KTUC Email And Network Resources Use Policy

A summary of the following policy is to be included at the end of all email correspondence of the Leffler Foundation.  Below is the text of the full policy.

Overview

Information, including information entrusted to Kentucky Technical University Corporation by its clients, donors and business partners must be protected by taking reasonable and appropriate steps to ensure information’s confidentiality, integrity, and availability. All members of the Kentucky Technical University Corporation workforce and all information systems used by Kentucky Technical University Corporation are required to comply with the information security policies.

Monitoring

Employees should assume that the contents of any message, document, or other matter sent through any communications services and equipment used by Kentucky Technical University Corporation may be seen by Kentucky Technical University Corporation management and others with a legitimate need to know. To protect the interests of our clients and donors, Kentucky Technical University Corporation reserves the right to monitor, retrieve, and/or store any voice or e-mail messages, online service activity by individual user, or other material, in any communications services and equipment used by the Firm.

Kentucky Technical University Corporation reserves the right to access and disclose, for legitimate business and/or legal reasons, any message, document, or other matter sent through any communications services and equipment used by Kentucky Technical University Corporation.

Policy Violation

Any user who is found, after appropriate investigation, to have violated this policy will be subject to appropriate disciplinary action, up to and including termination.

Appropriate Use of Email

Email is a critical mechanism for business communications at Kentucky Technical University Corporation. Use of Kentucky Technical University Corporation’s electronic mail systems and services are a privilege and therefore must be used with respect and in accordance with the goals of Kentucky Technical University Corporation.

This policy applies to all email systems and services owned by Kentucky Technical University Corporation, all email account users/holders at Kentucky Technical University Corporation (both temporary and permanent), and all organization email records.

General Expectations of Users

Important official communications are often delivered via email. As a result, employees of Kentucky Technical University Corporation with email accounts are expected to check their email in a consistent and timely manner so that they are aware of important announcements and updates, as well as for fulfilling business- and role-oriented tasks.

Employees must not utilize the communications services and equipment used by Kentucky Technical University Corporation in any way that may be seen as insulting, disruptive, or offensive to other persons, or harmful to morale. Examples of forbidden transmissions include sexually-explicit messages, cartoons, or jokes; ethnic or racial slurs; or any other message that can be construed to be harassment or disparagement of others based on their sex, race, sexual orientation, age, national origin, gender identity, religious beliefs, or other personal characteristics or circumstances.

Inappropriate Use

Kentucky Technical University Corporation’s email systems and services are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Individual email use will not interfere with others’ use and enjoyment of Kentucky Technical University Corporation’s email system and services. Email use at Kentucky Technical University Corporation will comply with all applicable laws, all Kentucky Technical University Corporation policies, and all Kentucky Technical University Corporation contracts. The following activities are deemed inappropriate uses of Kentucky Technical University Corporation systems and services and are prohibited:

  • Use of email for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of computer viruses).

Monitoring and Confidentiality

The email systems and services used at Kentucky Technical University Corporation are owned by the organization, and are therefore its property. This gives Kentucky Technical University Corporation the right and responsibility to monitor any and all email traffic passing through its email system. While the organization does not actively read end-user email, IT employees may inadvertently read email messages during the normal course of managing the email system.

In addition, backup copies of email messages may exist, despite end-user deletion, in compliance with Kentucky Technical University Corporation’s records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and prevent business data loss.

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