Limits of Privacy

Retention and Security of Messages. Email and voicemail messages, and computer-stored items all are University property and business records, and may have legal and operational effects identical to that of traditional, hard-copy documents. Accordingly, all email messages should be treated as though they may later be viewed by others. While confidential information may be contained in such messages, they should be created with the same care would be used in creating hardcopy documents.

Remember that no electronic communications facility is completely secure. This means that information stored on or carried over University communications tools may be the subject of accidental or intentional interception, mis-delivery, attack, or authorized University review.

When stored on computers, email messages and other files typically are subject to routine backup procedures. This means that copies of these files may be retained for long periods, in accordance with backup recycling and document retention procedures. Also, many site-wide backup systems do not guarantee privacy of backup copies (e.g., system administrators may have access).

A Limited Expectation of Privacy. The University respects the personal privacy of its students. However, because communications tools are provided for the University’s academic purposes, student rights of privacy in this context are quite limited. Students and others should have no expectation that any information transmitted over University facilities or stored on University-owned computers is or will remain private. These systems are owned and/or controlled by the University and are accessible at all times by the University for maintenance, upgrades, or any other business or legal purposes. Students who use University communications tools should be aware that our firewall (and other security tools) creates an audit log detailing every request for access in either direction by each user. Also, in the course of their duties, system operators and managers may monitor student use of the Internet or review the contents of stored or transmitted data.

The University permits personal use of all these communication tools on the express understanding that it reserves the right (for its business purposes or as may be required by law) to review student use of, and to inspect all material created by or stored on, these communications tools. Use of these tools constitutes each student’s permission for the University to monitor communications and to access files that are made on or with these communications tools.

University Access to Computers, Voicemail, and Email Systems. University administration may routinely examine students’ communications or files. Such examination generally may be expected to occur in the following circumstances, which are not intended to be all-inclusive:

• Ensuring that University systems are not being used to transmit discriminatory or offensive messages, or in connection with the infringement or violation of any other person’s rights;
• Determining the presence of illegal material or unlicensed software;
• Counteracting theft or espionage;
• Ensuring that communications tools are not being used for inappropriate purposes;
• Responding to legal proceedings that call for producing electronically stored evidence;
• Locating, accessing, and retrieving information in a student’s absence; and
• Investigating indications of impropriety.

Consequences of Violating Policies. Misuse of any University communications tool or violation of these policies may result in disciplinary action up to and including suspension and dismissal from the University.

Questions/Changes to Policies. Questions regarding these policies may be directed to the Vice President for Academic Affairs or the University President. The University intends generally to observe these policies but also reserves the right to change them at any time without prior notice. The University will make reasonable efforts to provide notice of such changes.