SHS Email Policies
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EMAIL & COMPUTER USAGE POLICIES
Workstations Department workstations that are clearly visible to the public may only be used for University business. No personal email or web activity is permitted between 8:30 am and 4:30 pm at these workstations. However, employees may use alternate workstations (in non-public area) during these hours for incidental person use so long as it does not interfere with the employee’s work or the work of others.
Unattended Public Workspaces You may not leave confidential information (Names, Perms, SSNs or any other personally identifiable information) on any unattended computer screen which is visible to the public. Always return to a non-confidential screen before leaving your workstation unattended, even for a brief moment or, preferably, lock your workstation.
Unattended Private Workspaces (Workrooms, Charting Rooms, etc.) You must log on under your individual user id, not a generic name. When you are finished with your session you must log off of the network, but you may leave the computer turned on for the next user. To log off first exit from any programs which are running. Then click the "Start" button on the left edge of the status bar and select "Shut Down" from the pop-up menu. Select "Close all programs and log on as a different user" from the next menu. A screen will come up telling the next person to "<ctrl>
+ <alt> + <del> to Login."
End-of-Day All computers should be turned off at the end of each day. Follow the above "Shut Down" procedure only select "Shut down the computer" from the final menu. Wait for several seconds for the message "It is now safe to turn off your computer" then power off the system unit. If your computer is in a room which can be locked, lock the door(s) on your way out.
Personal Use Computer workstations are University property and should be used to conduct University business. However, incidental personal use of email and web access is permissible where it does not interfere with the employee’s work or the work of others.
Patient Correspondence Email may not be used for patient correspondence. All electronic correspondence with students must be via one of our secure web sites.
Correspondence about Patients Email may be used to communicate information about patients between staff members, so long as it is carried out via our encrypted Outlook email system. Any staff member who accesses their email from a site other than within Student Health must use the appropriate secure, encrypted access provided by the Division of Student Affairs. Email may not be forwarded to alternate addresses.
Selecting a Password Passwords must be 8 to 16 characters in length and must contain at least 1 uppercase letter, 1 lowercase letter and 1 number. DO NOT use family names, dates of birth, names of pets or any other reference that could be guessed by trying publicly available information. DO use an acronym that is easy to remember but produces a sequence of unlikely characters, i.e., The Three Musketeers by Alexandre Dumas pere = T3MbyADp
Novell Network Password You are required to change your Novell Network password every 6 months. When the previous 6 month period expires, you receive the following message immediately after the usual login screen, "Your IntranetWare password has expired. You have 2 grace period(s) before you are required to change your password. Do you wish to change it now? Yes/No." You can click "No," use your existing password for the current session, and be prepared with your new password the next time you log on. Then click "Yes" to the same message and follow the prompts to enter your new password. If you continue to reply "No" you will exhaust your grace period and will have to go to the Information Systems Manager to get your password reinitialized. You will not be able to log on in the meantime.
HIPAA Confidentiality Agreement All persons who have access to protected health information must take the HIPAA Training course on the Student Health Web Site and sign a HIPAA Confidentiality and Security Agreement.