PURPOSE APPROVAL SCOPE UNIVERSITY PROPERTY AUTHORIZED USAGE NAME OF POLICY:

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1 POLICY #BP001 Abstract This policy applies to all Evangel University users. The policy covers appropriate use, material distribution, rights and permissions, and authorized access. Information Technology Chief Information Officer

2 NAME OF POLICY: PURPOSE Evangel University students, faculty and staff use for communications with internal and external individuals, groups and organizations. is an official form of communication to staff, faculty and students. As such, the purpose of this policy is to provide information and guidelines to users on the use of to communicate official University information while maximizing productivity and efficiency of Evangel resources. This policy applies to all Evangel University users. The policy covers appropriate use, material distribution, rights and permissions, and authorized access. APPROVAL This policy was approved by Evangel University s Administration. The Information Technology department (IT) is charged with implementing and maintaining this policy, which is applicable to all Evangel University authorized users. SCOPE This policy encompasses: (1) located on personal computers and servers if these systems are under the jurisdiction and/or ownership of Evangel University; (2) stand-alone personal computers and/or mobile devices; (3) the use of web mail off-campus. UNIVERSITY PROPERTY As a productivity enhancement tool, Evangel University encourages the business use of . systems are considered to be the property of Evangel University and are not the property of users. AUTHORIZED USAGE Evangel University s system should be used for business activities only, or in the case of our students, for communications with family and friends. Personal use is permissible so long as: 1. It does not consume more than a trivial amount of resources. 2. It does not interfere with staff productivity. 3. It does not preempt any business activity. 4. It is not used for illegal purposes. 1

3 5. It does not reveal or publicize confidential or proprietary information which includes, but is not limited to: financial information, new business and product ideas, marketing strategies and plans, databases and the information contained therein, customer lists, technical product information, computer/network access codes, and business relationships. UNACCEPTABLE AND INAPPROPRIATE BEHAVIOR Each user is responsible for using the system in a professional, ethical, and lawful manner. Unacceptable and inappropriate behavior (and in violation to this policy) includes, but is not limited to: Forged Mail to forge an signature or to make it appear as though it originated from a different person. Intimidation/Harassment to send/forward that is obscene, harassing, abusive, or threatens an individual's safety. Known threats to personal safety will be reported to the Public Safety Office. Unauthorized Access to attempt to gain access to another person's files regardless of whether the access was successful or whether or not the messages accessed involved personal information. Unlawful Activities to send/forward copyrighted materials electronically, and it is a federal offense. Other illegal use of will also be dealt with and/or reported to the proper authorities. Proprietary/Confidential Information The unauthorized exchange of proprietary information or any other privileged, confidential sensitive information, without proper authorization, is a violation of this policy. Chain Letters/Junk /spam to send chain letters, junk , or any other type of widespread distribution of unsolicited . Hoaxes to distribute an hoax with the intention to mislead or trick others into believing/accepting/doing something. Viruses to knowingly transmit messages containing a computer virus, worm, spyware, or any form of malware. Charitable Endeavors to use Evangel s system to solicit for or on behalf of a charitable cause not directly supported by Evangel University and its partnerships. Commercial Activities to use Evangel's system for commercial activities or personal gain. Politics/Political Messages to use Evangel s system for political messaging and/or activities. Evangel s non-profit status can be jeopardized with political messaging. Attachments are any items added in addition to the original being created. Attachments must also adhere to restrictions stated above. Employees are reminded that the use of corporate resources, including , should never create either the appearance or the reality of inappropriate use. 2

4 DEFAULT PRIVILEGES Employee privileges on are assigned so that only those capabilities necessary to perform a job are granted ( need to know basis). For example, end users must not be able to reprogram system software. USER SEPARATION In the event that an employee leaves the university, their account is disabled on their last day of employment (exceptions must be approved by the CIO). This does not include professors emeriti who will have accounts on-going. Because the employee s is for official university business, the university will not forward to a personal account. USER ACCOUNTABILITY Regardless of the circumstances, authorized users may not share or reveal their individual passwords. To do so exposes the authorized user to responsibility for actions taken by other parties using their password. If users need to share computer resident data, they should utilize message-forwarding facilities, public directories on local area network servers, or other authorized information-sharing mechanisms. To prevent unauthorized parties from obtaining access to , users must choose passwords that are difficult to guess (avoid dictionary words, personal details or a reflection of work activities). FORMAT is an official form of communication used by Evangel University and as such, professional format is required when sending . Marketing provides the official Evangel University signature to all staff and faculty. Items such as decorative backgrounds, animation and personal sayings located in a footnote must be professional and follow EU branding standards. Signatures should include name, title, department, office phone number with extension, mobile phone number (optional), and Evangel website. SIZE usage and storage space is limited and as a result the size of an cannot be greater than ten megabytes (10 MB) for employees. Employees who have moved to Office 365 can send s up to 35 MB. Students can send s up to 35 MB. s that exceed this limit will not be sent out from the server and the user will receive an error message. 3

