Effective: 7/01/06 Exec. Lead: Chief Business Officer Revised: 1/11 Approved By: Board of Trustees Expired: n/a Applies To: University-wide Pacific Northwest University of Health Sciences Policy: Computer, Email and Other Electronic Use and Monitoring Purpose: To describe access to PNWU-provided computers, computer files, the email system, software and/or any other appropriate device. Policy: Employees should not use a password, access a file, or retrieve any stored communication without authorization. All PNWU-provided resources are to be used for business purposes on company time and should not be used for personal reasons. All computer equipment, services, or technology that we furnish you are the property of PNWU. PNWU reserve the right to monitor computer or electronic activities and data that are stored in our systems. PNWU also reserves the right to find and read any data that you write, send, or receive using any source. This policy includes, but is not limited to, computer email, email address, phone, cell phone, and text messages. Because we are sensitive to employees' legitimate privacy rights, we will make every effort to guarantee that workplace monitoring is always done ethically and with respect. PNWU may perform video surveillance of non-private workplace areas. Video monitoring is used to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage and prevent harassment and workplace violence. PNWU tries hard to have a workplace that is free of harassment and sensitive to the diversity of our employees. Therefore, employees are not allowed to use computers and email in ways that are disruptive, offensive to others, or harmful to morale. At PNWU, you may not display, download, or email sexually explicit images, messages, and cartoons. You also may not use computers and email for ethnic slurs, racial comments, off-color jokes, or anything that another person might take as harassment or disrespect. You may not use email to ask other people to contribute to or to tell them about businesses outside of PNWU, religious or political causes, for profit fundraisers, outside organizations, or any other no business matters. PNWU buys and licenses computer software for business purposes. We do not own the copyright to this software or its documentation. Unless the software developer authorizes us,
we do not have the right to use the software on more than one computer. You may only use software on local area networks or on multiple machines according to the software license agreement. PNWU prohibits the illegal duplication of software and its documentation. If you know about any violations to this policy, notify your supervisor, the Human Resources Department or any member of management. Employees who violate this policy are subject to disciplinary action, including termination of employment. Email Etiquette: Think before you write. Ask yourself if e-mail is best way to communicate your message. Should you communicate by phone or in person instead? If the content is emotional or if it is bad news, choose phone or in person. All emails are public documents and are subject to subpoena and public disclosure. If you have received an email that is emotionally charged, take time before responding. No knee jerk reactions; better to cool down and then call the person to resolve the problem. If you respond by email, wait 24 hours and reread the message to make sure you still want to send it. Ask yourself if this message gets forwarded or made public, will there be bad consequences for me or for the organization? If so, use the phone instead. Emails can be used as evidence in lawsuits so be conscious of how your writing could be interpreted. Your emails are not private and can be reviewed at anytime by the organization. Always include a subject line. Make the subject line relevant to the message so the email is easy for the recipient to sort. If you are responding to an email but changing the topic, change the subject line. If the message is just for information, include FYI in the subject line. If the message contains a request, include Request in the subject line. Use words like Timely or Urgent in the subject line sparingly. Be clear and concise in the body of the e-mail. State the subject of the message. Say why you are sending the message to this person or this group of people. Explain the subject. Keep it short. List the requests at the end of the message in a separate section so the requests stand out. Make sure to include the due dates for the requests. Proofread for spelling and grammar. Grammar and spelling errors can undermine your professionalism and change the meaning of what you thought you were saying.
