Acceptable Use Policy

Acceptable Use Policy

Operator Training Academy Moodle Learning Management System (LMS)

1. Purpose

This Acceptable Use Policy (AUP) outlines the expectations, responsibilities, and permitted activities for all users of the Operator Training Academy Moodle Learning Management System (LMS). It consolidates related policies—including access, content management, data retention, cookie usage, and technical support—to ensure compliance with Army Regulation (AR) 25-2 and other applicable Department of Defense (DoD) and federal guidelines. The policy aims to maintain a secure, respectful, and effective online learning environment.

2. Scope

This policy applies to all LMS users, including students, instructors, administrators, and guests. By accessing the LMS, users agree to comply with this policy and all applicable regulations.

Disclaimer: Operator Training Academy is not endorsed by the U.S. Government or the Department of Defense (DoD). However, its LMS operations adhere to relevant DoD and Army policies, including AR 25-2, AR 25-22, and AR 25-400-2.

3. General Use Guidelines

  • The LMS must be used solely for educational and official training purposes.

  • Users are responsible for safeguarding login credentials and must not share their accounts.

  • All communication must remain professional and respectful, consistent with Army values and regulations.

4. Access Control and Security

  • Access Levels are assigned based on roles (student, instructor, administrator, guest).

  • Accounts are created upon enrollment/employment and deactivated upon course completion, role termination, or 12 months of inactivity.

  • Authentication using secure credentials is mandatory; Multi-Factor Authentication (MFA) is encouraged.

  • All system access is logged and monitored per AR 25-2.

  • Users must report unauthorized access or misuse immediately.

5. Content Management

  • Uploaded content must respect copyright laws.

  • Content must be relevant, accurate, and appropriate.

  • Offensive, harmful, or unauthorized content is prohibited.

  • Distribution of LMS content outside the system requires explicit permission.

  • Instructors and administrators may remove outdated or non-compliant content at their discretion.

6. Data Retention and Privacy

Data is managed in accordance with AR 25-400-2 and categorized as follows:

  • Personal Data: Retained while accounts are active.

  • Academic Records:

    • Certificates: 20 years or until a valid removal request.

    • Course content/test materials: 2 years post-course.

  • System and Communication Logs: Retained for 2–3 years as specified.

Data is securely disposed of once retention periods expire using DoD-compliant destruction protocols. Users are encouraged to review and update their data as needed.

7. Cookies and Tracking Technologies

  • Cookies support LMS functionality, track usage patterns, and remember preferences.

  • Types include essential, performance, functionality, and third-party cookies.

  • Users can manage cookies through browser settings, although disabling essential cookies may limit LMS usability.

  • No sensitive personal data is stored in cookies.

8. Prohibited Activities

The following actions are not allowed:

  • Sharing or uploading copyrighted or pirated materials.

  • Posting offensive, harassing, or discriminatory content.

  • Introducing malware or attempting unauthorized access.

  • Using the LMS for commercial or political purposes.

  • Impersonating others or misrepresenting identity.

  • Violating any Army or DoD cybersecurity policies.

9. Technical Support Services

Users have access to comprehensive technical support, including:

  • Helpdesk Ticketing System: Submit issues via LMS portal or email (ncoic@operatortraining.academy).

  • Knowledge Base: Self-help resources including FAQs, guides, and troubleshooting tips.

  • Response Times:

    • Critical issues: < 4 hours

    • Account/course access: < 1 business day

    • Other issues: < 3 business days

  • Users are expected to provide detailed issue reports and follow guidance provided by support staff.

Scheduled maintenance is announced at least 48 hours in advance. Emergency updates may occur with minimal notice.

10. Enforcement

Violations may lead to:

  • Account suspension or course removal.

  • Referral to military or institutional disciplinary bodies.

  • Reporting to authorities (e.g., Army CID) for serious offenses.

11. Policy Review

This policy is reviewed annually or as needed to remain compliant with regulatory and operational requirements.

12. Acknowledgment

By using the Operator Training Academy Moodle LMS, users acknowledge that they understand and agree to comply with this consolidated Acceptable Use Policy, including all integrated components and relevant Army regulations.

I agree to the Acceptable Use Policy.
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