/Institutions/Vernon-College/json/2020-2021/Employee-Handbook-2020-2021-local.json

/Institutions/Vernon-College/json/2020-2021/Employee-Handbook-2020-2021.json

Appendix P: Telecommunications Policy

Responsible Faculty and Staff Use of Vernon College’s Telecommunications Resources

Personal Responsibilities

Every faculty and staff has personal responsibility for reporting any misuses of Vernon College’s telecommunications resources to the Information Technology office: (940) 552-6291, ext. 2242). Misuse includes but is not limited to the following:

1. sharing of passwords or remote access account information;
2. invasion of privacy of other users;
3. unauthorized access to data belonging to other users;
4. downloading or uploading pornographic material (see point 3)
5. using abusive or otherwise objectionable language in either public or private messages; and/or
6. unethical or illegal solicitation.

Inappropriate Network Use

Vernon College’s network may not be used for any of the following:

1. commercial advertising;
2. lobbying for votes;
3. encouraging the use of illegal substances;
4. accessing, downloading, or uploading pornographic or inappropriate material (see Policy on Pornography );
5. sending messages, e-mail, or files that are racist, sexist, and/or contain obscenities;
6. sending inflammatory messages;
7. sending a message with someone else’s name on it;
8. sending a large number of personal messages from any computer on campus;
9. knowingly placing a computer virus on the network;
10. placing unlawful information on the network; nor
11. sending unsolicited bulk e-mail messages commonly known as spam.

Policy on Pornography

Vernon College’s computers are not to be used for knowingly accessing, downloading, or uploading sexually explicit graphics and information in terms patently offensive as measured by contemporary community standards.

However, material with specific instructional uses at Vernon College is excluded from this statement. For instance, biology instructors dealing with human anatomy may have a need for graphics some community members would consider sexually explicit and offensive. This statement is not meant to limit academic freedom in any way. Employees who use remote access from their home computers must take responsibility of preventing other persons from accessing Vernon College resources via employee remote access. This cannot be the responsibility of Vernon College.

Network Security

Security is a high priority in our system. Any user who identifies a security problem is required to report it immediately to Information Technology. The problem should never be demonstrated to any person outside of Information Technology. The IT department has the authority to examine all Vernon College owned computers at any time to check for unauthorized use. This includes unauthorized software or programs, inappropriate websites, inappropriate use of email, storage of inappropriate material, or any other use not authorized by Vernon College. In order to maintain network security, the College reserves the right to:

1. Limit, restrict, or terminate an account holder’s usage;
2. At any time to inspect, copy, remove, or otherwise alter any data, file, or system resource that threatens the security of that system or the network, with or without prior notice to the user;
3. Periodically check the systems and take any other such actions necessary to protect the College computers, information, and networks.

Email Policy

The purpose of this email policy is to ensure the proper use of Vernon College’s email system and make users aware of what Vernon College deems as acceptable and unacceptable use of its email system. The company reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.

LEGAL RISKS

Email is a business communications tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that you are aware of the legal risks of email:

• If you send or forward emails with any libelous, defamatory, offensive, racist or obscene remarks, you and the company can be held liable.
• If you unlawfully forward confidential information, you and the company can be held liable.
• If you unlawfully forward or copy messages without permission, you and the company can be held liable for copyright infringement.
• If you send an attachment that contains a virus, you and the company can be held liable.

LEGAL REQUIREMENTS

The following rules are to be strictly adhered to. It is prohibited to:

• Send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an email of this nature, you must promptly notify your supervisor.
• Forward a message with sensitive information without acquiring permission from the sender first.
• Send unsolicited email messages.
• Send email messages using another person’s email account.
• Copy a message or attachment belonging to another user without permission of the originator.

STAYING SAFE

• Beware of viruses:
  • Do not click on any links or open any attachments of unsolicited or suspicious looking emails. These messages could infect your computer with a virus.
• Beware of phishing:
  • If you receive an email from a bank or any other institution, asking you to click on a link and update your details, DO NOT CLICK on the link. Do not be fooled if the sender appears to have some of your private details. This information can be obtained through Facebook, Linked-in and other social media websites. Instead, go to the company website by typing in the URL in a web browser, or call the company.

BEST PRACTICES

Vernon College considers email as an important means of communication and recognizes the importance of proper email content in conveying a professional image. Users should take the same care in drafting an email as they would for any other communication. Therefore the company wishes users to adhere to the following email guidelines:

• Writing emails:
  • Write well-structured emails and use short, descriptive subjects.
  • Vernon College’s email style is informal. This means that sentences can be short and to the point. You can start your email with ‘Hi’, or ‘Dear’, and the name of the person. Messages can be ended with ‘Best Regards’. The use of Internet abbreviations and characters such as smileys however, is not encouraged.
  • Signatures must include your name, job title and company name. A disclaimer will be added underneath your signature (see Disclaimer below)
  • Users must spell check all mails prior to transmission.
  • Do not send unnecessary attachments. Compress attachments larger than 5 MB before sending them.
  • If you need to send files of over 10 MB, do not send these via email; contact your Administrator to find alternate methods for sending the files.
  • Do not write emails in capitals.
  • Do not use cc: or bcc: fields to send a mailing to multiple recipients. Instead, use company designated mail merge software.
  • Only send emails of which the content could be displayed on a public notice board. If they cannot be displayed publicly in their current state, consider rephrasing the email, using other means of communication, or protecting information by using a password (see confidential).
  • Only mark emails as important if they really are important.
• Newsgroups:
  • Users need to request permission from their supervisor before subscribing to a newsletter or news group.
• Maintenance:
  • Delete any email messages that you do not need to have a copy of, and set your email client to automatically empty your ‘deleted items’ on closing.

PERSONAL USE

Although the company’s email system is meant for business use, Vernon College allows limited personal usage if it is reasonable and does not interfere with work. However the sending of chain letters, junk mail, jokes and executables is prohibited. All messages distributed via the company’s email system are company property.

CONFIDENTIAL INFORMATION

Do not send credit card details, social security numbers, or other confidential information via email. If you need to send confidential information, check with your supervisor for safe methods.

PASSWORDS

Use a combination of words, numbers and special characters for passwords. All passwords must be made known to the company. The use of passwords to gain access to the computer system or to secure specific files does not provide users with an expectation of privacy in the respective system or document.

ENCRYPTION

Users may not encrypt any emails without obtaining written permission from their supervisor. If approved, the encryption key(s) must be made known to the company.

EMAIL RETENTION

For email retention guidelines, refer to the company’s email retention policy.

EMAIL ACCOUNTS

All email accounts maintained on our email systems are property of the company. Passwords should not be given to other people and should be changed once a month. Email accounts not used for 60 days will be deactivated and possibly deleted.

SYSTEM MONITORING

Users expressly waive any right of privacy in anything they create, store, send or receive on the company’s computer system. The company can, but is not obliged to, monitor emails without prior notification. If there is evidence that you are not adhering to the guidelines set out in this policy, the company reserves the right to take disciplinary action, including termination and/or legal action.

DISCLAIMER

The following disclaimer will be added to each outgoing email:

‘This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.’

Personal Responsibility for Safe Internet Use

Utilization of technology for non-school related purposes may occur, during personal time.All users must be aware that personal privacy is not, and cannot be guaranteed. Be safe. In using the computer network and internet, do not reveal personal information such as hour home address, telephone number, SSN, financial information, etc.

Updated 05/18/2015