Information Technology Use

Information Technology Use

Policies, procedures and precautions to keep you safe while you surf.

We are here to help with any IT issues you may have. There are important policies in place to ensure safe use of equipment and resources. 

Here you’ll find information on policies using social media and communication devices, as well as precautions we’ve put in place for your security and protection.

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IT Policies

What you need to know about using technology at Urbana.

Urbana University acquires, develops, and maintains computer, network, computer system, and communication resources. These resources are provided to create a reliable, fully functional environment for efficient and effective communication and data processing for students, faculty and staff.

Although the University may provide each employee with computer, network and phone access, all data stored is, and remains, the property of the University. This includes, but is not limited to, electronic devices, email, voicemail, instant messages and all files and documents composed, sent, received or deleted. They are and will remain University property. 

All employees are expected to conduct themselves in a professional and responsible manner when using University technology resources. Employees are expected to represent themselves and the University appropriately when speaking on the phone, through email and in any other form of communication. 


Proper Use of Technology Resources

We ask that you follow the guidelines and policies at all times. The following actions are prohibited and if not followed, could result in disciplinary action:

  • Communication or information involving obscenity, pornography, copyright or trademark infringement, fraud, abuse, or hacking Communication or information involving workplace violence, discrimination or sexual harassment 
  • Any communication that is abusive, defamatory or disparaging of University employees, students, customers, competitors or anyone else 
  • Intentional or unintentional misuse of the right to use business or personal software as defined by the copyright owner 
  • Accessing accounts or data of another employee or a student without appropriate authorization or permission 
  • Use of University resources for commercial purposes or for personal, financial or other gain
  • Implying a representation of the University without appropriate authorization or permission 
  • Using University trademarks and logos without proper authorization or permission 


Proper Use of Technology and Communication Devices

Urbana University communication services and equipment (e.g. telephone, email, fax, copiers, modems, Urbana University online learning and collaboration tools) are provided for University purposes only. Care should be exercised so that no personal communication appears to be an official communication of the University. 

All users of University software are required to abide by all appropriate license agreements and copyright laws. Employees may not load unapproved software programs onto computers or any programs including updates from the internet or related online services. 

All postings of printed materials in University locations must be approved in advance by Human Resources. (Info seems out of place)

Professional conduct is extremely important when representing the University in everyday business. Please represent yourself and the University well when communicating on the University’s behalf. (Info seems out of place)


Technology and Communication Monitoring

University telephones, voicemail, instant messages and email are all important links in communicating with colleagues, students, prospective students and other business contacts. Communications using University technology should be strictly limited to University business. 

When using the University’s email, voice mail or other equipment an employee acknowledges the University’s right to conduct such monitoring. 

There should be no expectation of privacy when using these communication tools. Even when a message is deleted, technology allows for the retrieval of data. Therefore, the University does not ensure the privacy of any messages, deleted or otherwise. 

Trade secrets or proprietary information or other confidential information should never be exchanged or communicated without proper approval from either your supervisor or Human Resources. Any communications that contain privileged materials must be clearly identified as privileged. 

Any supervisory request to monitor an employee’s technology usage must be pre-approved by Human Resources.


Cell Phones and Mobile Devices

University cell phones and other mobile electronic devices (such as laptops, smart phones, etc.) are common in the workplace. However, some features that are included in many cell phones and mobile devices make them both potentially a distraction and a danger to the University’s confidentiality. 

To ensure confidentiality and employee safety, the University reserves the right to monitor the use of such devices within the work setting. Therefore, employees should have no expectation of privacy with regard to the use of cell phones or other electronic devices within the scope of employment. Use of University cell phones and other mobile electronic devices should be limited to business purposes. 

All employees should limit the amount of personal cellular phone and other mobile electronic device usage, personal conversations and/or text messages during work hours.


Social Media Policy

Social media and networking sites are powerful tools that can be leveraged to build Urbana’s reputation, strengthen our brand, and enhance communication among our constituents. Social media can take many different forms, including internet forums, blogs, online networking profiles, wikis, and instant messaging. While use of these tools is not prohibited, employees are expected to abide by University policy and guidelines for appropriate online conduct and to avoid the misuse of this communication medium. 

Acceptable use of social media during work hours is dependent on an individual’s position within the University and associated job duties. Regardless of whether using social media for job related or personal use, employees are personally liable for all communication published online. Content published on personal sites should never be attributed to, or appear to be endorsed by the University. This policy applies to all employees when using social media both on and off duty. 

When using social media, please follow the guidelines below: 

  • Do not post any financial, confidential, sensitive, or proprietary information about the University, its employees, or students. Each individual is responsible for the content they post. 
  • Speak respectfully about the University, its employees, and students. Do not engage in any behavior that will reflect negatively on the University’s reputation or your reputation as an employee.
  • Provide factual, accurate information. If information has been improperly communicated, please contact the Director of Public Relations. 
  • If you see unfavorable opinions, negative comments, or criticism about yourself or the University, do not send a written reply that may escalate the situation. Instead, forward this information to Human Resources. 
  • Although social media serves as an excellent means of fostering engaging communicating between faculty and students, issues pertaining to administrative issues (i.e. grade or attendance discrepancies) should be communicated via Urbana email to provide documentation and privacy adherence. 
  • When posting content regarding the University, fully disclose your relationship with Urbana using a disclaimer to make it clear that these views are not reflective of the views of Urbana University. Ex: “The opinions expressed on this site are my own and do not necessarily represent the views Urbana University.” 
  • Do not post obscenities, slurs, or personal attacks that can damage both your personal reputation as well as the University’s. 
  • Do not infringe on copyrights or trademarks. Only use images after being granted permission by the proprietary owner and remember to cite information if it’s not your own thoughts. 
  • If contacted by media outlets, refer them to the Director of Public Relations. 
  • The University reserves the right to monitor content posted on the web, within social channels regarding its name, reputation, and its employees. Posts that violate the outlined Social Media Policy will either be removed or requested to be removed. 
  • Users who violate the policy may be subject to discipline, up to and including termination of employment. If you have any questions about this policy or a specific posting, please contact Human Resources. 


Security and Privacy

The University has implemented extensive measures to protect corporate, student and employee information, in addition to security to protect technology resources required to provide a quality education. Employees should be aware, however, that the University cannot guarantee privacy.


Computer Security

As part of the responsibility to maintain computer security, several items to consider are listed below: 

  • Update passwords regularly and do not share them with others. 
  • Each employee is responsible for all transactions made under their password. 
  • Keep jump drives, CDs, and/or any other electronic storage devices containing confidential information in a locked desk or cabinet. 
  • All University data on permanent and removable computer storage is an asset of the University and must be treated with appropriate confidentiality. 
  • Log off or lock computers when away from work area.
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