6.22 Voice Mail Policy

Voice mail is a service provided by Central Piedmont Community College as an aid in the transfer of information and may be used for a wide variety of on- and off- campus communications relating to College business. This policy addresses the acceptable use of voice mail resources provided by CPCC. This policy applies to all students, faculty and staff with voice mail access.

I. Policy

Use of CPCC voice mail shall comply with local, state, and federal law and CPCC policies and procedures. Generally, a user's voice mail will not be accessed or monitored except in the following types of situations:  the user gives prior consent; the College needs to ensure the security or operating performance of its systems or networks; the College has a reasonable concern that a violation of College policy or applicable law has occurred; or the College is complying with a valid subpoena or search warrant issued by a court of competent jurisdiction. While general content review will not typically be undertaken, monitoring of electronic information may occur for these reasons and others as necessary. For these reasons, the College cannot guarantee the privacy of  voice mail communications.

Access to voice mail is a privilege, not a right, and as such, can be withdrawn from those who use it irresponsibly. Users of CPCC voice mail who are found to have purposely engaged in the unacceptable uses of College voice mail will be subject to disciplinary action up to and including suspension of access to technology resources, discharge, dismissal, suspension, expulsion, and/or legal action.

II. Expectations

All CPCC users are responsible for using voice mail in an effective, efficient, ethical, considerate and lawful manner which is in line with CPCC Standards of Excellence.

Employees should not use the voice mail system to avoid the responsibility of answering the telephone.

Employees should record a personal greeting that is professional and represents the College well.

Personal messages should be changed when necessary to reflect changes in an employee's schedule.

The greeting should ask the caller to leave a brief message, so the call may be returned.

If someone leaves a message, a return call should be made indicating that the message has been received and action taken as necessary.

Because voice mailboxes have a limited amount of space, unneeded messages should be deleted to ensure that voice mail operates efficiently.

III. Acceptable Uses

Examples of acceptable uses for voice mail include:

Official work of the College

Instruction

Academic research

Service on behalf of the College

Professional development

Occasional non-commercial personal use

IV. Unacceptable Uses

Examples of unacceptable uses for voice mail include:

Harassment

Libel or slander

Fraud or misrepresentation

Destruction of or damage to telephone equipment belonging to the College

Disruption or unauthorized monitoring of voice mail communications

Violation of voice mail system security

Unauthorized use of passwords or identification numbers assigned to others

Use of voice mail for commercial business purposes unrelated to the College

Using obscene, sexually explicit or offensive language

Sending messages that are contrary to the mission of the College