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Eckerd College
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St. Petersburg, FL 33711

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Human Resources

Human Resources

Policies and Procedures

Communication System Policy

Effective 2/27/13

Communication resources have become increasingly more important to Eckerd College's activities, as they provide access to resources worldwide. The ability to communicate with others around the world has created an access privilege to members of the college community. Because certain responsibilities accompany that privilege, this statement constitutes the policy for the management and usage of the electronic resources at Eckerd College.

Communications equipment and services include mail, electronic mail ("e mail"), courier services, facsimiles, telephone systems, personal computers, computer networks, on line services, Internet connections, computer files, telex systems, video equipment and tapes, tape recorders and recordings, pagers, cellular phones, and bulletin boards.

This policy applies to all users of college communication resources, whether affiliated with the College or not, and to all uses of those resources, whether on campus or from remote locations. Additional policies may apply to specific communication resources provided or operated by specific units of the college or to uses within specific units. Consult the operators or managers of the specific communication resources in which you are interested.

Eckerd College will provide access to communication resources to all faculty and staff whose work requires communication privileges that support the mission of the institution.

Eckerd College will assist individual users of its communication resources in protecting stored information from accidental loss, tampering, or unauthorized search or other access. The College will monitor the use of the resources as it sees fit.

Eckerd College requires that individual users of its communication resources act responsibly by observing all relevant laws (local, state, and federal), contractual obligations, and any and all College policies and regulations that apply.

Responsibilities

  • Supervisors are responsible for instructing employees on the proper use of the communications services and equipment used by the organization for both internal and external communications resources.
  • Most College communications resources and equipment have toll charges or other usage related expenses. Employees should be aware of these charges and should consider cost and efficiency needs when choosing the proper vehicle for each college communication. Employees should consult their supervisor if there is a question about the proper mode of communication.
  • It is unethical to store and/or give access to information using communication resources that could result in legal action against the college. Employees should not use communication resources in the course of any illegal activity.
  • Employees' on line use should be limited to college related activities. In addition, employees should not duplicate or download from the Internet or from an e mail any software or materials that are copyrighted, patented, trademarked, or otherwise identified as intellectual property without express permission from the owner of the material. When appropriate Internet material or e-mail files are downloaded, they should be scanned using the anti-virus software.
  • Employees should not use e mail, facsimiles, or any other insecure communication system to communicate confidential, proprietary, or secure college information.
  • Usage of communication resources that is perceived by its recipient as sexual or discriminatory harassment as defined by college policy is a violation.
  • It is unethical to deliberately perform any act that will impair the operation of any communication resource. The willful wasting of Eckerd College communication resources is unethical.
  • Without permission from the appropriate Eckerd College administrator, it is unethical to use communication resources for solicitation not related to official college business, commercial gain or placing a third party in a position of commercial advantage or, non-college related activities.
  • Employees should ensure that no personal correspondence appears to be an official communication of the College since employees may be perceived as representatives of the College and, therefore, may damage or create liability for the College. All outgoing messages, whether by mail, facsimile, e mail, Internet transmission, or any other means, must be accurate, appropriate, and work related. Employees may not use the College's address for receiving unreasonable amounts of personal mail or use College stationery or postage for personal letters. In addition, only the College may issue personalized College stationery and business cards.
  • Improper use of College communications resources will result in discipline, up to and including termination. Improper use includes any misuse as described in this policy as well as any harassing, offensive, demeaning, insulting, defaming, intimidating, or sexually suggestive written, recorded, or electronically transmitted messages.