List of active policies

Name	Type	User consent
Acceptable Use Policy	Site policy	All users
Privacy Policy	Privacy policy	All users
Academic Policy	Site policy	All users

Acceptable Use Policy

Summary

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Instructors and administrators may remove outdated or non-compliant content at their discretion.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

Privacy Policy

Summary

Full policy

Privacy Policy

1. Introduction

This Privacy Policy outlines how the Operator Training Academy Moodle Learning Management System (LMS) collects, uses, shares, and safeguards personal information. The policy ensures compliance with Army Regulation (AR) 25-22, “The Army Privacy Program,” AR 25-2, “Cybersecurity,” and other applicable Department of Defense (DoD) and federal privacy regulations.

Privacy Act Statement

Authority: Title 10, United States Code, Section 3013; Army Regulation 25-22.
Purpose: To provide educational services, manage user accounts, track academic progress, and maintain system security.
Routine Uses: Data may be shared with authorized personnel and agencies as outlined in applicable System of Records Notices (SORNs) and in accordance with the Privacy Act of 1974.
Disclosure: Providing personal information is voluntary; however, failure to do so may limit access to LMS services and features.

2. Scope

This policy applies to all users of the Operator Training Academy Moodle LMS, including students, instructors, administrators, and guests. By accessing or using the LMS, users consent to the collection, use, and disclosure of personal information as described in this policy.

Disclaimer

The Operator Training Academy is not officially affiliated with or endorsed by the U.S. Department of Defense. However, it operates in compliance with applicable DoD and Army regulations, including AR 25-22 and AR 25-2.

3. Information Collected

The LMS collects the following categories of data:

Personal Information
- Name, email address, phone number, and other contact details.
Account Information
- Login credentials, user roles (e.g., student, instructor), and course enrollments.
Usage Data
- IP addresses, device/browser types, timestamps of access, and activity logs.
Academic Records
- Assignment submissions, grades, assessments, and instructor feedback.
Communication Content
- Forum posts, private messages, and other user-generated content.

4. Purpose of Data Collection

The collected information is used for the following purposes:

To provide access to LMS features and course materials.
To support communication and collaboration among users.
To monitor system performance and improve user experience.
To generate internal reports and analytics.
To ensure compliance with institutional, Army, and federal requirements.

5. Data Sharing and Disclosure

Internal Sharing: Data may be shared with authorized users (e.g., instructors, LMS administrators) for academic or administrative purposes.
Third-Party Service Providers: Data may be processed by vendors providing hosting, support, analytics, or security services. All providers operate under strict confidentiality and security agreements and must comply with applicable DoD data protection standards.
Legal Obligations: Data may be disclosed to military or federal authorities when required by law, regulation, or lawful order, in accordance with AR 25-22.

6. Data Security

The LMS employs comprehensive safeguards to protect personal information:

Encryption of data in transit and at rest.
Role-based access controls and multi-factor authentication (where applicable).
Regular audits, vulnerability scans, and monitoring procedures.
Use of FedRAMP-authorized services (if applicable).

User Responsibility: Users must safeguard their login credentials and report any suspected breaches to the LMS administrator immediately.

7. User Rights

Users have the following rights regarding their personal information:

Access and Correction: Users may request to view or correct their personal data.
Data Deletion: Users may request deletion of their data, subject to retention rules outlined in AR 25-400-2.
Inquiries: Requests should be directed to the LMS administrator via [Insert contact method, e.g., email or helpdesk portal].

8. Data Retention

Data is retained only as long as necessary to meet educational, legal, or regulatory obligations.
Retention schedules follow AR 25-400-2 (Army Records Information Management System).
Academic records and user activity logs may be retained for [insert example duration, e.g., "up to 5 years"], unless otherwise specified by applicable policy.

9. Policy Review

This Privacy Policy is reviewed annually by the LMS administrator in consultation with the institution’s data protection officer to ensure ongoing compliance with Army, DoD, and federal standards. Updates will be communicated to users through the LMS portal.

