25.99.08.R1 Use of Telecommunication Service

Effective: May 8, 2003

Supplements System Policy: System Regulation 25.99.08

1. Workplace telecommunications service includes desk and cellular telephones, facsimile (fax), e-mail, and internet connections. Non-business use of local telecommunication service is permitted as long as that use is of minimal time and duration, does not impede university function, and does not result in additional cost to the state. In the event that it is necessary for an employee to incur an additional charge from a Texas A&M University-Commerce telephone, facsimile, e-mail, or internet connection for non-business use, a personal calling card, collect, or third-party charge should be used. No non-business collect calls should be charged to a A&M-Commerce telephone. (See also System Policy 33.04, Use of System Property.) If the non-business usage of telecommunication services results in a direct cost to A&M-Commerce for any reason, it is the employee's responsibility to reimburse the employee’s department as shown in paragraph 2 of this rule. The use of telecommunication service for private, commercial purposes is strictly prohibited regardless of whether or not it results in an additional charge to Texas A&M University-Commerce.

2. The Computing, Telecommunications, and Information Services department at Texas A&M University-Commerce distributes monthly telephone usage reports to each account manager with costs per call. This report will be used to determine the reimbursement rate for non-business use of University telephone services.

3. The following activities are prohibited:

• Intentionally accessing, creating, storing or transmitting material which Texas A&M University-Commerce may deem to be offensive, indecent or obscene (other than in the course of academic research where this aspect of the research has the explicit approval of the Texas A&M University-Commerce official processes for dealing with academic ethical issues OR information security and/or University Police personnel involved in an investigation of possible violation of this rule or unlawful activity).

• Personal commercial advertising using Texas A&M University-Commerce web sites.

• Violating copyright laws by inappropriately distributing protected works.

4. The following activities are prohibited using University e-mail facilities:

• Sending e-mail that is intimidating or harassing.

• Using e-mail for conducting personal business for profit.

• Using e-mail for purposes of political lobbying or campaigning.

• Posing as anyone other than oneself when sending e-mail, except when authorized to send messages for another when serving in an administrative support role.

• Individuals must not send, forward or receive confidential or sensitive Texas A&M University-Commerce information through non-Texas A&M University-Commerce e-mail accounts. Examples of non-Texas A&M University-Commerce e-mail accounts include, but are not limited to, Hotmail, Yahoo mail, AOL mail, and e-mail provided by other Internet Service Providers (ISP).

• Electronic mail users must not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of Texas A&M University-Commerce or any unit of The Texas A&M University System unless appropriately authorized (explicitly or implicitly) to do so. Where appropriate, an explicit disclaimer will be included, unless it is clear from the context that the author is not representing Texas A&M University-Commerce. An example of a simple disclaimer is: "the opinions expressed are my own and not necessarily those of my employer."

5. The following activities using University e-mail facilities are prohibited because they impede the functioning of network communications and the efficient operations of electronic mail systems:

• Sending unsolicited messages to large groups except as required to conduct agency business.

• Sending or forwarding e-mail that is likely to contain computer viruses.

6. Users of University electronic facilities must be aware that:

• Computer files and e-mail are subject to the same records retention rules that apply to other documents and must be retained in accordance with The Texas A&M University System records retention schedules.

• Computer files and e-mail are subject to the Open Records Act.

7. Violation of this rule may result in immediate disciplinary action that may include, but may not be limited to:

• formal reprimand,

• suspended or restricted access to University Information Resources,

• restitution or reimbursement for any damage or misappropriation of any agency property,

• suspension without pay,

• termination of employment,

• termination of contract,

• expulsion (permanent separation from the institution, as imposed by the Student Affairs Officer if applicable),

• civil prosecution, or

• state and/or federal criminal prosecution.

Contact for Interpretation: Vice President for Business and Administration