South Dakota State University provides access to communication technology, networks, email systems, and other resources to support the instructional, research, service, and administrative missions of the institution.  Faculty, staff and students are encouraged to use these resources to achieve their educational and administrative goals.  Use of these resources is a privilege, not a right.  Everyone is expected to use technology in an ethical and responsible manner, respecting the rights of the University, civil and criminal laws, license and contractual obligations, and other users.  Failure to use these resources responsibly can lead to loss of access and disciplinary action through existing policies applicable to faculty, exempt, career service, or student status.

Privacy
Email and other electronic communications are protected by relevant federal laws and local policies which prohibit interception of messages without proper authorization.  As a general policy, SDSU will not monitor or intercept email or other electronic communications.  Users should recognize, however, that electronic communications are not private in the same sense that a letter in an envelope is private.  Email messages are more analogous to a postcard.  The contents of a message may be read by someone other than the addressee during the transmission process.  Messages can be misdirected, stored in a computer or on back-up tapes, printed, forwarded, or otherwise viewed by parties who are not the intended recipients.  Email messages are subject to discovery during legal proceedings and computer hardware or software can be confiscated as well.  Users should assume that email is a public medium and avoid using the system for confidential communications.

The University may access and inspect electronic communications, data and files under the following circumstances:

• To the extent necessary to conduct routine evaluation, maintenance, and repair of computing equipment and systems;


• In the course of an investigation into alleged misconduct or impermissible use of equipment or systems;


• To protect the health and safety of members of the University community;


• To prevent interference with the academic and administrative missions of the University;


• In response to legal proceedings.

Permissible Use
Multiple communication technology systems (email, InsideState, MyStateOnline, etc.) have been developed and are supported at South Dakota State University to further the legitimate business interests of the institution. Those business interests include the academic, research, service, and administrative tasks related to the accomplishment of work responsibilities for staff, and learning expectations for students.  Authorized users of communication resources are expected to use available resources only for those purposes.

• Personal communications:  Communications unrelated to work or educational purposes are not permitted if use of information resources will generate additional direct costs to the University.  Occasional personal communications, such as a brief email to a friend, would be permissible, just as it would be permissible if the message was conveyed through a local telephone call, since neither approach creates additional costs for the University.  Electronic communications of a personal nature which would result in additional costs to the University, such as printing an extensive document, are not permitted.  Personal long distance telephone calls are prohibited for the same reason.


• Commercial Activity:  Use of University communication technology for personal gain through commercial activity is prohibited.


• License, Trademark and Copyright:  Use which violates license agreements and trademark or copyright laws is prohibited.


• Unauthorized Access:  Attempting to gain unauthorized access to messages, data, or files is prohibited.


• Criminal Activity:  Use which violates state or federal criminal statutes is prohibited.


• Harassment:  Using communication technology to intimidate or harass others in violation of University or Board policy, or state and federal laws is prohibited.


• Advertising and Announcements:




1. Using email for broadcast advertising of meetings, events, and activities or to make announcements is prohibited (information of this nature would be shared on InsideState or MyStateOnline).  Email can be directed to specific individuals when this information comes from recognized University entities and organizations.  COHE, for example, could create a personal user group including all faculty and address messages to that group.  A message sent to system-created distribution groups found in the Global Address List (GAL) would not qualify as being sent to "specific individuals."


2. Broadcast email is permitted only in instances in which the President and/or Vice Presidents consider the information to be critical to supporting the business activities of the University.  Failure by individuals to distribute non-critical information in a timely manner via other communication means will not be relayed via broadcast email.


3. Advertising for events, meetings, or activities which are not officially sponsored by university groups or organizations is prohibited.

Disclaimer
South Dakota State University provides access to communication technology resources.  The University does not regulate the content of information placed on campus technology systems and networks.  The University accepts no responsibility for the content of information placed on the campus systems and networks, except for information placed on the system by the University and its authorized representatives.

Acknowledgments
This policy was formulated using information gained from policy statements prepared by the University of Colorado, University of Nebraska, Michigan State University, and Northern Illinois University. SDSU acknowledges the contributions of those institutions in concept development and specific policy language incorporated into this policy.