10. Acknowledgment

By using the Operator Training Academy Moodle LMS, you acknowledge that you have read, understood, and agreed to this Privacy Policy, and consent to the collection, use, and disclosure of your personal information as described herein.

Academic Policy

Summary

Full policy

Academic Policy for Operator Training Academy Moodle LMS

Effective Date: [Insert Date]
Policy Version: 1.2

1. Purpose

Establishes rules and expectations for academic integrity, performance, participation, and conduct within the Operator Training Academy (OTA) Moodle LMS.

2. Scope

Applies to all OTA LMS users (students, instructors, administrators), covering coursework, assessments, discussions, and collaboration.

Disclaimer: OTA is not affiliated with or endorsed by the Department of Defense (DoD) or U.S. Government but complies with relevant DoD and Army regulations.

3. Academic Integrity

Academic integrity is paramount. All users must uphold ethical academic behavior.

Prohibited Activities

Plagiarism: Submitting others' work without citation.
Cheating: Using unauthorized assistance.
Unauthorized Collaboration: Collaborating without permission.
Falsification: Fabricating data or impersonation.
Improper Distribution: Copying or sharing any OTA materials—tests, answers, assignments, exercises—inside or outside OTA, including private channels or public forums.

Materials & Copyright

All learning materials are For Official Use only within OTA and may not be taken or shared outside the system.
Written exams are based on government publications (Technical Manuals, Training Circulars, and Training Support Packages) but are OTA's proprietary adaptations.
Practical exercises are OTA’s exclusive copyrighted content and must remain on the LMS.

Disciplinary Consequences (All Violations)

Violations will result in one or more of the following penalties:

Academic consequences: warnings, grade penalties, assignment failure.
Administrative sanctions: course removal, suspension, or deletion of LMS accounts/roles.
Institutional referral to academic review or disciplinary boards.
Military legal action (if applicable), including:
- UCMJ Article 107 – False Official Statements
- UCMJ Article 134 – General Article

4. Grading & Assessment

Rubrics provided at course start.
Feedback to be delivered within [insert timeframe, e.g., 7 days].
Appeals may be filed within seven calendar days of receiving a grade.

5. Attendance & Participation

Active engagement is required.
Absence from a course for more than 2 hours will result in removal of the course.

6. Use of Learning Materials

For Official Use Only: All Operator Training Academy (OTA) learning materials, including lectures, written exams, practical exercises, and assessment content, are designated For Official Use Only (FOUO) and are intended strictly for educational use within OTA.

Ownership and Copyright:

All written exams are derived from U.S. Army publications such as Technical Manuals (TMs), Training Circulars (TCs), and Training Support Packages (TSPs). While these sources are in the public domain, the resulting exam content is an original derivative work and is copyrighted by OTA under 17 U.S.C. § 102(a).
All practical exercises are original OTA works and fully protected by copyright.
No portion of any exam, quiz, exercise, or instructional material may be reproduced, copied, stored, or transmitted outside of the OTA Moodle LMS without express written permission from the OTA administration.

Legal Enforcement:
Any unauthorized use or distribution of OTA course materials may result in:

Immediate removal of user roles or access privileges
Deletion of LMS accounts
Referral for disciplinary action under UCMJ, including potential violations under:
- Article 92 – Failure to Obey Order or Regulation
- Article 107 – False Official Statements (if misrepresentation is involved)
Possible civil or administrative remedies under U.S. copyright law, including 17 U.S.C. §§ 101–122

7. Communication & Conduct

Communication should be professional.
Harassment and discrimination are not tolerated.
Violations should be reported confidentially.

8. Policy Enforcement

Violations will result in:

Warnings
Course removal
Suspension or account deletion
Referral to institutional or military authorities as appropriate

9. Policy Review

Reviewed annually by the LMS administrator and academic leadership. Updates will be published and communicated via the LMS.

10. Acknowledgment

By using the OTA LMS, users acknowledge understanding and agreeing to comply with this policy, affirming their commitment to academic honesty and system integrity.