Adams School of Dentistry: Standard for Email and Calendar Use

Unit Standard

Title

Adams School of Dentistry: Standard for Email and Calendar Use

I. Introduction

A. Purpose

The University of North Carolina at Chapel Hill's ("UNC-Chapel Hill" or "University") Adams School of Dentistry ("ASOD" or "School") email system is an essential means of communication to facilitate the business of the School and its faculty, staff, and students. The purpose of this Standard is to ensure that the email and calendaring systems are used in the most appropriate manner.

B. Scope

This Standard applies to all ASOD constituents including faculty, staff, residents and students.

II. Definitions

1. Delegate: In Microsoft Office, a delegate is another person who can receive and respond to email messages and meeting requests and responses on your behalf. You can also grant the delegate additional permissions to read, create, or change items in your Microsoft Exchange Server mailbox.
2. Listserv: An electronic mailing list, accessible in the global address book.
3. ASOD IT: Adams School of Dentistry’s IT Department
4. Sensitive data: Information that is protected against unwarranted disclosure. See a more thorough definition here.
5. Shared mailbox: A mailbox that multiple users can use to read and send email messages.
6. UNC-Chapel Hill ITS: The University’s Information Technology Services office; ASOD IT's counterpart at the University level.

III. Standard

This Standard sets forth minimum expectations for responsible and effective use of the ASOD email and calendar system by all constituents. The Standard is divided into two sections: email standards and calendar standards.

A. Email

1. General Use

1. Maintain and use only University email accounts and not use any external/personal account to conduct the business of UNC-Chapel Hill.
2. Email assigned to an employee's computer or telephone extensions are solely for conducting University business.
3. Only appropriately authorized individuals, for ASOD-related purposes, may use the Internet to access and download additional email or calendar software.
4. Outlook email is supported only on certain devices/operating systems, including desktop computers, laptops, tablets and mobile devices.

2. Ownership and Storage

1. Any communication sent via University email or stored on University-owned equipment is owned by the University. Management or other authorized staff have the right to access these communications for administrative or investigative reasons. Do not consider your electronic communications to be private if they are created, transmitted, or stored using the University's systems.
2. Archiving email to local PST files is not necessary as email is automatically archived by Office365.

3. Acceptable Devices

Microsoft Outlook, including the web and mobile versions, must be used to read email on desktops, laptops and mobile devices. Any other email applications must be approved by ASOD IT.

4. Auto-Forwarding

1. Auto-forwarding University email to an external email account (e.g., Yahoo, Gmail) is prohibited. Manual forwarding of individual email messages to an external account is generally permitted, unless the message contains PHI or other sensitive data.
2. Auto-forwarding from an external account to a "unc.edu" Outlook is prohibited.
3. Auto-forwarding between University email accounts is permitted.

5. Confidentiality & Secure (Encrypted) Email

1. UNC-Chapel Hill confidential information must not be disclosed outside of the University without authorization. Users are responsible for observing all University and ASOD IT security policies (see Related Requirements below).
2. When using email to send PHI or other sensitive data outside of the UNC-Chapel Hill email system, secure (encrypted) email must be used:
   1. The use of secure (encrypted) email is required when sending sensitive data to an external recipient.
      University policy requires that users transmitting sensitive data on behalf of the University use University-approved encryption during the transmission.
   2. University instructions on how to send an encrypted email message are found on the ITS Help website.
   3. If you send a message with sensitive data to the wrong individual(s), contact the ITS Help Desk immediately at 919-963-4357 or the University Information Security Office (ISO) at 919-445-9393.
3. All confidential matters should be marked as "Confidential" in the subject line and/or by selecting the appropriate Tier under the "Sensitivity" menu in the message toolbar.

6. Professionalism

1. Viewing pornography or sending sexually explicit jokes or stories via email is prohibited and against University policy. This conduct may be regarded as sexual harassment or exploitation under University policy (see "Related Requirements" below).
2. Distribution of chain emails, inappropriate jokes, or similar communications is prohibited and against University policy (see "Related Requirements" below).
3. Any email content that discriminates against any protected classification including age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation or veteran status is prohibited and against University policy. Sending or forwarding non-business emails will result in disciplinary action that may lead to employment termination (see "Related Requirements" below).

