Policy

• To ensure the security and operating performance of the systems and networks.
• To review employee performance
• To enforce System policies

Electronic Communications includes but is not limited to E-mail, internet services, web pages and system computer use.

Electronic Communication Use Guidelines 

•  Sending or storing mail judged to be obscene, known to be false, harassing or otherwise abusive or transmitting to others, in any location, images, sounds or messages which might reasonably be considered harassing.
• Initiating or propagating chain letters
• Attempting to forge electronic mail messages or using someone else’s electronic mail
• Creating or willfully disseminating computer viruses.
• Copying copyrighted material (such as software), except as permitted by law or by contract of the copyright owner.
• Accessing, downloading, printing or storing obscene, sexually explicit images, text, or services on college owned computers.
• Exception: If the access is deemed necessary in connection with research or debate on sexual themes in art, literature, history and the law or the routine exchange of information among professionals concerning child abuse and sexual assault.
• Screen displays of images, sounds or messages that could create an atmosphere of discomfort or harassment for others, especially those considered obscene or sexually explicit.
• Accessing personal interest sites, viewing chat rooms or using recreational games during work hours.
• Using System owned computers for commercial gain or private profit.

Effective Use of E-mail and Internet E-mail and Internet are resources provided for research, instruction, and education for community college system students and employees. All users are expected to utilize these resources in a responsible, considerate and ethical manner.

• Respect the network as a shared resource. Be sensitive to the impact of your electronic communications traffic on network performance and the workload of others.
• Be aware of your potential audience. Avoid expressing opinions that could reflect negatively on the System and opinions that could result in unwanted actions or reactions from Internet or E-mail participants.

Sanctions 

Inappropriate use of electronic communications, including E-mail and internet, may be grounds for discipline. Violation of this policy or procedures created hereafter may result in penalties ranging from reprimand, loss of access, suspension or dismissal.

Retention, Archiving, and Destruction of E-mail 

CC of C does not systematically retain or archive electronic communications. Individual users are free to retain or archive if they choose to do so.

Public Records

Electronic Communication is governed by the same laws and policies as communications in other mediums. Correspondence of the employee, whether in the form of electronic mail or other uses, may be a public record under the Public Records Act and may be subject to public inspection under C.R.S. 24-72-203 et seq.

Procedure for Handling Public Records Requests for Documents Kept in Electronic Form

1. A person makes a request to review or retrieve a document that exists in electronic form, including but not limited to electronic mail to the system or college president or his/her designee.
2. The computer system administrator is notified of the request. The computer system administrator shall take necessary measures to assist the person making the request to locate the public records sought. 
3. The president's designee must respond to the public records request within three working days unless extenuating circumstances exist and are documented in writing, in which case the designee may use up to 7 additional days.
4. The computer system administrator will retrieve the materials and return them to the president's designee for release in accordance with the Public Records Act. The president's designee must take measures necessary to insure public access to the public records without unreasonable deletion or cost (for example, direct electronic access or provision of a portable disk copy).
5. E-mail information will be released to the requester after he/she pays the charges for time and materials. The charge for copies shall not exceed $1.25 per page, unless actual costs are higher.

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