Acceptable Use of Resources and Communications Systems Policy
Personal use of IT resources and communications system, including the internet, is not strictly prohibited but should only be used occasionally for brief periods and must not interfere with your work responsibilities and duties. Any personal use of IT resources and communications systems must be lawful and consistent with Cumberland University policies. IT resources and communications systems, including email, may not be used during working hours to solicit others for commercial ventures or membership in organizations (other than professional associations relevant to Cumberland University and other civic and charitable organizations). IT resources and communications systems may not be used or accessed by non-employees (including family members).
Cumberland University’s policies prohibiting harassment, located in the Discrimination and Harassment section of the Employee Handbook apply to the use of Cumberland University IT resources and communications systems. No one may use any communications or computer system in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs, or any other characteristic protected by federal, state, or local law.
The use of Cumberland University’s IT resources and communications systems by an employee shall signify his or her understanding and agreement to the terms and conditions of these policies as a condition of employment. These User Technology Policies may be modified by Cumberland University at any time without prior notice. The provisions of these policies are not intended to be all inclusive and do not limit the right of Cumberland University to address issues of employee conduct and job performance in whatever manner is appropriate under the circumstances.
Nothing in these policies is intended to infringe upon employee rights under Section 7 of the National Labor Relations Act or to be incompatible with the National Labor Relations Act.
1.1 No Expectation of Privacy.
All contents of Cumberland University’s IT resources and communications systems are the property of the university. Therefore, employees should have no expectation of privacy whatsoever in any messages, files, data, documents, facsimiles, telephone conversations, social media posts, conversations, 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.
You are expressly advised that in order to prevent misuse, Cumberland University reserves the right to monitor, intercept, and review, without further notice, every employee's activities using the university’s IT resources and communications systems, including but not limited to e-mail (both outgoing and incoming), telephone conversations, voice mail recordings, instant messages, internet, and social media postings and activities, and you consent to such monitoring by your acknowledgement of this policy and your use of such resources and systems. This might include, without limitation, the monitoring, interception, accessing, recording, disclosing, inspecting, reviewing, retrieving, and printing of transactions, messages, communications, postings, logins, recordings, and other uses of the systems as well as keystroke capturing and other network monitoring technologies.
The university may also store copies of such data and communications for any period after they are created and may delete such copies from time to time without notice.
1.2 Confidentiality and Proprietary Rights.
Cumberland University’s confidential information and intellectual property (including trade secrets) are extremely valuable to Cumberland University. Treat them accordingly and do not jeopardize them through your business or personal use of electronic communications systems, including e-mail, text messaging, internet access, social media, telephone conversations, and voice mail. Disclosure of the university’s confidential information to anyone outside Cumberland University and misuse of the university’s intellectual property is subject to disciplinary action. Ask one of the university’s partners if you are unsure whether to disclose confidential information to particular individuals or how to safeguard the university’s proprietary rights.
The confidences of our clients and of Cumberland University must be strictly protected. IT resources and communications systems may not be used in any way that will disclose or may lead to disclosure of confidential or privileged information. Employees shall not access or duplicate client or any other university information, documents or files, whether in electronic or other form, except to the extent needed to perform their job responsibilities.
Do not use Cumberland University’s name, brand names, logos, taglines, slogans, or other trademarks without written permission from a Cumberland University partner.
This policy also prohibits use of the university’s IT resources and communications systems in any manner that would infringe or violate the proprietary rights of third parties. Electronic communications systems provide easy access to vast amounts of information, including material that is protected by copyright, trademark, patent, or trade secret law. You should not knowingly use or distribute any such material downloaded from the internet or received by e-mail without the prior written permission from a Cumberland University partner.
1.3 Internet and Email Systems.
As noted in Section 1.1 of this document, the equipment, services, software applications, and communications network that you use to access the internet and send or receive email are the property of the university and you should have no expectation of privacy when using such property, whether for business or personal purposes.The university has the right to actively monitor how you use Cumberland University property and resources, including researching and retrieving any data that you write, send, or receive through the university’s computer systems.The following policies have been established to ensure that all Cumberland University employees act professionally and responsibly when using the university’s internet and email systems:
a. The office of information technology will assign students, faculty, and staff with an official university email address.
b. The university will not be responsible for handling email of third parties (local mail servers, Yahoo, Gmail, Hotmail, etc.).
