Departmental Policy on Electronic Communications

Approved by Library Management Council on 03/19/01

Revised April 11, 2005 (latest revisions noted in red)

A supplement to:

Vanderbilt University and Medical Center Policy # HR-025; Electronic Communication Policy

Vanderbilt University Computer Privileges and Responsibilities

It is the philosophy of the Jean & Alexander Heard Library that Vanderbilt University electronic communications are to be used to enhance and facilitate teaching, learning, scholarly research, support academic experiences, to facilitate the effective business and administrative processes of the University, and to foster effective communications within the academic community.

RESPONSIBLE USAGE:

It is the responsibility of each staff member to effectively and efficiently use our information technology resources.  The primary focus is to ensure that the resources are used in a manner that does not impair or impede the use of these resources by others.  Responsible use includes:

1. Using computer and network resources appropriately, efficiently and with good judgement.
2. Respecting the freedom and privacy of others
3. Incidental personal use by staff members is reasonable provided it does not interfere with work performance or negatively impact other users.
4. Use of network services is appropriate when conducting duties as employees, official business within the University, and other University-sanctioned activities.
   1. Appropriate uses include work related to non-profit library organizations (ALA, ACRL, etc.) and limited use related to non-profit organizations such as community groups or clubs.
   2. Acceptable circumstances for sharing account and/or password information:

   a.      Generic passwords that apply to specific library functions.  These include passwords associated with circulation desk workstations, general reference desk accounts, and others that relate to network accounts created for specific functions not those created for individual employees.

   b.      Administrative accounts related to the management of computer systems.  These may be shared only among staff with specific training and authority that corresponds to the technical functions involved.

IRRESPONSIBLE OR INAPPROPRIATE USAGE:

1. Intentionally or carelessly performing an act that places an excessive load on a computer or network to the extent that other users may be denied service or the use of electronic networks or systems may be disrupted.  This may include, but is not limited to:

   1.      Downloading music, video files, or internet radio, except for library related purposes (e.g. collection development).

2.      Making excessive use of chat rooms and interactive games on the web.

2. Use of the University's information technology resources is prohibited for commercial activities, personal financial gain, and non-University business or fundraising.  This includes soliciting, promoting, selling, marketing or advertising products or services for the benefit of employers other than Vanderbilt or any large scale use for any non-Vanderbilt organizations (for profit or non-profit).
3. Users may not use network services to threaten, harass, stalk, defame, or otherwise interfere with the legal rights of others. This includes sending repeated and unwanted communication by electronic mail or other electronic communication that is sexual in nature, is motivated by race, ethnicity, religion, gender, disability, age, sexual orientation or disseminating personal or sensitive information about an individual(s).
4. Users must respect the privacy of other users, but should be aware that no electronic communication, once sent, can be guaranteed to be private.  Examples of lack of respect for the privacy of others include, but are not limited to, reading their mail, accessing their files, attempting to “crack” their passwords, or using their computer account or electronic mail address (except as may be required for the purpose of facilitating official University business).
5. When communicating confidential or sensitive material, please be aware that confidentiality cannot be guaranteed on the Internet unless the e-mail has been encrypted.
6. Interference with or disruption of computer systems and networks and related services, including but not limited to interference with software or systems meant to stop or slow the propagation of computer "worms", "viruses" and "Trojan Horses".
7. Negligently or intentionally revealing passwords or otherwise permitting the use by others of University-assigned accounts for computer and network access (except as may be required for the purpose of facilitating official University business).  Individual password security is the responsibility of each user.  The user is responsible for all uses of their accounts.  Passwords include VU-Net ID (both V-password and E-password), the password associated with staff member's Heard Library Network account (the password to gain access to the Library network), and the password used to gain staff access to Acorn.

ELECTRONIC COMMUNICATION BEYOND INDIVIDUAL AREA OF RESPONSIBILITY

Distribution of bulk/broadcast/mass e-mail, voice mail or fax messages beyond an individual's area of responsibility are allowed through appropriate channels and with approval.

Communications to “all library staff” or to "Heard Library staff" should only be sent by a member of LMC or with the explicit approval of a member of LMC.

Communications restricted to the entire staff of an individual library division is governed by the local division policy and/or with the prior approval of the division director.

REPORTING IRRESPONSIBLE OR INAPPROPRIATE USE:

If a person believes that a violation of this policy has occurred, he/she should contact his/her immediate supervisor, who will report the incident to their Division/Department Director.

QUESTIONS ABOUT THIS POLICY:

If a staff member has any questions about their specific computer and/or network use or any provisions of this policy, they should discuss this with their immediate supervisor.

  last updated: April 2005