E-mail, Voice Mail and Network Access Policy

Telephones, computers, and electronic information are essential tools for University personnel (faculty, staff and student staff) to use to perform their jobs in support of the mission of the University.  Each faculty and staff member can help to ensure that these tools are used for job-related purposes in a manner that preserves confidential information.  Incidental and occasional personal use of these tools is permitted, as long as the use does not detract from job performance or productivity and as long as the use conforms to other provisions of this policy and other relevant University policies.

This policy describes access to, and disclosure of, messages sent or received by University employees using the University’s e-mail system, voice mail system, or network system.  The University respects the individual privacy of its faculty and staff members.  However, individual privacy does not extend to work-related conduct or to the use of University-provided equipment, services or supplies when it applies to legal issues or the violation of University policies. 

• The University’s Right to Access Information
  The electronic mail system, the voice mail system, and server and network systems have been established by the University to facilitate mission-related communications.  All e-mail and voice mail messages, computer and server files, and network use logs are University records. Although University students, faculty, and staff have individual passwords to access these systems and may expect a certain degree of privacy with respect to their use of these systems, they belong to the University, and the University reserves the right to inspect those systems when necessary to uphold University policies or state or federal laws.

Any such communications should not be considered private even if the sender or the recipient so designates the communication.  For example, despite the University’s best attempts to provide security, hackers might be able to access e-mail for voice mail or to impersonate an e-mail or voice mail sender or network user. The University reserves the right to inspect University records for legal reasons or to ensure the wellbeing of the campus. The University’s electronic mail, voice mail, and network and server systems should be treated like other shared University filing systems. Therefore, employees should not assume that messages are confidential.  Back-up copies of e-mail may be maintained and referenced for business and legal reasons. All system passwords and encryption keys must be made available to the University’s management upon authorized request.

Authorization Regarding this Policy
When in the course of business a supervisor requires access to an employee’s computer files and the employee is not available, that employee should give password information to his/her supervisor. In cases requiring inspection of University records because of possible violation of University policies or state or federal laws, the authorities would be the Vice Presidents in each division of the University or, alternatively, the President.

Personal Use of E-mail, Voice Mail, and the Network
Because the University provides the electronic mail system, the voice mail system, and network access to assist University personnel with the performance of their jobs, these resources should be used for such purposes.  Incidental and occasional personal use of these resources is permitted by the University, but records of such use will be treated the same as other University records.  In any event, University personnel should not use these systems for such purposes as soliciting or proselytizing for commercial ventures, religious or personal causes or outside organizations or other similar, non-job-related solicitations.  Misuse of these systems may result in corrective action up to and including termination under procedures specified by the Staff Policies and Procedures Manual and the Faculty Code.

University personnel should understand that deletions of messages and files do not fully prevent the messages and files from being recovered; that it is possible for third parties to intercept messages and files; and that messages and files may be disclosed to third parties (e.g., parties in civil litigation; law enforcement agencies in criminal investigations).

Unacceptable Use of E-mail, Voice Mail and Network Tools
University personnel may not use the University’s e-mail, voice mail, or network systems in any way that is inconsistent with laws, regulations, and University policies (see Information Use and Security Policy). University personnel are prohibited from the unauthorized use of others’ passwords, access codes, and encryption keys to gain access to e-mail messages, voice mail messages, or network transmissions.  Unacceptable use of University electronic communication systems is a serious breach of ethical conduct and will result in corrective action up to and including termination of employment.

• Copyright Awareness
  Information posted by others on the network may be copyrighted.  Information obtained through the network may be reproduced only by permission from the author or copyright holder unless the user is aware that the material is free of copyright.

Origination Date: 8/2002