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Regulations & Legal Issues

As a university sponsored service, use of GMail provisioned as @jefferson.edu accounts falls under all relevant TJU appropriate use, HIPAA, Email, and other relevant university policies including the Electronic Communications and Information policy below: 

Policy

Computer hardware, software and other equipment which support and facilitate voice mail, electronic mail and access to the Internet are the property of the University and these systems are intended only for business-related purposes. Incidental use for personal reasons is permitted provided that such usage is on personal time, has supervisory permission, and does not conflict with provisions stated elsewhere in this policy or in related University policies.

Communications and information received, sent or stored on University equipment are also considered the property of the University, except in cases where application of the University's policies on Patents (102.15), Copyrights (102.35) and/or Tangible Research Property (102.36) would provide otherwise. Electronic mail and voice mail communications, and Internet usage, are subject to monitoring at any time, with or without notice, to ensure that University's property is being used for business purposes and in a manner consistent with this policy. An employee's, faculty member's or student's use of the electronic mail, voice mail and other computer systems is considered consent to such monitoring. The University reserves the right to override passwords and/or codes, and employees, faculty members and students are expected to provide same upon request to facilitate access. Except for routine monitoring for administrative purposes, access without the knowledge and/or permission of the user requires the authorization of the Vice President for Administration and University Counsel, or their designees.

Users of the electronic mail and voice mail systems are specifically advised that they do not have a personal privacy right in any matter created, received or sent via these systems. In addition to the monitoring discussed above, there may be accidental transmission to third parties, or purposeful retransmission to another's mailing list, access in the process of trouble-shooting hardware or software, and other similar situations.

Access, download or transmission of communications that contain pornographic, obscene or sexually explicit material (unless related to clinical or academic purposes), racial slurs or similar offensive material is prohibited. This prohibition includes any communication which contains sexual or racial overtones, disparages an individual(s) based on race, sex, age, national origin, religion, sexual orientation and/or any other personal characteristic protected under federal, state or local laws, or which would be inconsistent with the University's policies on Equal Employment Opportunity and Sexual Harassment.

No employee, faculty member or student shall access or attempt to access the electronic mail or voice mail systems of other users, without the specific permission of that individual, except in the case of authorized personnel who are charged with monitoring the usage of such systems, investigating possible misconduct, or complying with discovery procedures under the rules of any local, state or federal court. As noted above, except for routine monitoring for administrative purposes, access without the knowledge and/or permission of the user requires the authorization of the Vice President for Administration and University Counsel, or their designees.

Software, data, networks and systems to which an employee, faculty member, or student has been granted access should never be transmitted, forwarded, or otherwise be made available to parties not authorized to receive such information, or who have no business reason for such information. This includes proprietary information, information of a confidential and sensitive nature, and material protected by the attorney-client privilege.

Certain data and materials on the Internet may be copyrighted, and downloading and/or distribution would constitute copyright infringement. In such instances, users must obtain specific authorization from the creator for the download and/or distribution, and when required, advice should be sought from the Office of University Counsel.

University equipment cannot be used to obtain, install, utilize, copy, or distribute software or data that has not been properly licensed for the workstation(s), network or individual(s). University employees or faculty are responsible for maintaining proof of proper licensure for software/data they utilize.

University employees, faculty, and students should not engage in any activity which would attempt to circumvent or violate security measures established for University networks and resources.
Devices should not be connected to the University network other than through approved University procedures for such additions. Discovery of illegally connected devices will lead to their disconnection from the network.

Electronic mail should not be used to solicit or to advocate non-University or purely personal interests, or in any manner prohibited by the University's No Solicitation and No Distribution Policy.

Any violation of this policy will subject the employee, faculty member or student to serious disciplinary action, up to and including discharge for employees or faculty members and expulsion for students. In appropriate cases, violation of this policy may result in modification, suspension or termination of access privileges.

EXAMPLES OF PROHIBITED ACTIVITIES

Consistent with the Policy statement above, the following is a list of explicitly prohibited actions or uses of University-owned electronic communication and information resources. This is provided for administrative purposes only, and is not intended to include all possible violations.

  1. Copying University-owned or licensed software programs to another computer without prior approval;
  2. Using University-owned equipment or networks to obtain, utilize, copy or distribute software or data which the employee, faculty member or student does not personally have the rights to or own;
  3. Using University-owned equipment or networks to attempt to enter (break into) other computing systems or resources to which the employee, faculty member or student does not have authorized access;
  4. Using University-owned equipment or networks to damage, disrupt, or interfere with the normal operation of University or other computers or communications equipment;
  5. Using University-owned equipment or networks to invade the privacy of an individual by accessing or attempting to access confidential information (e.g., voice mail, Email files);
  6. Using University-owned or operated equipment and software (e.g., Email) to abuse, harass or threaten another individual;
  7. Forging electronic information by altering or deleting the attribution of origin, or sending messages under someone else's Email address;
  8. Using University-owned equipment or software in the commission of a crime;
  9. Using University-owned equipment or software for commercial purposes unrelated to the mission of the University;
  10. Sharing user names and passwords with another individual to allow restricted databases or other licensed electronic products to be made available to unauthorized users.

Conduct in violation of the principles set forth above may be subject to criminal or civil legal action as well as University disciplinary action.

date revised 11/18/10

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