DoIT 04 09 - Access to Employee Electronic Files and Media
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Effective date: September 18, 2009
The University of North Carolina at Pembroke provides faculty and staff access to technology resources to facilitate their work in fulfilling the university’s mission of teaching, research and service. This policy defines the requirements to provide a supervisor access to an employee’s electronic files and media.
This policy applies to all electronic media created by faculty, staff, student workers, temporary employees, contact workers, vendors/organizations performing contract work using electronic media owned by the university and others while in the paid employment, for services, or volunteer service of UNCP, excluding media created during the academic process while acting in the role of a student. This policy includes electronic media containing intellectual property whose ownership is assigned to entities other than the university in those cases where UNCP retains the right to continued use of the intellectual property, such as is described in the UNCP Copyright Policy.
This policy applies to all electronic files and data regardless of the format or nature of the media. This includes, but is not limited to, documents, spreadsheets, databases, text messages, presentations, email, calendars, voice mail, recordings and video files. This policy applies to electronic media whether stored on desktops, laptops, file servers or other devices, or on external media such as CD-ROMs, DVDs, backup media, etc.
Electronic media covered by this policy is the property of The University of North Carolina at Pembroke, unless ownership of the media is otherwise assigned in other policy. UNCP may retain this media after an employee separates from the university or may distribute it to other employees, as needed, to enable continued business operations, comply with North Carolina Open Records regulations, meet preservation requirements for a criminal or civil investigation, or for other purposes.
When an employee separates from the university, the employee’s supervisor or his/her designate shall review electronic media in the employee’s account(s), and shall transfer this media to alternative storage locations in a timely manner. The supervisor shall ensure that all electronic media is retained in order to meet the requirements of business operations and North Carolina Open Records regulations. To facilitate this, the supervisor may request access to employee accounts as described below.
When an employee transfers to a different unit, any supervisor in the employee’s former reporting structure may request access to electronic media pertaining to the employee’s former duties. In the case, the employee and the new supervisor shall ensure that all electronic media necessary to continue business operations or comply with North Carolina Open Records regulations are provided to supervisor(s) requesting said media.
Any supervisor in an employee’s reporting structure may request access to electronic media in the employee’s accounts(s) at any time in order to facilitate business operations. Such access may be requested as described below.
In the event that the electronic media in question is a course site in a course management system, the chair of the academic department(s) and the dean, associate dean, or assistant dean of the college or school shall be able to view any content of the course site, and shall be able to authorize access as described below.
In the event that an employee has separated from the university, direct access to any account assigned to the employee by virtue of their employment may be provided to the supervisor or his/her designate upon approval as described below. This expressly excludes access to account(s) assigned to the employee as a student. Such access may include providing the supervisor with a password or other access credentials for the employee’s account(s) for a short period of time, unless otherwise forbidden in this policy. In this last case, the supervisor and his/her designate shall only use the employee’s account(s) to access electronic media contained in those accounts for purposes of review and retention as necessary. Neither the supervisor nor his/her designate may use the account(s) to impersonate the employee or as a long-term storage location.
In the event that an employee has not separated from the university, or retains access to his/her account(s) for any reason following separation, access credentials to those accounts retained by the employee may not be furnished to others. In this event, the Division of Information Technology (DoIT) shall be empowered to copy the contents of the accounts retained by the employee and make said contents available to the supervisor or his/her designate upon approval as described below. Accounts to which the employee no longer retains access may be addressed as described in the preceding paragraph.
In the event that electronic media covered by this policy is stored in an account assigned to the employee because of their activity in a student role, DoIT shall be empowered to copy the contents for review upon approval as described below. Upon review, DoIT shall be empowered to make the electronic media related to the role of an employee available to the supervisor.
A supervisor may request access to an employee’s account(s) for him or herself or his/her delegate. This request shall be made to the Chancellor, Vice-Chancellor or his/her designate, who shall forward approval to the Division of Information Technology (DoIT). Upon approval, DoIT shall facilitate access to the account(s) in question as described above.
In the event that the media in question is a course site in a course management system, the chair of the academic department or the dean, associate dean, or assistant dean shall be able to authorize duplication of the course site for use by other faculty, under the stipulations of the UNCP Copyright Policy.
Updated: Friday, December 4, 2009
© The University of North Carolina at Pembroke
PO Box 1510 Pembroke, NC 28372-1510 • 910.521.6000