EMPLOYEE HANDBOOK

INFORMATION TECHNOLOGY USE

The University’s computers, networks, communications systems, and other Information Technology (IT) resources are intended for business purposes only, unless otherwise expressly authorized herein. This Policy governs all IT resources and communications systems owned by or available through the University, and all use of such resources and systems when accessed using an Employee’s own resources, including, but not limited to:

    • E-mail systems and accounts;
    • Internet and intranet access;
    • Telephones and voicemail systems, including wired and mobile phone devices;
    • Computers, laptops, tablets, including video and audio accessories and/or capabilities;
    • Printers, photocopiers, and scanners;
    • Fax machines, e-fax systems, and modems; and
    • All other associated computer, network, and communications systems, hardware, peripherals, and software.

Each Employee is responsible for using these resources and systems in a productive, ethical, and lawful manner. The University’s policies prohibiting discrimination, harassment, and retaliation apply to the use of the University’s IT resources and communications systems. This Policy is not intended to restrict communications or actions protected or required by state or federal law.

Security, Access, and Passwords. All user names, pass codes, passwords, and information used or stored on the University’s computers, networks, and systems are the property of the University. No Employee may use a user name, passcode, password, or method of encryption that has not been issued to that Employee or authorized in advance by the University. Employees shall immediately inform Human Resources if they know or suspect that any user name, passcode, or password has been improperly shared or used, or that IT security has been violated in any way.

No Expectation of Privacy. All contents of the University’s IT resources and communications systems are the property of the University. Therefore, Employees should have no expectation of privacy whatsoever in any message, file, data, document, facsimile, telephone conversation, conversation, or any other kind or form of information or communication transmitted to, received, or printed from, or stored or recorded on the University’s electronic information and communications systems. Although a file, data, or message has been erased or deleted, it may still be retrievable. Employees should not expect that any such erased or deleted information has remained private. The University may access and review all files, documents, and data on the University’s IT resources and communications at any time and without notice.

E-mail and Instant Messaging. The University provides certain Employees with access to e-mail and/or instant messaging systems for use in connection with performing their job duties. Personal use of University-provided e-mail is permitted during non-working time for the limited purpose of communications related to employee labor organizations, collective bargaining, or other concerted activities for the purpose of collective bargaining or other mutual aid or protection, or as is otherwise protected by law.

Videoconferencing. The University provides videoconferencing capabilities (e.g., Zoom, FaceTime, Google Meet, Skype, Teams, etc.) for Employees to use in connection with performing their job duties; videoconferencing using University-provided equipment, software, or applications, is not permitted for personal use. While videoconferencing, Employees are expected to observe the following:

    • Use passwords, virtual waiting rooms, or other available methods for secondary authorization of participants when hosting videoconferences;
    • Keep the microphone on mute when not actively speaking to avoid interruption of others;
    • Do not display confidential, proprietary, copyrighted, or other protected University information or data to unauthorized individuals when screen sharing (e.g., minimize or disable other applications and pop-up screens, set individual status to “busy” or “unavailable” on any intranet-based or University server hosted applications, etc.);
    • Use neutral electronic wallpaper as a background (e.g., landscapes, vegetation, solid colors) or otherwise use the camera function to display a clean, neutral area of the workspace;
    • Display images through screen sharing, within the frame of the camera view, or otherwise, that are work-appropriate and do not violate the University’s Policy Against Discrimination, Harassment, or Retaliation;
    • Do not participate in videoconferences when in or otherwise using restroom facilities; and
    • Adhere to the University’s Dress Code policy when participating in videoconferences.

In order to encourage frank and open discussion and to comply with state law that prohibits the recording of conversations without the consent of all participants, Employees are prohibited from recording any videoconference to which they have access.

Use of University IT Resources and Communications Systems.
Employees are expected to:

    • Employees are not permitted to use University computers, IT resources, and communication systems for personal use, i.e., doing personal school work or assignments.
    • Send all business-related files, documents, data, and communications via the Employee’s designated University e-mail address, not the Employee’s personal e-mail address;
    • Comply with the University’s requirements for password management and data encryption;
    • Comply with all copyright laws;
    • Refrain from copying or distributing copies of software that have been licensed to the University except in the case of archiving or backup of existing software, data, and configurations, unless approved by Human Resources;
    • Notify a Supervisor or other management official immediately upon learning of any misuse of software or related data;
    • Refrain from installing unauthorized software or software that has not been approved for installation by the University on any equipment owned or operated by the University;
    • Use the University’s IT resources and communications systems for business purposes only and not for personal use unless permitted by their Supervisor;
    • Store only University files, data, and records on University IT resources and communications systems—no personal information or personal advertising, soliciting, or blogging is permitted; and
    • Pay any fines, penalties, or damages assessed against the University for any of the above-mentioned or related software abuses that are deemed to be attributable to an Employee.

Employees are never permitted to use the University’s IT resources and communications systems, including e-mail, text messaging, internet access, videoconferencing, social media, telephones, and voicemail, for any personal, inappropriate, or unlawful purpose. This includes but is not limited to:

    • Viewing or contributing content to social media or social networking websites, including, but not limited to, Facebook, Google+, Twitter, LinkedIn, Tumblr, Instagram, or similar websites for personal reasons during working time;
    • The University’s policy against unlawful harassment, including sexual harassment, extends to the use of computers, the Internet, and any component of the University’s communications systems. In keeping with the Policy, Employees must not use any electronic communications device in a manner that would violate the Policy. Employees may not communicate messages that would constitute sexual harassment, may not use sexually suggestive screen savers, and may not receive or transmit pornographic, obscene, or sexually offensive material or information, including transmitting, retrieving, downloading, displaying, or storing messages or images that are offensive, derogatory, defamatory, off-color, sexual in content, or otherwise inappropriate in a business environment;
    • Making threatening or harassing statements to another Employee or to a vendor, customer, or other outside party;
    • Transmitting, retrieving, downloading, displaying, or storing messages or images relating to race, religion, color, sex, marital status, national origin, citizenship status, age, disability, sexual orientation, or any other status protected under federal, state, and local laws;
    • Sending or receiving confidential, proprietary, or copyrighted materials without prior authorization;
    • Sending or storing University files, documents, or data outside of approved locations on University-provided systems, such as University-issued computers or software;
    • Soliciting personal business opportunities, or engaging in personal blogging, or personal advertising, during working time;
    • Gambling, monitoring sports scores, or lottery results, using non-University issued electronic devices or headsets, or playing electronic games;
    • Day trading, or otherwise purchasing or selling stocks, bonds, or other securities or transmitting, retrieving, downloading, or storing messages or images related to the purchase or sale of stocks, bonds, or other securities;
    • Buying, selling, or monitoring online auction sites;
    • Pyramid Scheme transactions or communications;
    • Stealing, using, or disclosing another Employee’s code or password without authorization, or attempting to break into the computer system of another University or person;
    • Engaging in unauthorized transactions that may incur a cost to the University or initiate unwanted Internet services and transmissions;
    • Using the University’s time and resources for personal gain;
    • Misrepresenting oneself as another individual or representative of another organization or company;
    • Interfering with the performance of any Employee’s job; and
    • For any other purpose that violates the University’s policies or practices.

Discipline. Employees who violate any provision of this Policy are subject to discipline, up to and including immediate separation of employment.