment/Furniture:

State-owned equipment that is no longer being used by a department or unit cannot be taken home by an employee for personal use. There are strict disposal requirements for equipment or furniture. Questions regarding this procedure should be directed to Administrative Procedure 2.301. 

Use of the College’s Computers and Software:

Faculty and staff are expected to use computer equipment and software for purposes related to instruction, coursework, research, and administration only. The resources are not to be used for commercial use or reselling of network services if they are not directly related to the mission of the college. The College computing and network facilities may not be used for improper or illegal purposes. 

Examples of misuse include unauthorized use of licensed software, intent to breach security, sending chain letters, and intentional introduction of computer viruses. Access to or transmission of pornographic or sexually explicit images or text unrelated to bonafide College teaching, research, or administrative responsibilities is prohibited.