Personal Use Policy

The Office of the University Registrar will follow the policy of the University on the personal use of state-owned equipment stated in the memo to Deans, Directors, and Department Chairs, concerning Personal Use Policy, from Wayne R. Jones, University Treasurer, April 17, 1996. The full policy memo is available on the web.

The introduction to the University policy is quoted here:

"The University deals constantly with the public's perception of how we conduct the business of the University. All University employees must be constantly mindful of the public trust that we discharge, of the necessity for conducting ourselves with the highest ethical principles, and avoiding any action that may be viewed as a violation of the public trust.

As custodians of resources entrusted us by the public, government entities, and private donors, we should always be mindful of how we utilize these resources. As members of a campus community, we should also be mindful of our responsibility to act so that others are not deprived of access to these same resources as they perform their duties. These resources include, but are not limited to, employee's time, facilities, supplies, and equipment, such as telephones, fax machines, and computers."

GENERAL GUIDELINES

Also quoted from the University policy memo, are these general guidelines:

"The use of the University's resources and services for non-official purposes is permitted only in compliance with the following criteria:

1. The cost to the University must be negligible.
   
   
2. The use must not interfere with a University employee's obligation to carry out University duties in a timely and effective manner. Time spent engaged in the non-official use of University resources is not considered to be University work time.
   
   
3. The use must in no way undermine the use of University resources and services for official purposes.
   
   
4. The use neither expresses nor implies sponsorship or endorsement by the University.
   
   
5. The use must be consistent with state and federal laws regarding obscenity, libel, or the like, and state and federal laws and University policies regarding political activity, the marketing of products or services, or other inappropriate activities.
   
   
6. Users should be aware that internal or external audit or other needs may require examination of uses of University resources or services and should not expect such uses to be free from inspection.

In applying these guidelines, each case will depend upon the particular circumstances and other important factors such as materiality or reasonableness. The ultimate control, therefore, lies with each employee's supervisor, as that person should have direct knowledge of the behaviors and needs of the individual employee.

Employees should consult with their supervisors in advance if they have any questions about appropriateness of certain practices. A supervisor's decision cannot, however, circumvent other policies and procedures of The University of North Carolina at Chapel Hill that may restrict personal use beyond the limitations cited in these guidelines. For example, the use of University telephones, fax machines, mail services, and vehicles must comply with existing University policies, and the use of University resources in political activity is prohibited."

USE OF TELEPHONES AND FAX

The telephones are communication tools for the office. Personal calls can be made and received when necessary, but should be kept brief. Never keep a business activity waiting because of a personal call.

Personal calls can not be billed to University numbers. Personal long distance calls may be made from University telephones only when these calls are placed as credit card, collect, or third number (non-University) calls. This telephone policy also applies to the use of University fax machines.

Student use of departmental phones is discouraged, except for University business. Student assistants should make personal calls on their own time.

When the telephone rings, try to answer it within three rings. Answer the phone by saying "Office of the University Registrar" or "University Registrar's Office" as a minimum introduction.

USE OF COMPUTERS, THE INTERNET, AND EMAIL

Computers can be used for personal reasons, but users should keep in mind the guidelines outlined above. Employees should avoid storing personal data on departmental devices to avoid using up space. Storage space and the backup routines are significant University resources.

Personal use of email and access to the internet are permissible within these guidelines. As stated in the guidelines, the use of these must not interfere with the performance of the employee's University duties, and their use can not undermine the use of University resources. Personal time spent on the internet and email are not considered to be University work time. Employees should be aware that computer files, internet access, and email files can be reviewed with cause.