Beware of using humor. Humor, especially sarcasm, in an email can backfire. Be considerate when replying to emails. Reply immediately to emails you receive, even if you just let the sender know you got the message and will follow up with a more complete response later. Be sure to recap the prior message so the recipient knows what you are talking about. Even if you are replying in a long string of messages, recap before you respond. Don t expect that people will read the long string of messages. If the email is getting too long or complicated, consider a better alternative such as a phone call or in person. Please say please and thank you. DON T TYPE IN ALL CAPS. That s considered yelling and is often perceived as rude and annoying. Include your contact information. Please use the standard signature block at the end of your email including name, title, phone and fax number, email address, website address, tag line and confidentiality statement. Please see Human Resources for assistance. Send group emails only when necessary. Put the recipient names in the bcc box to protect their privacy of their addresses. Then address the message to yourself. Make sure the people on your list really need to receive the message. Internet Use: PNWU may provide you with Internet access to help you do your job. This policy explains our guidelines for using the Internet. All Internet data that is written, sent, or received through our computer systems is part of official PNWU records. That means PNWU can be legally required to show that information to law enforcement or other parties. Therefore, you should always make sure that the business information contained in Internet email messages and other transmissions is accurate, appropriate, ethical, and legal. The equipment, services, and technology that you use to access the Internet are the property of PNWU. Therefore, PNWU reserves the right to monitor how you use the Internet. PNWU also reserves the right to find and read any data that you write, send, or receive through our online connections or stored in our computer systems. You may not write, send, read, or receive data through the Internet that contains content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person.
Examples of unacceptable content include (but are not limited to) sexual comments or images, racial slurs, gender-specific comments, or other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law. PNWU does not allow the unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet. As a general rule, if you did not create the material, do not own the rights to it, or have not received authorization for its use, you may not put the material on the Internet. You are also responsible for making sure that anyone who sends you material over the Internet has the appropriate distribution rights. If you use the Internet in a way that violates the law or PNWU policies, you will be subject to disciplinary action, up to and including termination of employment. You may also be held personally liable for violating this policy. The following are some examples of prohibited activities that violate this Internet policy: Sending or posting discriminatory, harassing, or threatening messages or images Using the organization's time and resources for personal gain Stealing, using, or disclosing someone else's code or password without authorization Copying, pirating, or downloading software and electronic files without permission Sending or posting confidential material, trade secrets, or proprietary information outside of the organization Violating copyright law Failing to observe licensing agreements Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions Sending or posting messages or material that could damage the organization's image or reputation Participating in the viewing or exchange of pornography or obscene materials Sending or posting messages that defame or slander other individuals Attempting to break into the computer system of another organization or person Refusing to cooperate with a security investigation Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities Using the Internet for political causes or activities, religious activities, or any sort of gambling Jeopardizing the security of the organization's electronic communications systems Sending or posting messages that disparage another organization's products or services Passing off personal views as representing those of the organization Sending anonymous email messages Engaging in any other illegal activities
It is also the policy of the University that employee s personal websites (e.g., blogs, MySpace, Facebook etc.) not include information about the University, its employees, students, systems, policies, practices or any business or individual associated with the University or its affiliates. Employees and those who leave the University and fail to abide by compliance, confidentiality, and PNWU policies may be subject to legal and disciplinary action up to and including termination. Telephone/Cell Use: If you make personal calls on PNWU business phones, it may be required that you pay for any charges. Our telephone communications are an important reflection of our image to students/customers and the community. Always use proper telephone etiquette. The following are some examples of good telephone etiquette: use the approved greeting, speak courteously and professionally, repeat information back to the caller, and only hang up after the caller hangs up. Employees may have their telephone conversations monitored or recorded. Telephone monitoring helps us to identify training needs and performance problems. Cell phones may be issued to University employees who have a frequent need for remote phone access. Employees shall use their cell phones for necessary University business related to employment and educational purposes. Each employee shall be responsible for the safekeeping, care and custody of the assigned cell phone. Employees should be aware that cell phone conversations are not secure and should use discretion in relaying confidential information. There may be tax consequences for such cell phone use so please consult with Human Resources prior to accepting a cell phone. Employees who are non-exempt or paid hourly, may be issued a cell phone or outside computer access with prior approval for use during work hours. If an employee needs to use these devices for business use outside of normal working hours, prior supervisory approval is required, and employees must document their work hours so that they can be paid appropriately for their time. Procedure: N/A Definitions: N/A Related Documents: N/A This policy and procedure is not to be construed as an employment agreement or contract. Pacific Northwest University of Health Sciences retains the right to amend or change any policy or procedure at any time without prior notice.