Policy Title:  Electronic Communications

Policy Number:   7.6         

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Purpose:

Electronic communication is necessary to fulfill multiple roles and activities here at EWC. Because of the varying types of electronic communication, focus is on those used primarily at EWC:

  1. Email
  2. VoIP
  3. Videoconferencing
  4. Digital Signage

Regardless of the type of technology being used, electronic communication is meant to serve the needs of the college by sharing information with students, employees, vendors, other state agencies, campus visitors, and other individuals. Because of the unique capabilities of each system, it is important to realize that each type of communication method contains unique issues that must be addressed on a case‐by‐ case basis; however, general rules can be set forth to ensure that any communication method is used wisely and according to its intended purpose. In general, EWC’s electronic communication mechanisms are to be used to share information with students, employees, vendors, other state agencies, campus visitors, and other individuals.  EWC is to adequately convey the appropriate knowledge so that the College mission is not hindered but enhanced.

This information is always to be distributed under the following assumptions:

  1. is always understood to represent an official statement from the institution
  2. shall never be used for the creation or distribution of any information that meets the following criteria: such as Disruptive or Offensive or Derogatory or Specific comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin or any information that could be used to sabotage institutional progress or any personally identifiable information
  3. shall not be used for personal gain
  4. shall not be used extensively for personal use
  5. shall not be used to distribute malicious or harmful software or information

Email:

Email is the official method of communication at EWC, both for students and employees. Business is conducted every day via email. Since email has both positive and negative connotations, it is imperative that we recognize that the positive aspects greatly outweigh the negative aspects. However, we must also realize that the negative aspects exist and ensure that this method of communication is used effectively, efficiently, and for its intended purpose.

VoIP Phone Communication:

EWC’s VoIP phone system is used to transmit and receive audio/video within the institution to facilitate direct communication amongst employees and departments. It is also used to transmit and receive audio outside the institution to facilitate direct communication with vendors, students, other institutions, and other third‐party entities. Because of this capability, we must ensure that it is used for work purposes.

Videoconference Systems:

Videoconferencing equipment is used primarily for instructional classrooms requiring connectivity to other EWC locations and to service area high schools. Videoconferencing equipment is also used to facilitate conferences and meetings with other institutions, state agencies, or other third‐party entities. Since this type of communication conveys not only audio, but video as well, it is particularly important for it to be used for its intended purposes.

Digital Signage:

Digital signage is used on campus to convey student activities, important academic dates, campus events, and other information to students, employees, and visitors. Since this is also a visual and auditory communication mechanism, it is also important to ensure it is used for its intended purpose as well.

 

Revision History:

Original Adoption Date: 11/09/21

Revision Date(s): 12/12/23

Date Reviewed, no change: