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A20.01.03 Use of College Resources

*NB. This new policy incorporates the following older policies, which have been withdrawn as of December 2, 2003: A20.01.01 Electronic Mail Usage; A20.01.02 Internet Use.

• Policy Statement
• Definitions
• Procedures/Rules Statement
• Responsibility for Actions
• APPENDIX "A" to Policy A20.01.03

Policy Statement

College Resources are made available to employees to assist them in performing their work and in conducting the business of Douglas College. College Resources must not be used by employees for personal or non-College purposes, except as expressly authorized by this policy.

Definitions

In this policy,

"College Resources" means College-owned resources that are made available to employees to assist them in performing their work or in conducting the business of Douglas College, including telephones, fax machines, photocopiers, computers and related equipment, e-mail, Internet access, print services, mail services, courier services, office supplies, and facilities.

"Incidental Personal Use" means the occasional use of specified College Resources for personal or non-College purposes, where such use:

• is infrequent and of short duration;
• occurs outside of working hours (i.e., before and after work, or during the employee's designated meal or rest breaks) wherever possible;
• does not cause the College to incur any cost;
• does not expose the College to risk; and
• is not part of an activity which the employee does for personal profit.

Procedures/Rules Statement

1. Employees may make Incidental Personal Use of the following College Resources: telephones (local calls only), fax machines (local calls only), e-mail, Internet access and computers and related equipment.
2. Employees must not use the following College Resources for personal purposes: photocopiers, print services, postage services, courier services, and office supplies.
3. Personal telephone calls that are long distance, or that attract other toll charges (e.g., 411), must not be charged to the College. Personal long distance or toll calls made from College telephones must be charged to the employee's home telephone number or calling card, or be placed collect. The College monitors telephone usage, and may require employees to justify long distance or toll charges.
4. Personal long distance faxes are not to be sent from College fax machines.
5. Access to e-mail/Internet is provided to users to assist them in performing their work. Their use of must not jeopardize the operation of the system or the reputation and/or integrity of the College. Users should comply with Guidelines for E-Mail/Internet Usage (Appendix A).
6. Access to Douglas College electronic networks systems and the Internet is controlled through the use of user accounts and passwords. The Director of the Centre for Educational and Information Technology establishes procedures regarding authentication and authorization for the use of College electronic networks systems and the Internet.
7. Personal outgoing mail will be picked up and delivered to Canada Post, provided that the employee is responsible for all postage charges and for ensuring that appropriate postage is placed on the envelope.
8. College facilities are available to employees for rental for personal or non-College purposes, in accordance with Douglas College Policy A10.01.01 College Facilities Use.
9. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.

Responsibility for Actions

1. Employees are responsible for ensuring that their use of College Resources complies with this policy at all times.
2. Senior Executive officers are responsible for ensuring that all employees are aware of this policy.
3. The relevant Dean or Director (or designate) is responsible for taking appropriate action when this policy is contravened.

APPENDIX "A" to Policy A20.01.03

GUIDELINES FOR E-MAIL/INTERNET USAGE

1. Users should carefully consider the intended audience, tone, formality, and format for all e-mail messages.
2. E-mail usage must be able to withstand public scrutiny. Users must comply with all applicable legislation, regulations, policies and standards. This includes complying with copyright and license provisions with respect to both programs and data.
3. Users of Douglas College e-mail must not use e-mail to distribute hoaxes, chain letters, or advertisements; and/or send rude, obscene or harassing messages. Users must not knowingly or with malice, propagate viruses or other devices designed to frustrate the Douglas College or other e-mail systems.
4. The Internet may not be used for illegal or unlawful purposes, including but not limited to copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, gambling, soliciting, or computer system tampering.
5. Individuals may not, without authorization, use the Internet to access, view, alter, or destroy data, software, documentation, or data communications belonging to others.
6. Any e-mail message received which is intended for another person should be returned to the sender. All copies of the misdirected message should be deleted after it has been returned to the sender. An incorrectly addressed message should only be forwarded to the intended recipient if the identity of that recipient is known and certain.
7. The sending of large e-mail attachments (for example, greater than 3 megabytes) to distribution lists should be avoided, or carefully considered, due their impact on the network.
8. The creation of single topic e-mail messages should be done whenever possible. This will facilitate the filing, retrieval and forwarding of messages.
9. GroupWise ALL is intended to be used for College Business. Its purpose is to transmit brief messages which are relevant for all College Employees, or are in support of a College function. Direct access to GroupWise ALL is limited, based on procedures and practices determined by the Technology Planning and Management Committee.