2.11 Voicemail Policy
Voicemail 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 voicemail resources provided by Central Piedmont. This policy applies to all students, faculty, and staff (each, a “User” and collectively, “Users”) with voicemail access.
While the College does not typically access User voicemail, the College reserves the right to do so for any reason. Generally, a user's voicemail will not be accessed or monitored except in the following situations:
- The user gives prior consent;
- For routine management or maintenance purposes;
- 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 and is investigating the possible violation; 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. Notwithstanding the foregoing, all network, computing, and communication activities may be logged for e-discovery and forensic purposes. For these reasons, the College cannot guarantee the privacy of voicemail communications.
Users of Central Piedmont voicemail who are found to have engaged in the unacceptable uses of College voicemail will be subject to disciplinary action, up to and including suspension of access to technology resources, discharge, dismissal, suspension, expulsion, and/or legal action.
A. All Central Piedmont users are responsible for using voicemail in an effective, efficient, ethical, considerate, and lawful manner.
B. All voicemails sent, received, or stored using the College’s electronic communications services are the property of Central Piedmont.
C. Employees should record a personal greeting that is professional and represents the College well. The greeting should ask the caller to leave a brief message so the call may be returned. If someone leaves a message, a timely return call should be made indicating that the message has been received and action taken as necessary.
D. Personal messages should be changed when necessary to reflect changes in an employee's schedule.
E. Because voice mailboxes have a limited amount of space, unneeded messages should be deleted to ensure that voicemail operates efficiently.
III. Acceptable Uses
Examples of acceptable uses for voicemail include:
- Official work of the College
- Academic research
- Service on behalf of the College
- Professional development
- Occasional non-commercial personal use
IV. Unacceptable Uses
Examples of unacceptable uses for voicemail include:
- Fraud or misrepresentation
- Destruction of or damage to telephone equipment belonging to the College
- Disruption or unauthorized monitoring of voicemail communications
- Violation of voicemail system security
- Unauthorized use of passwords or identification numbers assigned to others
- Use of voicemail for commercial business purposes, personal profit, or for solicitations for contributions unrelated to the College
- Impersonation of others
- Using obscene, sexually explicit or offensive language
- Sending messages that are contrary to the mission of the College
V. Reporting Violations of the Policy
Users who receive voicemails that violate this Policy should report the violation.
Changes approved by the Board of Trustees on May 6, 2020