c. With respect to email, you may not write, send, forward, download, or store data that contains content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to anyone.Examples of unacceptable content include (but are not limited to) sexual comments or images, racial slurs or other comments or images that could reasonably be expected to offend someone based on race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.
d. Copyrighted materials not belonging to Cumberland University may not be transmitted on the university’s computer systems. Anyone who obtains access to any other university’s or individual’s materials must respect all copyrights and may not copy, retrieve, modify, or forward copyrighted materials, except with permission or otherwise in accordance with copyright laws.
e. Communications unrelated to the university’s business may not be for commercial purposes (whether for profit or not-for-profit) and must not violate any laws, including any laws against discrimination, harassment, or defamation.
f. No email or other electronic communication may be sent which hides the identity of the sender or represents to be someone other than the actual sender. This does not apply in cases where an assistant uses “Send As” or “Sent on Behalf of” for their manager.
g. Any sensitive data transmitted over external networks must be encrypted. Email is not appropriate for transmitting sensitive or confidential information unless it is encrypted.
h. Visiting any Internet site as needed to represent a client is always permissible.
i. In order to limit unintended access to certain categories of websites, the university utilizes content filtering to block potentially harmful, threatening, or otherwise prohibited website access on the university’s network. Attempting to access certain other website categories will trigger a "Blocked Page" warning that will require you to request Cumberland University’s IT Department to allow you to access the site, which you should request as needed to conduct Cumberland University business.
1.4 Text Messaging.
While text messaging is not an approved means of communication of business-related information, there are times when it cannot be avoided.In these limited cases, users should respect the rights and sensitivities of recipients and potential recipients and should ensure that all messages reflect the professional image that Cumberland University wishes to portray.For additional information, refer to the Electronic Communications and Retention section of Cumberland University’s Compliance Manual.
1.5 Telephones and Voicemail.
Cumberland University provides landline and/or mobile telephone access and voicemail systems to employees for use in connection with performance of their job duties. To ensure that our customers are provided with courteous and respectful service, and to prevent misuse of the university’s IT resources, Cumberland University may monitor, record, and review telephone conversations and voicemail messages.Cumberland University may also store recorded telephone conversations and voicemail messages for a period after they occur and may delete such recordings from time to time.
As noted in Section 1.1 of this document and as with all of Cumberland University’s IT resources, Cumberland University expressly reserves the right, without further notice, to monitor, review, and record telephone conversations and voicemail messages you have or leave whether business or personal in nature, and you consent to such monitoring, review, and recording by your acknowledgement of this policy and by using any of Cumberland University’s telephones or voicemail systems.
1.6 Spam.
Unfortunately, users of e-mail will occasionally receive unsolicited commercial or bulk e-mail (spam) which, aside from being a nuisance and a drain on IT resources, might be a means to spread computer viruses and other malicious software.Avoid opening unsolicited messages and report any suspicious e-mail to IT Support.Users may delete spam e-mail and are encouraged to do so.If a user is suspicious about the validity of an e-mail, they are requested to forward the suspicious e-mail to Cumberland University’s IT Department.Cumberland University’s IT Department will investigate further into the validity of an e-mail when requested. Do not reply to a suspicious e-mail message in any way until approval has been given by Cumberland University’s IT Department, even if it states that you can request to be removed from its distribution list. If delivery persists, you may ask Cumberland University’s IT Department to block any incoming e-mail from that address.
1.7 Inappropriate Use of University IT Resources and Communications Systems.
You are never permitted to use Cumberland University’s IT resources and communications systems, including e-mail, text messaging, internet access, social media, telephone, or voicemail for any inappropriate or unlawful purpose. This includes but is not limited to:
a. Misrepresenting yourself as another individual or company.
b. Sending, posting, recording, or encouraging receipt of messages or information that may be offensive because of sexual, racist or religious content.
c. Revealing proprietary or confidential information, including official Cumberland University information, employee information, or intellectual property without authorization.
d. Conducting or soliciting illegal activities.
e. Representing your personal opinion as that of Cumberland University.
f. Interfering with the performance of your job or the jobs of other Cumberland University employees.
g. For any other purpose that violates Cumberland University policies or practices.
1.8 Conduct Not Prohibited by This Policy.
This policy is not intended to restrict communications or actions protected or required by state or federal law.