7. Shared Email Accounts

Shared email accounts are permitted under this Standard, subject to the following:

1. ASOD IT is responsible for receiving and reviewing requests. If there is a question on the validity of the request, it will be evaluated by the ASOD Office of the Dean.
2. Department Chairs or unit heads should be the owners of the mailboxes and will determine which individuals have access.
3. The owner is responsible for ensuring the list of those with access is kept up-to-date with ASOD IT.

8. Delegates

Email delegates are permitted under certain circumstances (see "Email and Calendar Delegates" below).

9. Mass Email Listservs

To eliminate overburdening of internal constituent email accounts, mass email listservs (e.g., SOD_ALL SOD) are not accessible for all users (see "Mass Email Access" below).

B. Calendars

Microsoft Outlook calendar is the official calendar of the ASOD.

1. General Use

1. ASOD faculty and staff are expected to use Outlook calendar and ensure it accurately reflects availability of free/busy and away time.
2. ASOD students and residents are encouraged to keep their Outlook calendars up-to-date with free/busy and away time.

2. Events Calendar

1. ASOD Communications and Marketing department maintains a school-wide annual event calendar. This calendar, along with the perpetual recurring events calendar, should be consulted via the ASOD intranet site prior to planning events for a portion of the school or the school at large.
2. Submission of events for inclusion on the ASOD Event Calendar can be sent to sod_publicaffairs@unc.edu.

3. Room Reservations

1. Room reservations are handled via Outlook calendar.
2. ASOD IT can provide training as needed.
3. The Office of Academic Affairs approves requests for academic uses. The Communications and Marketing department approves requests for all other uses.

4. Delegates

Calendar delegates are permitted for all users (see "Email and Calendar Delegates" below).

C. Email and Calendar Delegates

Delegates are permitted for both email and calendaring in Outlook and under this Standard. However, the process for approval of said delegates varies between email and calendar.

1. Calendar Delegates

Delegates may be used for calendaring without any extra precautions or permissions.

2. Email Delegates

1. Assigning full access delegates for email is permitted under certain circumstances, but is neither encouraged nor recommended. If you want to have a full access email delegate, please note you must:
   1. Outline why a full access delegate is needed for your email and receive appropriate permission from your supervisor.
   2. Notify ASOD IT of this approval and go through any necessary training.
   3. Announce clearly in your email signature (on initial emails and replies) that you have an assigned email delegate.
2. Email sensitivity flags must be utilized in email accounts which allow delegate access.
   1. Normal: No additional restrictions; delegate can see email
   2. Private: Delegate and inbox owner can both see the email but are advised the email is of sensitive nature
   3. Confidential: Only the inbox owner can see/respond to the email

D. Mass Email Access

In response to a widespread concern about overburdening of emails within UNC-Chapel Hill, the mass email listservs (e.g., SOD_ALL SOD) within the school have been restricted to certain groups/personnel:

1. Employees who require access to mass email listservs must have an access request submitted by their supervisor on their behalf.
2. Student access to mass email listservs is limited to Class Officers and the Spurgeon President, except when sending to student-only listservs.

IV. Sanctions

Violations of this Standard are subject to subject to disciplinary action.

V. Related Requirements

A. External Regulations and Consequences

1. UNC-Chapel Hill Acceptable Use Policy
2. UNC-Chapel Hill Email Domain Policy
3. UNC-Chapel Hill Individual Email Address Policy
4. UNC-Chapel Hill Information Security Controls Standard
5. UNC-Chapel Hill Policy on Prohibited Discrimination, Harassment and Related Misconduct Including Sexual and Gender-Based Harassment, Sexual Violence, Interpersonal Violence and Stalking
6. UNC-Chapel Hill Policy Statement on Non-Discrimination
7. UNC-Chapel Hill ITS Help Article KB0010511 - UNC Encrypted Email (Encryption)

B. Unit Policies, Standards, and Procedures

1. Adams School of Dentistry: Computer Purchasing Policy
2. Adams School of Dentistry: Choose Your Own Device Policy

VI. Contact Information