Scope and responsibilities
The IRISWEBX ALMS Policy Framework defines how the platform must be accessed, managed, and used responsibly throughout the institution.
It addresses account permissions, privacy and data protection, academic integrity, attendance, assignments and examinations, plagiarism, responsible AI use, communication, digital content ownership, financial information, library access, data retention, cybersecurity, backups, and institutional governance.
Every person using ALMS is expected to safeguard their login credentials, protect confidential information, comply with institutional regulations, use only the functions authorized for their role, and ensure that information entered into the system is accurate and current.
Responsibilities by role
The Administrator oversees the platform as a whole, including user accounts, permissions, configuration, security, data governance, monitoring, backups, and compliance with institutional requirements. The Academic Dean manages academic programs, curriculum, courses, faculty assignments, academic standards, examinations, grading policies, and academic performance. The Registrar maintains official student information, including admissions, registration, enrollment, academic history, documentation, and transcripts, with appropriate attention to accuracy and confidentiality.
The Mission Director ensures that ALMS supports institutional mission, strategic initiatives, and organizational communication. The Chaplain manages relevant chapel, spiritual formation, pastoral communication, and student engagement activities while observing appropriate confidentiality. The Dean of Students oversees student welfare, discipline, activities, support services, behavioral records, and student-life communication. The Finance Officer manages fees, payments, receipts, scholarships, outstanding balances, financial records, and financial reporting while protecting sensitive financial information.
Faculty members are responsible for their assigned courses, learning resources, classes, attendance, assignments, assessments, evaluation, grading, and student feedback. They must also review and validate AI-assisted material before relying on it for academic purposes. Student Officers support student administration, communication, activities, and assigned record-management responsibilities. Students are responsible for keeping their personal information current, participating in classes, completing academic work honestly, protecting their accounts, using learning resources appropriately, and following institutional requirements. Where institutional rules restrict AI use, students must not submit AI-produced work as their own.
Accountability for Policy Violations
Use of ALMS carries individual responsibility. Actions such as accessing unauthorized information, altering records improperly, sharing credentials, exposing confidential data, committing academic misconduct or plagiarism, misusing AI, engaging in fraudulent financial activity, harassing other users, making unauthorized system changes, or otherwise violating institutional policy may lead to disciplinary or administrative consequences. ALMS may retain audit trails and user activity records to assist with security reviews, investigations, accountability, and compliance.
The response to a violation should reflect its seriousness and circumstances. Possible measures include a formal warning, corrective action, removal of inappropriate material, temporary limitation or suspension of access, academic consequences, financial or administrative measures, formal disciplinary proceedings, or referral to the appropriate authorities when required by applicable law or institutional policy. Repeated or serious misconduct may result in permanent loss of system access or further institutional disciplinary action.
All users should be subject to the same fundamental accountability standards regardless of their position or level of system access. The institution is responsible for ensuring that alleged violations are handled through an appropriate process, allowing the concerned user an opportunity to understand and respond to the allegation, and applying consequences consistently, proportionately, and with proper documentation.
Oversight of system outputs
Together, these policies establish ALMS as a secure, responsible, transparent, and accountable environment that protects institutional information, upholds academic standards, and supports the mission of the institution.