ELECTRONIC MAIL, VOICE MAIL AND TELEPHONY

ADMINISTRATIVE REGULATION - 3120.3

Electronic mail (e-mail), voice mail and telephones are provided to members of the staff for educational purposes, and for the purpose of conducting the business of the organization. E-mail may be provided to students for educational purposes only. IUSD encourages the use of e-mail and voice mail services to share information, to improve communication, and to exchange ideas. Occasional, reasonable, personal use is allowable.

While all e-mail and voice mail are considered private and confidential, confidentiality cannot be ensured. Users, therefore, should exercise extreme caution in using e-mail or voice mail to communicate confidential or sensitive matters. Users should be aware that deleted messages and files are rarely gone. As pointed out by others, the privacy of e-mail is somewhere between that of a letter and a postcard. Users should not assume that the author of an e-mail message consents to the forwarding of that message to another person.

E-mail and voice mail should be reviewed only by the person to whom it is addressed and is not to be reviewed by any staff member, including those with sufficient computer system privileges to do so. However, users should also be aware that on occasion, network and computer operations personnel and system administrators may, during the performance of their duties, inadvertently see/hear the contents of e-mail or voice mail messages. Except as required legally or in extreme emergency, they are not permitted to do so intentionally, nor to disclose or otherwise use what they may have seen/heard. Management, however, reserves the right to periodically review for good reason, and/or to monitor employees' use of any electronic system, and the right to disclose any information on records to satisfy any law, regulation, or other governmental request. Management also reserves the right to remove any content that it deems in its sole discretion to be unacceptable, undesirable, or in violation of these terms of use, and to terminate the privileges of any user or visitor who misuses or fails to abide by these terms of use.

Except for email messages stored by the user in an archive folder, management deletes all emails older than 180 days. Items left in the trash folder are deleted after 4 days.

All employees are expected to conduct themselves with the same integrity and personal demeanor in electronic communications as in face-to-face dealings with one another.

In order to protect privacy rights, when sending e-mail messages, students shall not include information, such as last names, home addresses or telephone numbers that could specifically identify themselves, and no user shall include information that would specifically identify someone else.

During instructional time in any given classroom, the telephone will be set to voice mail only.

Any use perceived to be illegal, harassing, derogatory, inflammatory, offensive or in violation of other IUSD policies, could be the basis for disciplinary action including restriction of access to the system, up to and including termination of employment.

Unacceptable practices include, but are not limited to:

  • abuse of computer resources
  • any attempt to break in to, or to disrupt computer or telephone resources at IUSD or other sites
  • extreme etiquette violations including mail or messages that degrade, defame, demean or harass other individuals, or mail or messages that are offensive sexually, racially, or in any other way
  • sharing of one's e-mail or voice mail account, or one's access password, or using another's account and/or access password
  • use of e-mail or voice mail or district provided phones for commercial or private business purposes
  • use of e-mail for advertising or solicitation
  • engaging in illegal acts such as gambling, copyright infringement, etc.
  • placing or receiving telephone calls in the classroom during assigned instructional time, except for emergencies

October 16, 2001