ISP-13 - Email and Electronic Communications Security Policy

EMAIL AND ELECTRONIC COMMUNICATIONS SECURITY POLICY

Policy Objective

This policy is to ensure the secure, effective, and responsible use of electronic communications in and for Parkland College.

Scope

All persons who access Parkland College systems for electronic communication and all the systems for electronic communication within the reasonable control of the college.

Policy

Section 1 – Email and Electronic Communications

• Parkland College uses Email as an official means of communication.

• All Parkland employees, students, and others as determined by College administration are issued an official Parkland Email account.

• Parkland Email and Electronic Communications services are the official Email and Electronic Communications services to be used for instruction, instructional support, advising, service, administration, and college-related correspondence in support of the College’s mission.

• The College has the right to send communications via email and expect those communications to be read in a timely fashion.

• Email and Electronic Communications must be secured in a way that complies with all Federal, State, and Local laws as well as College policies, standards, rules, and regulations. Users are responsible for safeguarding their credentials and are responsible for any Email and other Electronic Communications transactions made under the authorization of their own Parkland user account.

• Sharing of individual user mailboxes and accounts is prohibited.

• Users must follow security procedures published by Campus Technologies when accessing or using their Email and other Electronic Communications accounts or any other related service regardless of the device used for such access.

• Parkland Email and Electronic Communications addresses may be listed in the campus directory and other publications as allowed by federal, state, and local laws and regulations and at the discretion of the college.

• Parkland College is not responsible for handling of Email and Electronic Communications by unsupported systems or clients.

• Email and Electronic Communications is subject to laws regarding the sharing of sensitive information including, but not limited to:

  • Freedom of Information Act (FOIA)

  • Family Educational Rights and Privacy Act (FERPA)

  • Health Insurance Portability and Accountability Act (HIPAA)

• Unencrypted Email and Electronic Communications correspondence is subject to filtering, monitoring, and data loss prevention activities and shall follow the Parkland College Information Services Privacy Policy.

Section 1a – Inappropriate Use

• The Email and Electronic Communications systems and services are not to be used for purposes that may strain storage or bandwidth.

• Inappropriate use of Parkland Email and Electronic Communications systems and services includes, but is not limited to:

  • Email and Electronic Communications for unlawful purposes such as copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, illegal solicitation, intentional systems disruption, malicious phishing, or computer tampering.

  • Email and Electronic Communications that violates Parkland College rules, policies, or administrative orders.

  • Viewing, copying, altering, or deletion of Email and Electronic Communications, accounts, or files belonging to Parkland College or another individual without permission.

  • Opening Email and Electronic Communications attachments from unknown sources.

  • Use of Parkland Email and Electronic Communications systems and services for non-Parkland commercial activities, political campaigning, and dissemination of chain letters.

  • Use of Parkland Email and Electronic Communications by persons not associated with the College.

Parkland College utilizes various other electronic communications tools and media including, but not limited to, instant messaging, video conferencing, social media, websites, publications, and content sharing services. The provisions in this policy also apply to all other Parkland College electronic communications.

Standards

ISP-13 - Email and Electronic Communications Standard (login required)