The Connecticut Community
Colleges (CCC) encourages the use of electronic
communications to share information and knowledge in support
of CCC mission and goals. To this end, CCC provides and
supports interactive, electronic communications resources
II. GENERAL PROVISIONS
The purpose of this
Policy is to:
Ensure that CCC electronic communications resources are
used for purposes appropriate to the CCC mission and
Prevent disruptions to and misuse of CCC electronic
communications resources and services;
Ensure that the CCC community is aware that use of
CCC electronic communications resources is subject to
state and federal laws and the CCC policies; and
Ensure that electronic communications resources are used
in compliance with those laws and the CCC policies.
This Policy applies to:
All electronic communications
resources owned or managed by CCC including the
content of electronic communications, electronic
attachments and transactional information associated
with such communications;
All electronic communications
resources provided by CCC through contracts and
other agreements with CCC;
All users and uses of CCC
electronic communications resources; and
All CCC electronic communications
records in the possession of CCC employees or other
users of electronic communications resources
provided by CCC.
The following terms are used in this
Policy. Knowledge of these definitions is important to
an understanding of this Policy:
Appropriate CCC Authority:
Chancellor, College President or designee.
Circumstances in which time is of the essence or failure
to act might result in property loss or damage, adverse
effects on electronic communications resources or
services, loss of evidence of one or more violations of
law or of CCC policies or liability to CCC or to members
of the CCC community.
Any communication that is broadcast, created, sent,
forwarded, replied to, transmitted, stored, held,
copied, downloaded, displayed, viewed, read, or printed
by one or several electronic communications services,
including, e.g., e-mail and telephone.
Electronic Communications Records:
Electronic transmissions or messages created, sent,
forwarded, replied to, transmitted, distributed,
broadcast, stored, held, copied, downloaded, displayed,
viewed, read, or printed by one or several electronic
communications services. This definition of electronic
communications records applies equally to the contents
of such records, attachments to such records, and
transactional information associated with such records.
Resources: Any combination of
telecommunications equipment, transmission devices,
electronic video and audio equipment, encoding or
decoding equipment, computers and computer time, data
processing or storage systems, computer systems,
servers, networks, input/output and connecting devices,
and related computer records, programs, software, and
documentation that supports electronic communications
Electronic Communications Services:
Any messaging, collaboration, publishing, broadcast, or
distribution system that depends on electronic
communications resources to create, send, forward, reply
to, transmit, store, hold, copy, download, display,
view, read, or print electronic records for purposes of
communication across electronic communications network
systems between or among individuals or groups, that is
either explicitly denoted as a system for electronic
communications or is implicitly used for such purposes.
Policy. This Policy was issued
by the Chancellor of the CCC after consultation with
appropriate councils, including the Council of
Presidents and the Information Technology Policy
Implementation. In support of
this Policy, system standards and procedures shall be
developed, published and maintained. And where CCC
standards and procedures do not exist, each college is
responsible for policy implementation.
Informational Material. Each
college shall ensure that users of CCC electronic
communications resources are aware of all Information
Technology policies, standards and procedures as
E. VIOLATIONS OF LAW AND POLICY
The CCC considers any violation of
this electronic communications policy and/or law to be a
serious offense and reserves the right to copy and
examine any files or information resident on CCC
electronic communications resources to ensure
compliance. Violations of this policy should be reported
to the appropriate CCC authority.
Sanctions of Law. Both federal
and state law prohibit theft or abuse of electronic
communications resources. Abuses include (but are
not limited to) unauthorized entry, use, transfer,
tampering with the communications of others, and
interference with the work of others and with the
operation of electronic communications resources.
Any form of harassing, defamatory, offensive, illegal,
discriminatory, obscene, or pornographic communication,
at any time, to any person is also prohibited by law.
Violations of the law may result in criminal penalties.
Violators of this Policy and/or law may be subject to
disciplinary action up to and including dismissal or
expulsion pursuant to applicable Board policies and
collective bargaining agreements.
CCC students, faculty, staff, and
others affiliated with CCC (including but not limited to
those in program or contract relationships with CCC) may
be authorized to use CCC electronic communications
resources and services.
IV. ALLOWABLE USES
CCC encourages the use of electronic
communications resources for legitimate and authorized
academic and administrative purposes and makes them
widely available to the CCC community. To insure
the reliable operation of these resources, their use is
subject to the following:
Contents of all electronic communications shall
conform to laws and CCC policies regarding
protection of intellectual property, copyright,
patents and trademarks.
electronic communications resources for any purpose
restricted or prohibited by laws, regulations or CCC
policies is prohibited.
electronic communications resources for personal
purposes, including monetary gain, or for commercial
purposes that are not directly related to CCC
business or otherwise authorized by appropriate CCC
authority is prohibited.
that directly or indirectly causes strain on the
electronic communications resources is prohibited.