5 SENDING LIMITATIONS In the event that an communication needs to be sent to the entire community, the will need to be approved and sent out by an administrator per permissions granted below. SENDING PROTOCOLS For Staff, sending to more than 50 recipients at a time from a personal name (e.g. John Doe) should be used with discretion and only with the permission of a Department Director and/or Cabinet member. For Faculty, sending mass s to Faculty and student groups should be done with discretion and with current portal technologies where applicable. Large distribution lists must follow permissions below. Any s needing to be sent to all staff and/or all faculty should be approved by the respective sender s Department Chair and/or Provost. For Students, sending to large groups of students should be done with discretion and in accordance with student group communication policies. Students should not send mass s to staff and/or faculty employees but should work directly with Student Development for such communication needs. SENDING PERMISSIONS The following table summarizes the positions approved to send mass s (all faculty, students and staff unless otherwise noted): Position Groups Notification Type President To all groups General Provost To all groups General VP Business and Finance Faculty and Staff General VP Enrollment Management To Staff and Students General VP Student Development To all groups General VP University Advancement Faculty and Staff General Chief Information Officer To all groups General & Network status Director of Adult & Graduate Studies To all adult and graduate students General Director of Physical Plant To all groups Utility and building Director of Public Safety To all groups Emergency Director of Human Resources Faculty and Staff General and HR related Faculty members To all Faculty and respective Academic Student groups Inside EU E-newsletter To all groups General Inside EU Special To all groups Events and critical news 4

6 The assistants for the above positions and AGTS position equivalents are also authorized. Changes to this list must be approved by President s Cabinet. sending permissions will be granted after IT receives approval documentation. SENDING REPETITION AND REMINDERS Users with permissions to send to groups should use discretion when sending s multiple times or to remind recipients of events, results or deadlines. Evangel website and other forms of communication should be used for information sharing such as athletic results, events, and other items. Notices of events to all groups should be sent through Inside EU unless granted permission by a Cabinet member. It is suggested that no more than three (3) s be sent per event or notice; no more than two (2) in one week. PRIVACY RIGHTS Evangel University is responsible for servicing and protecting its networks. To accomplish this, it is occasionally necessary to intercept or disclose, or assist in intercepting or disclosing, s. The IT department will not enter a user account unless requested and authorized to do so by the user of that account or by the Human Resources Department. All requests to access an account without the account user s permission must be made to the Human Resources Department. This includes but is not limited to requests made by family, friends, coworkers and managers. This is done in accordance with FERPA and HIPPA legislation where privacy and security of individuals are protected. STATISTICAL DATA Consistent with generally accepted business practice, Evangel University collects statistical data about s. As an example, call-detail-reporting information collected by telephone switching systems indicates the numbers dialed, the duration of calls, the time of day when calls are placed, etc. Using such information, Information Technology (IT) staff monitors the use of s to ensure the ongoing availability and reliability of these systems. INCIDENTAL DISCLOSURE It may be necessary for Human Resources to review the content of an individual employee's communications during the course of problem resolution, at which point IT would grant them temporary access. IT staff may not review the content of an individual employee's communications out of personal curiosity or at the request of individuals who have not gone through administration approval. 5

7 MESSAGE FORWARDING Recognizing that some information is intended for specific individuals and may not be appropriate for general distribution, users should exercise caution when forwarding messages. Evangel University's sensitive information must not be forwarded to any party outside Evangel University without the prior approval of a program director or the Evangel University President. Blanket forwarding of messages to parties outside Evangel University is prohibited unless the prior permission of the Chief Information Officer (CIO) has been obtained. MAILBOX SIZE Employees are given 250 MB of space for their mailbox. Employees who have moved to Office 365 have 50 GB of space (all employees will move to Office 365 in 2014). Students have 50 GB of space. Warnings are sent to the user via when they are approaching the size limit. Once the limit is reached, the user will not be able to send or receive s. PURGING Messages no longer needed for business purposes should be periodically purged by users from their in box to their deleted items folder, which will retain s that are less than 60 days old. Not only will this allow for increased storage space, but it will also simplify record management and related activities. If Evangel University is involved in a litigation action, no pertaining to that litigation will be deleted until the Evangel University President or his/her designated representative has communicated that it is legal to do so. RESPONSIBILITIES As defined below, Evangel University employees responsible for security have been designated in order to establish a clear line of authority and responsibility. 1. The IT department recommends security policies and standards and provides technical guidance on security to Evangel University s Administration. 2. The IT department must monitor compliance with personal computer security requirements, including hardware, software, and data safeguards. IT staff must also provide administrative support and technical guidance to management on matters related to security. 3. Evangel University Directors and Departmental Chairs must ensure that employees under their supervision implement security measures as defined in this document. 6

8 Violation of these policies by an employee or contractor may result in disciplinary procedures up to and including termination. Violation of these policies by a student may result in disciplinary procedures by the VP of Student Development. CONTINUANCE This policy will be reviewed and/or modified as necessary or by the next revision date. Ownership of this policy belongs to the Chief Information Officer. 7

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