ELECTRONIC MEDIA AND SERVICES POLICY
Cedar Crest College provides employees with access to and use of various electronic media and services including computers, electronic mail (“e-mail”), telephones, voicemail, the College’s Intranet, the Internet, and fax machines. These resources are designed and implemented for the purpose of facilitating communications between employees of the College; between employees and the College’s students; and between employees of the College and other third-parties. The resources are provided to facilitate communications related to the College.
These are the College’s policies with regard to the proper use of all electronic media and services that are accessed on or from the College premises, that use the College computers and/or are used in a manner that identifies the individual user with the College. The College intends to honor these policies but reserves the right to change them at any time with such prior notice, if any, as may be required under the circumstances.
The College respects the individual privacy of its employees. However, employee privacy does not extend to the employee’s work-related conduct or to the use of College-provided equipment or supplies, including its e-mail, voicemail, Internet, and Intranet system. You should have no expectation of privacy when using these resources.
To prevent computer viruses and maintain a level of standardization of network computers, there should not be any unauthorized downloading or installation of software (including personal software, audio players, screen savers, freeware, shareware, etc.). All software must be registered to the College. All software must be installed by the proper technical personnel under the direction of the Information Technology Department.
If you have a need for any specific software to carry out your responsibilities, please submit your request in writing to the Director of Information Technology.
INTRANET, INTERNET, VOICEMAIL, AND E-MAIL ACCESS
The College provides Intranet, Internet, voicemail and e-mail access to be used for College-related business. Every staff member has the responsibility to use the College resources in a responsible and productive manner. The College recognizes that there will be occasional personal use, but this should not be excessive or unreasonable.
Each employee is responsible for the content of all text, audio, documents, and images that he/she places or sends via the College computers or other electronic media. Any messages or information sent by an employee to another individual outside of the College are statements that reflect on the College. We require that all communications sent by employees comply with all the College policies and not disclose any confidential or proprietary information.
Employees should be careful not to make remarks in a voice or e-mail message or while using the Intranet or Internet that they would not ordinarily commit to writing. Employees also should be aware of the confidentiality risks inherent in the use of these resources and, accordingly, use good judgment regarding what topics are appropriate for this means of communication; these communications are only as confidential as the recipient chooses to make them.
The College’s electronic media may not be used for transmitting, retrieving or storage of any communications of a discriminatory or harassing nature or materials that are obscene. No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted. Electronic media may also not be used for any other purpose that is illegal or against College policy or contrary to the College’s best interests. Solicitation of non-College business, or any use of the College network for personal gain, is prohibited.
The following activities constitute misuse of the College’s electronic media, and can result in discipline, up to and including termination from employment:
- Use for any unlawful purpose.
- Providing copyrighted material without express permission.
- Harassing, defaming, unlawfully discriminating against, or otherwise unlawfully injuring others.
- The use of profane, abusive, or offensive language in a message.
- Use for commercial purposes without prior written approval from the President.
- Use for personal matters in a manner that is excessive or interferes with job performance.
- Use for religious, political, charitable, or other causes.
- Violation of the provisions of this voice and e-mail policy.
Passwords will be chosen by the individual users and will be confidential. Employees should not share their passwords with anyone else and should take precautions to maintain the confidentiality of their passwords. Passwords will be changed by the Information Technology Department only when the user requires assistance, the employee has been terminated, or it is necessary for system maintenance.
ACCESS TO CONTENTS BY THE COLLEGE
The College reserves the right to access, listen to, read, and disclose the contents of participants’ stored messages without notice (1) upon reasonable suspicion that unlawful conduct or conduct in violation of the policy is occurring, (2) where necessary for legitimate reasons, and (3) where required to do so by law.
Additionally, routine employer monitoring of systems may be done strictly to gauge volume and system efficiency. At no time during routine maintenance or system evaluation will the contents of messages be listened to or read. However, there may be instances where the College may need to access the users’ voice and electronic mailboxes to resolve system problems in a way in which messages may be read or heard.
ACCESS TO CONTENTS BY CO-WORKERS
Employees are prohibited from listening to or reading other employees’ messages, except in the situations previously described. All electronic communications will be delivered only to the addressed recipient(s), i.e. to, Carbon Copy, and Blind Copy. However, an electronic message is only as confidential as any recipient chooses to make it.
ELECTRONIC MAIL STORAGE/DELETION
Voice and electronic mailboxes are to be used for receiving and sending mail messages, not for storage. Voice and e-mail have limited storage access, and you will therefore not be able to store unlimited messages.
The College’s electronic media may not be used for the distribution or dissemination of any nonwork-related literature or materials, for the sale of any goods or services, or for solicitation for any cause, other than those related to student organizations.
Violation or abuse of this policy may lead to termination of your rights to use some or all of the College’s electronic media and services, as well as other disciplinary action, up to and including termination.