Telecommunications Use Policy

Introduction:

Serving a broad base of users ranging from faculty, staff, and students; our technology and telecommunications resources seek to serve each constituency whether it be for customer service, collaborating with a distant colleague on research, or making a phone call home; these services meet numerous needs.

The broad principle in the use of telecom resource is one appropriate use in relation to a community member’s function.  While we seek to manage our resources from a perspective of grace, the Telecom Services group reserves the right to limit and/or terminate the service of any user it deems necessary to maintain overall serviceability for the entire community.

Standards for the Proper Use of Telecommunication Resources:

For this policy, we consider the definition of telecommunication resources as any device connected to our telecom network such as phones, modems, faxes, or VOIP devices; in addition we also include the use of our internal telecom network, external local exchanges, and long-distance networks to be included in this definition.

The university empowers the Telecom Services group to take action against any user who without authorization, accesses, uses, disables, or dismantles any telecom resource installed at any of its locations.

Though not exhaustive, the following points define several general telecommunication access issues:

  1. This policy applies to all members of the Trinity Western University community who use or access our telecommunication resources accessed from or to a university location.
  2. Individual departments of the university, in cooperation with Telecom Services, may define additional controls on the use of telecommunication resources.  Such conditions must be consistent with the overall telecommunications policy but may provide for increased accountability, management, and/or restrictions on use.

  3. Telecom Services considers as unethical and unacceptable, and just cause for disciplinary action up to dismissal in extreme cases; any activity through which an member of the community:

    1. Seeks or gains unauthorized access to telecommunications resources
    2. Without authorization alters, dismantles, prevents rightful access to or otherwise interferes with either individual or corporate use of either TWU or public telecommunications systems;
    3. Without authorization invades the privacy of individuals or entities that are creators, authors, users, or subjects of telecom resources
    4. Uses or makes available to others the use of telecom resources for personal gain apart from such gains as may accrue in connection with appropriate functions of a position in the community or otherwise authorized access;
    5. Makes use of the resources for purposes that are contrary to the University’s mission, code of conduct, and any other specific codes the university maintains corporately.
  4. When use of external telecommunications networks are involved, the policies governing their use is applicable and may result in criminal prosecution.

Using the broad spectrum our telecommunication resources serve, we identify the need for balance between the right to privacy of users and the obligations of Telecom Services staff to ensure service availability:

  1. Telecom Services acknowledges the user’s right to expect the privacy and confidentiality of their phone conversations and their use of the system will not be violated;
  2. Users acknowledge, through accepting the privilege of access to telecommunication resources, that the Telecom Services group have the jurisdiction to carry out their responsibilities to keep telecommunication resources operating and available to the community

Procedures:

The following procedures will be followed:

Access to telecommunication resources is a privilege that is granted to faculty and staff (both full-time and part-time) on the basis of their employment, and of the resident student population as component of their housing package.

  1. A copy of this policy will be given to all new users accessing telecommunication resources and will be posted on the public website for all existing users.  Use of any telecommunication resources will constitute acceptance of this policy.
  2. In the investigation of abuse or misuse of telecommunications resources, the following procedures will be followed;
    1. If the suspected violation is identified to a student used resource, Telecom Services will work with the Community Life group of Student Life and use the Student Accountability process to investigate the event and take disciplinary action if needed.
    2. Should the event have occurred within the Faculty, Telecom Services will work with any of the following at the discretion of the AVP; the Academic Vice President, the Associate Vice President Academic, the relevant Dean, or direct supervisor of the academic employee.
    3. Should the event have occurred within the Administration, Telecom Services will work with any of the following at the discretion of the area vice president; the area vice president, Executive Director or Director, or the direct supervisor of the administrative employee.
    4. In all cases, should disciplinary action be required it is the responsibility of the area vice president in cooperation with the Human Resources department.
    5. Where actions have resulted in the violation of provincial or federal laws, licenses, established contracts, or the policies of externally accessed networks further action may be taken by the external party.

Policy created: March 2002

Revised: January 2006

Version: 2.0