115 E-mail, Internet, Mail, Telephone and Board Facilities Usage
Revision Effective: June 15, 2022
Supersedes: July 15, 2009 reviewed version
The Tri-County Board provides a number of communication tools for staff that are intended for business purposes only. Staff members are expected to be courteous, professional and ethical while utilizing these methods of communication.
E-Mail
E-mail access is provided to individuals based upon business needs to benefit the Board through connection to worldwide information network. Staff has a responsibility to maintain and embrace the Board's public image while using e-mail by following these guidelines:
Internet
Internet access is provided to individuals based upon business needs to benefit the Board through connection to worldwide information resources. Employees have a responsibility to maintain and embrace the Board's public image while accessing the Internet by following these guidelines:
Mail
The Tri-County Board provides a postage machine and mailing materials intended for correspondence of Board business. These items should not be used for personal mail.
Telephone
The Tri-County Board provides telephones for conducting of Board business. They should not be used to make excessive personal calls.
If you have been issued a cell phone by the Tri-County Board, it is to be used for business purposes only. If you make personal calls on Tri-County Board cell phones, we may require that you pay us for any charges.
Our telephone communications are an important reflection of our image to customers and the community. Always use proper telephone etiquette. The following are some examples of good telephone etiquette: use the approved greeting, speak courteously and professionally, repeat information back to the caller, and only hang up after the caller hangs up.
Board Facilities
Any agencies, organizations, volunteers or contract staff that wishes to utilize the Board’s conference facilities and/or technology shall not use said facilities and technology to engage in illegal, unethical or immoral activities or any inappropriate behavior as outlined in the preceding sections of this policy. Only organizations that are compatible to the Tri-County Board’s Vision, Mission and Principles will be allowed to reserve and use the conference facilities. The Executive Director shall have final determination of Board facility or technology usage.
The Board’s use of the facility shall always take priority over other entities wishing to use the facility. The Executive Director may assess a fee for the use of the facility and technologies or if there has been damage to the facility and equipment.
Supersedes: July 15, 2009 reviewed version
The Tri-County Board provides a number of communication tools for staff that are intended for business purposes only. Staff members are expected to be courteous, professional and ethical while utilizing these methods of communication.
E-mail access is provided to individuals based upon business needs to benefit the Board through connection to worldwide information network. Staff has a responsibility to maintain and embrace the Board's public image while using e-mail by following these guidelines:
- The e-mail system is a business tool owned and paid for by the Board; therefore, e-mail system is the Board's property, not a private communication medium.
- The Board reserves the right to monitor, audit, and review e-mail messages sent and received at any time.
- As a publicly funded agency, all staff e-mails are considered information within the public domain and, therefore, a record of e-mail communications may be requested by any member of the general public.
- E-mail is an extension of the workplace, and abusive or inappropriate e-mail will subject a staff member to the Board's disciplinary policy. Staff members are not to display or transmit any communications containing racial or ethnic slurs or anything that might be construed as harassment or offensive to others based on race, national origin, gender, sexual orientation, disability, or other classifications protected by state and federal law.
- The e-mail system should not be used to solicit outside business ventures or political, religious, or other personal causes by the employee.
Internet
Internet access is provided to individuals based upon business needs to benefit the Board through connection to worldwide information resources. Employees have a responsibility to maintain and embrace the Board's public image while accessing the Internet by following these guidelines:
- Employees using Internet access via Board hardware and software are representing the Tri-County Board. As such, their conduct shall be ethical and lawful at all times.
- Internet access shall not be used for personal use, personal gain, or advancement of personal views; for solicitation of non-agency business; or result in the disruption of the agency network operation or interfere with personal productivity at work.
- Staff are prohibited from accessing the Internet for any unethical purposes, including pornography, violence, gambling, racism, harassment, or any illegal activity
- Staff may not download software without the express acknowledgement and support of the Director of Information Services to ensure that proper licenses are obtained and viruses are not transmitted.
- Staff may not violate copyright laws in regard to the receipt/download of materials available on the Internet by copying and disseminating information, except for purposes falling under the category of "fair use."
- The Board reserves the right to monitor, audit, and review employee Internet use.
The Tri-County Board provides a postage machine and mailing materials intended for correspondence of Board business. These items should not be used for personal mail.
Telephone
The Tri-County Board provides telephones for conducting of Board business. They should not be used to make excessive personal calls.
If you have been issued a cell phone by the Tri-County Board, it is to be used for business purposes only. If you make personal calls on Tri-County Board cell phones, we may require that you pay us for any charges.
Our telephone communications are an important reflection of our image to customers and the community. Always use proper telephone etiquette. The following are some examples of good telephone etiquette: use the approved greeting, speak courteously and professionally, repeat information back to the caller, and only hang up after the caller hangs up.
Board Facilities
Any agencies, organizations, volunteers or contract staff that wishes to utilize the Board’s conference facilities and/or technology shall not use said facilities and technology to engage in illegal, unethical or immoral activities or any inappropriate behavior as outlined in the preceding sections of this policy. Only organizations that are compatible to the Tri-County Board’s Vision, Mission and Principles will be allowed to reserve and use the conference facilities. The Executive Director shall have final determination of Board facility or technology usage.
The Board’s use of the facility shall always take priority over other entities wishing to use the facility. The Executive Director may assess a fee for the use of the facility and technologies or if there has been damage to the facility and equipment.
