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It is the College’s intent to provide efficient services for its employees, students and also for the public. The Board of Trustees (“Board”) encourages College officials and students to use electronic means, especially electronic mail, when conducting College business when those means result in efficient and improved service.
The Board encourages the acceptance of electronic signatures in e-mails from college campus accounts. An electronic signature is defined as any electronic process signifying an approval to terms, and/or ensuring the integrity of the document, presented in electronic format.
Students may use electronic signatures to register, check financial aid awards, pay student bills, obtain unofficial transcripts, update contact information, log into campus computers, complete forms, submission of class work, tests, etc. Employees may use electronic signatures for submitting grades, viewing personal payroll data, logging into campus computers, accessing protected data through the administrative computing system and custom web applications provided by the College, etc.
College user accounts are to be used solely by the student or employee assigned to the account. Users may not allow access to their accounts by other persons, including relatives or friends. All users are responsible for protecting the confidentiality of their account and for adhering to Information Technology Acceptable Use Policy.
Surry Community College defines an electronic signature as any electronic process signifying an approval to terms, and/or ensuring the integrity of the document, presented in electronic format. An electronic signature identifies and authenticates a particular person as the source of any electronic consent or process; the electronic signature indicates such person’s approval of the information contained in the electronic consent.
PROCEDURES
1. Surry Community College maintains an administrative system and process for providing security measures that create and authenticate employee and student User ID and passwords. SCC does not permit school officials to access or view passwords. All passwords are maintained in a secure database in an encrypted manner that is not accessible to school officials or other parties.
2. SCC user accounts are to be used solely by SCC faculty, staff and students. Employees and students may not give other persons, including relatives or friends access to their accounts.
3. Students use electronic signatures to register, check financial aid awards, pay student bills, obtain unofficial transcripts, update contract information, log into campus computers, complete forms, submit class work, tests, etc.
4. Faculty and staff use electronic signatures for submitting grades, viewing personal payroll data, logging into campus computers, accessing protected data through the administrative computing system and custom web applications provided by the College, etc.
5. The College recognizes an electronic signature as a valid signature from faculty, staff, and students when they use their college-supplied user account in a college approved online system under the following conditions:
- The College provides a student or employee with a user account ID;
- The student or employee uses his/her current password; and
- The student or employee logs into a secure site using both ID and password.
6. Once logged in, students or employees are responsible for any information they provide, update, or remove. Furthermore, users are responsible for logging out of all systems and exercising the necessary precautions when using publicly accessible computers. All employees and students are responsible for protecting the confidentiality of their user account ID and password and for adhering to the SCC Information Technology Acceptable Use Policy. This policy is in addition to all applicable federal and state statutes, policies, guidelines, and standards.
Approved by the Board of Trustees, August, 2011
Amended by the Board of Trustees, April 13, 2015
Amended by the Board of Trustees, November 13, 2023
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