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Indiana University

Staff Handbook

Communications Use and Responsibilities

Information Technology

WEB RESOURCE
University Information Technology Services (UITS)

Information Technology
Access to IU information technology resources (computing, networking, phones, etc.) is a privilege granted to all university Academic and Staff employees and students. Secure, legal, and ethical usage accompany that privilege. Your computer accounts, passwords, and other types of authorization are assigned to you. You are responsible for their security and you should never share them with others.

You are responsible for adhering to all of IU’s
official IT policies at informationpolicy.iu.edu/policies/.

Use of technology resources must be limited to support one’s studies, instruction, duties, official business with the university, and other university-related activities. However, “incidental personal use” is an accepted and appropriate benefit of being associated with IU’s rich technology environment. Such use must adhere to all university policies covering appropriate use. Also, senior managers have the right to disallow or define appropriate forms and levels of “incidental personal use” for their departments.

Examples of “Incidental Personal Use”
  • Use of e-mail to send personal messages to friends, family, or colleagues
  • Use of the personal home page (PHP) server to provide information about your hobbies and interests
  • Use of the telephone to make a local doctor’s appointment.

E-mail

WEB RESOURCE
UITS

Your department will assist you in opening a computer account that gives you access to the university network and facilities. This includes the capability to send and receive e-mail. IU encourages you to use e-mail as a tool to help you carry out your tasks more efficiently.

University policy prohibits sending messages or materials that are obscene, threatening, or otherwise violate the law, and imposes other limitations on technology resource usage. Under appropriate circumstances, university administration or information technology personnel may access the content or non content-based attributes (e.g., headers) of employee e-mail messages. It is also possible that employee e-mail may be obtained in the course of litigation or law enforcement activities.

When using e-mail, you should be discreet. Its contents should be considered no more private than that of a postcard. As a rule of thumb, do not send any message that you would not want a person other than the receiver to see.

Campus and U.S. Mail

The university handles two types of mail: internal Campus Mail and U.S. mail. The university is able to use its internal Campus Mail system free of charge for university business. Under federal rules and regulations, personal mail must first go through the U.S. mail system before Campus Mail can deliver it. Also, the university assumes that any mail delivered to a university address is university business. Authorized persons may open mail, even though it may be addressed to you. To avoid overloading the Campus Mail delivery system, do not have personal mail or packages sent from or delivered to the workplace.

Telephone

Follow the guidelines of your department regarding personal telephone calls. You should reserve business phones for business calls. If a personal call is necessary, make the call during lunch, break time, or when it does not interfere with work. Calling 900 numbers or other long-distance numbers that result in charges to the university is not allowed. Charge these types of calls to your credit card or home phone.

You may be authorized to make business-related long distance calls. If so, the university will give you an access code and instructions on how to use the university long distance system properly. This access code is not to be used for making personal calls.

If you have questions about the use of telephones or telephone equipment, call a consultant at your campus phone services department.

 

Page updated: December 2012
University Human Resources
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