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Communications Policy

General
University College Cork (?UCC?) has established this Policy and an Acceptable Use Policy (?AUP?) with regard to the use of UCC?s communications systems.  These systems include individual personal computers (?PCs?) provided to staff and students, personally owned computers using UCC?s IT facilities, all associated software, UCC?s telephone, voicemail and electronic mail (?e-mail?) systems, fax machines, mobile phones (including web-enabled mobile phones), all centralised computer equipment, and the local and wide area networks.  UCC reserves the right to amend this Policy at any time.

UCC has provided these systems to support the activities of the University.  Although limited personal use of UCC?s systems is allowed, subject to the restrictions outlined below, no use of these systems should ever conflict with the primary business purpose for which they have been provided, with UCC?s responsibilities or applicable laws and regulations.  Each user is personally responsible for ensuring that these guidelines are followed.

All data in UCC?s systems (including documents, other electronic files, e-mail and recorded voicemail messages) is the property of UCC.  UCC may inspect and monitor such data at any time where there is reason to suspect that this Communications Policy or the AUP is being breached and also for the purposes of backup and problem solving.  UCC may also monitor in circumstances where it is required to do so by law.  Therefore, no individual should have any expectation of privacy for messages or other data recorded in UCC?s systems.  This includes documents or messages marked ?private?, which may be inaccessible to most users.  Likewise, the deletion of a document or message may not prevent UCC from accessing the item in question. 

If any breach of this Policy by a staff member is observed, then disciplinary action up to and including dismissal may be taken in accordance with UCC?s Disciplinary Procedures.

Students should note that breach of this Policy may lead to disciplinary action in accordance with UCC?s Disciplinary Procedures.

Alumni should note that breach of this Policy may lead to immediate discontinuance by UCC of the alumni?s e-mail service, without notice being required to be given of such discontinuance.

Passwords and Access
The following activities, which present security risks, must be avoided by all users.

  • Attempts should not be made to by-pass or render ineffective security measures provided by UCC.
  • Passwords must not be shared between users.  If written down, passwords should be kept in locked drawers or other places not easily accessible.
  • Document libraries, folders or files of other users should not be browsed unless there is a legitimate reason to do so.
  • UCC?s computer facilities should not be used to attempt unauthorised access to or use of other computer systems or data.
  • Unlicensed software or other material should not be loaded or executed on UCC?s equipment where this is likely to breach the licensing conditions or copyright regulations. 

Security
There are a number of practices which individual users should adopt that will foster a higher level of security.  Among them are the following:-

  • Disconnect your personal computer when you leave your work area or office for an extended period of time.
  • Exercise judgment in assigning an appropriate level of security to documents stored on UCC?s networks, based on a realistic appraisal of the need for confidentiality or privacy.
  • Back up any information stored locally on your PC (other than network based software and documents) on a frequent and regular basis. 

Staff E-Mail

  1. Each staff member within UCC is provided with an email account to assist with their work for the University.
  2. Email account holders must comply with the .
  3. The email account, and any information contained in it including content, headers, directories and email system logs, remains the property of UCC.  In general, UCC will respect the privacy of a staff member?s email account. However, UCC reserves the right to review, audit, intercept, access and disclose messages created, received or sent in certain circumstances, including where: (a) there is reason to suspect that this Policy and/or the AUP is being breached; (b) for the purposes of back-up and/or problem solving; (c) when UCC is required to do so by law; (d) where, without access to the information in the account, the operations or functions of the University or a University department are likely to be seriously obstructed or impeded or where there could be serious safety or financial implications; (e) where the account holder is no longer a member of staff or retired staff; and (f) when an e-mail message is undeliverable (this is normally due to an incorrect address in which case the e-mail is redirected to the e-mail administrator who has to either open or redirect it accordingly or discard it).
  4. Email traffic is monitored by the Computer Centre to ensure efficient system performance and, when necessary, to locate problems/bottlenecks. Monitoring for this purpose may require an examination of the contents of messages.
  5. Incidental use of an e-mail account for personal purposes is allowed.  However, systematic use on behalf of individuals or organisations that are not closely associated with UCC is not allowed.  Personal use of e-mail is also subject to the same policies and regulations as official use.
  6. Email held on central servers is backed up centrally on a three-week cycle to ensure system reliability and not for archiving purposes.
  7. All email messages may be subject to the Freedom of Information Act.
  8. Arising out of the need to protect UCC?s network, UCC cannot guarantee the confidentiality of information stored on any network device belonging to UCC.
  9. Great care should be taken when attaching documents to ensure the correct information is being released.
  10. An email should be regarded as a written formal letter. Any defamatory or careless remarks can have very serious consequences. The use of indecent, obscene, sexist, racist or other inappropriate remarks whether in written form, in cartoon form or otherwise, is strictly prohibited.
  11. To prevent computer viruses being transmitted through the network, care must be taken when dealing with suspect e-mails and attachments of unknown origin are received.
  12. If you receive any offensive, unpleasant, harassing or intimidating messages via e-mail, you are requested to inform UCC?s Director of Human Resources immediately.
  13. You should employ good house keeping practices in the management of electronic documents such as employing a naming convention; having a backup schedule; deleting regularly; using passwords and producing paper copies if required to maintain the integrity of manual files.  Electronic records should take on the same retention schedule as their paper counterparts.
  14. Messages should be accessed only by the intended recipient. Staff members are not authorised to retrieve or read any e-mail messages that are not sent to them.

Internet
UCC?s Internet connections are intended for activities associated with the functions of the University, the exercise by staff of their responsibilities and duties and the professional/academic development of staff and students. The use of UCC?s systems to access the Internet for reasons unrelated to these activities is not permitted.

Internet usage is monitored on a systematic basis by UCC where there is reason to suspect that this Policy and/or the AUP is being breached and also for the purpose of back-up and/or problem solving.  Internet usage may also be monitored by UCC when it is required to do so by law. 

Internet access and e-mail should not, for example, be used for the following;

  • personal gain or profit.
  • to represent yourself as somebody else.
  • to advertise or otherwise support illegal activities.
  • to provide lists or information about UCC or UCC staff or students to others and/or to send other confidential information without approval.
  • when it interferes with your responsibilities.

Student and Alumni Email

  1. Each registered student in UCC is provided with an email account for their personal use and to enable UCC to communicate with them.
  2. Email account holders must comply with the .
  3. UCC reserves the right to review, audit, intercept, access and disclose all messages created, received or sent in certain circumstances, including where: (a) there is reason to suspect that this Policy and/or the AUP is being breached; (b) for the purposes of back-up and/or problem solving;  (c) when UCC is required to do so by law; (d) where, without access to the information in the account, the operations or functions of the University or a University department are likely to be seriously obstructed or impeded or where there could be serious safety or financial implications; and (e) when an e-mail message is undeliverable (this is normally due to an incorrect address in which case the e-mail is redirected to the e-mail administrator who has to either open or redirect it accordingly or discard it).
  4. Email traffic is monitored by the Computer Centre to ensure efficient system performance and, when necessary, to locate problems/bottlenecks. Monitoring for this purpose may require an examination of the contents of messages.
  5. E-mail held on central servers is backed up centrally on a three-week cycle to ensure system reliability and not for archiving purposes.
  6. Arising out of the need to protect UCC?s network, UCC cannot guarantee the confidentiality of information stored on any network device belonging to UCC.
  7. Email messages must not be forwarded (redirected) automatically to other accounts from a user's UCC account.

This Communications Policy is reviewed from time to time and any new or amended Communications Policy  introduced by the University must be observed by all users.

Approved by the I.T. Policy Committee  -  19th December 2005


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