Personal Use Policy

TO: Deans, Directors, and Department Chairs

FROM: Wayne R. Jones, University Treasurer

DATE: April 17, 1996

SUBJECT: Personal Use Policy

LAST REVIEWED: March 1, 2001, Director of Computing Policy

The attached Personal Use Policy provides guidelines to employees and supervisors concerning the use of the University's resources and services. This policy is being distributed at this time due to the uncertainty many employees have expressed as to the allowable uses of University resources. Also, technology has provided new means of communication at lower cost, which require guidance in the use thereof.

Please make sure all employees and supervisors in your area(s) are aware of this policy. If you have questions concerning this policy, please contact Susan Ehringhaus, Senior University Counsel at 962-1219, email susan_ehringhaus@unc.edu, or Roger Paterson, Associate Vice Chancellor for Finance at 962-7242, email roger_patterson@unc.edu.

The University of North Carolina at Chapel Hill
Personal Use Policy

The University deals constantly with the public's perception of how we conduct the business of the University. All University employees must be constantly mindful of the public trust that we discharge, of the necessity for conducting ourselves with the highest ethical principles, and avoiding any action that may be viewed as a violation of the public trust. As custodians of resources entrusted us by the public, government entities, and private donors, we should always be mindful of how we utilize these resources. As members of a campus community, we should also be mindful of our responsibility to act so that others are not deprived of access to these same resources as they perform their duties. These resources include, but are not limited to, employee's time, facilities, supplies, and equipment, such as telephones, fax machines, and computers.

Guidelines

The use of the University's resources and services for non-official purposes is permitted only in compliance with the following criteria:

1. The cost to the University must be negligible.
2. The use must not interfere with a University employee's obligation to carry out University duties in a timely and effective manner. Time spent engaged in the non-official use of University resources is not considered to be University work time.
3. The use must in no way undermine the use of University resources and services for official purposes.
4. The use neither expresses nor implies sponsorship or endorsement by the University.
5. The use must be consistent with state and federal laws regarding obscenity, libel, or the like, and state and federal laws and University policies regarding political activity, the marketing of products or services, or other inappropriate activities.
6. Users should be aware that internal or external audit or other needs may require examination of uses of University resources or services and should not expect such uses to be free from inspection.

In applying these guidelines, each case will depend upon the particular circumstances and other important factors such as materiality or reasonableness. The ultimate control, therefore, lies with each employee's supervisor, as that person should have direct knowledge of the behaviors and needs of the individual employee.

Employees should consult with their supervisors in advance if they have any questions about appropriateness of certain practices. A supervisor's decision cannot, however, circumvent other policies and procedures of The University of North Carolina at Chapel Hill that may restrict personal use beyond the limitations cited in these guidelines. For example, the use of University telephones, fax machines, mail services, and vehicles must comply with existing University policies, and the use of University resources in political activity is prohibited.

Telephones and Fax Machines

The University of North Carolina at Chapel Hill's Business Manual states in Telecommunications Services and Facilities (TEL) Policy 2 that, "Only calls related to University business may be charged to University lines or calling cards. Personal calls may not be billed to University telephone numbers. Personal long distance calls may be made from University telephones only when these calls are placed as credit card, collect, third number (non-University) calls." This telephone policy also applies to the use of University fax machines.

Mail Services

The University of North Carolina at Chapel Hill's Business Manual states in Physical Plant (PHY) Policy 18 that "The campus mail system will be used solely for the distribution of U.S. mail delivered to the Campus Mail center and for intra-University mail, including publications produced by the University or its related units but excluding student publications.

"The University mail system will not be used for the distribution of non-University related publications that are designed primarily for free circulation nor for printed publications containing only advertising or designed primarily for advertising purposes. Use of the campus mail system for real estate advertising, chain letter, private use for personal advantage are specifically prohibited. Individuals or departments that abuse the campus mail service will, at a minimum, be billed regular first class postage for all copies distributed."

Vehicles

A supervisor also cannot allow the use of a State vehicle that is not in compliance with Materials Support (MSD) Policy 61 of The University of North Carolina at Chapel Hill's Business Manual.

Political Activity

Political activity by University employees is regulated by federal and state law and University policy. No employee may use University funds, vehicles, equipment, supplies, or other resources in connection with partisan political activities. This includes the use of University electronic resources.

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Last modified: 1997 Jan 30