Capturing, opening, intercepting or obtaining access
to electronic communications, except as otherwise
permitted by the appropriate CCC authority is
electronic communications to harass or intimidate
others or to interfere with the ability of others to
conduct CCC business is prohibited.
of electronic communications resources shall not
give the impression that they are representing,
giving opinions or otherwise making statements on
behalf of CCC unless authorized to do so.
Directly or by implication,
employing a false identity (the name or electronic
identification of another), except under the
following circumstances, is prohibited:
A supervisor may direct an
employee to use the supervisor's identity to
transact CCC business for which the supervisor
is responsible. In such cases, an employee's use
of the supervisor's electronic identity does not
constitute a false identity.
A user of the CCC electronic
communications services may not use a pseudonym
(an alternative name or electronic
identification for oneself) for privacy or other
reasons, unless authorized by an appropriate CCC
authority for business reasons.
Forging e-mail headers or content
(i.e., constructing an e-mail so it appears to be
from someone else) is prohibited.
Unauthorized access to electronic
communications or breach any security measure is
Interfering with the availability
of electronic communications resources is
prohibited, including but not limited to the
following: (i) sending or forwarding e-mail
chain letters or their equivalents in other
electronic communications services; (ii) "spamming,"
i.e., sending electronic junk mail or junk newsgroup
postings; (iii) "letter-bombing," i.e., sending an
extremely large message or sending multiple messages
to one or more recipients to interfere with the
recipient?s use of electronic communications
resources; or (iv) intentionally engaging in other
practices such as "denial of service attacks," i.e.,
flooding the network with traffic.
Use of CCC Electronic Communications
resources or services may be wholly or partially
restricted or rescinded by CCC without prior notice and
without the consent of the user under conditions such
when required by and consistent
when there is reason to believe
that violations of law or the CCC policies have
taken or may take place; or
when there are compelling
Restriction of use under such
conditions is subject to appropriate procedures or
approval of appropriate CCC authority.
VI. NO EXPECTATION
No Expectation of Privacy.
Electronic communications are not personal or private.
Therefore, users should have no expectation of privacy
in the use of CCC electronic communications resources.
CCC reserves the right to inspect, monitor, and disclose
all electronic communications records without the
consent of the holder of such records.
Authorized Inspection. During
the performance of their duties, electronic
communications support personnel periodically need to
monitor transmissions or observe certain transactional
information to ensure the proper functioning and
security of CCC electronic communications
resources and services. On these occasions, such
personnel may see the contents of electronic
communications. Except as provided in this Policy or
allowed by law, electronic communications support
personnel are not permitted to seek out the contents of
electronic communications or of transactional
information where not germane to the foregoing purposes
or to disclose or otherwise use what they have seen.
Electronic communications support
personnel are required to follow CCC standards and
procedures when implementing and managing CCC electronic
communications resources or services.
CCC attempts to provide secure and
reliable electronic communications services. Managers
of electronic communications resources are expected to
follow sound professional practices in providing for the
security of electronic communications records, data,
application programs and systems under their
jurisdiction based on existing policies, procedures and
guidelines. However, users should be aware that
electronic communications systems may not be totally
B. RETENTION AND ARCHIVING
Electronic communications records are
subject to laws, regulations and CCC records management
and archiving policies in administering the retention,
disposition, disclosure and storage of all records.
CCC does not maintain central or
distributed electronic archives of all electronic
communications sent or received. Electronic
communications are normally backed up, if at all, only
to assure system integrity and reliability, not to
provide for future retrieval, although back-ups may at
times serve the latter purpose incidentally. Managers
of electronic communications services are not required
by this Policy to routinely retrieve electronic
communications from such back-up facilities for
individuals. Employees who have obligations to
retain records in accordance with retention schedules
promulgated by the State should know that electronic
records are subject to the same rules as paper records.
See, "Electronic & Voice Mail Management and Retention
Guide for State and Municipal Government Agencies" for
CCC disclaims any responsibility for and
does not warranty information and materials residing on
non-CCC systems or available over publicly accessible
networks. Such materials do not necessarily reflect
the attitudes, opinions or values of CCC, its faculty, staff
NOTICE TO USERS
As laws change from time to time, this
Policy may be revised as necessary to reflect such changes.
It is the responsibility of users to ensure that they have
reference to the most current version of the CCC Electronic
Portions of this policy are based on
language contained in the
University of California's Electronic Communications Policy
dated November 17, 2000. The CCC gratefully acknowledges the
University of California for permission to use its policy.