Boyce Thompson Institute for Plant Research, Inc.
POLICIES AND PROCEDURES
Electronic Communications Policy
Issued:
April 23, 2009
Responsible
Office:
Information
Technology
Manager
Policy Statement
This policy establishes the ways in which members of the Boyce Thompson Institute may access and use
its electronic communication systems, including electronic mail, access to and use of the World Wide
Web, telephones, and any other electronic communications. BTI reserves the right to change this policy at
any time as may be required.
Reason For Policy
BTI maintains an internal electronic communications system and utilizes Cornell University systems. The
Institute, through its the Electronic Communications Policy seeks to enforce policies regarding
harassment and the safety of individuals, to protect the Institute and Cornell University against seriously
damaging or legal consequences due to the misuse / abuse of its electronic communication systems, to
prevent the posting of proprietary information in disregard of copying restrictions or contractual
obligations, and to safeguard the integrity of computers, networks and data.
Entities Affected By This Policy
All Individuals / Labs / Units within BTI who utilize any electronic communication systems maintained
by BTI.
Who Should Read This Policy
All Individuals / Labs / Units within BTI who utilize any electronic communication systems maintained
by BTI.
Website Address For This Policy
http://bti.cornell.edu/PoliciesProcedures.php
Related Documents
BTI Documents
Other Documents
 BTI Computer Security Policy
 BTI Authentication to BTI Information
Technology Resources Policy
 Cornell University Policy: Responsible Use of
Electronic Communications
Contacts
Subject Matter
Policy Clarification
Computers and
Network Systems
Office Name
IT Manager
IT Manager
Telephone Number
607 254 4758 or 1250
607 254 4758 or 1250
1
Email/URL
btihelp@cornell.edu
btihelp@cornell.edu
Policy Name: Electronic Communications Policy
Date of most recent changes: April 23, 2009
Harassment
Reporting Violations
Human Resource
Director
IT Manager
607 254 1239
Jmc498@cornell.edu
607 254 4758
jcc25@cornell.edu
VIII. Definitions
Term
Electronic
Communications
Network systems
BTI Computers and
network systems
Definition.
Electronic mail, use of the world wide web, telephones, or any other
electronic communications
Internet, electronic mail systems, Ethernet and wireless networks, servers
Any computer or network device owned by BTI or located on the BTI
network
Responsibilities
Party
All Individuals / Labs /
Units within BTI
IT Manager
Human Resource Director
List of Responsibilities
Adhere to policy provisions
Ensure that
Need to complete
Verify with Lab Member that computer purchases meet policy guidelines.
Notify IT Department staff when any new computer arrives.
Policy Statement
BTI maintains an internal electronic communications system and utilizes Cornell University’s systems.
The purpose of all systems is to conduct business; personal use should be kept to an absolute minimum
and done only during unpaid work hours. All messages, data and documents composed, sent, or
received via the electronic communications systems are and remain the property of BTI. They are not the
private property of any employee.
BTI reserves and intends to exercise the right to review, audit, intercept, access and disclose all electronic
communications and data created, received or sent over the electronic communications systems for any
purpose. The confidentiality of any electronic data should not be assumed. Even when a message is
erased, it is still possible to retrieve and read that message.
Notwithstanding BTI’s right to retrieve and read any electronic communication, such communication
should be treated as confidential by other employees and accessed only by the intended recipient.
Employees are not authorized to retrieve or read any e-mail messages, documents or communications
that are not sent to them. Any exception to this policy must receive prior approval by a member of BTI
management.
Employees shall not use any access code or password or access a file, or retrieve any stored information,
unless authorized to do so. Employees should not attempt to gain access to another employee’s messages
or data without the latter’s permission.
When an employee separates from BTI, he/she should work with his/her supervisor to properly clean up
or transfer ownership of electronic files.
2
Policy Name: Electronic Communications Policy
Date of most recent changes: April 23, 2009
Any employee who violates this policy or uses the electronic communication system for improper
purposes shall be subject to Institute, University and other appropriate disciplinary procedures.
BTI reserves the right to limit access to its network when applicable polices or codes, contractual
obligations or state or federal laws are violated.
BTI reserves the right to remove or limit access to material posted on BTI-owned computers when BTI
policies, contractual obligations or state or federal laws are violated..
Policy Violations
Examples of violations of this policy include, but are not limited to, the following:










To solicit or proselytize form commercial ventures, religious or political causes, outside
organization or any other non-job related solicitations. BTI has established an optional
subscription list for non-work related messages called BTIREC-L.
To create, distribute or print any harassing, offensive or disruptive messages or images
To access, create, distribute or print sexually explicit messages, content or images;
To distribute or print communications that are sexual in nature or that are motivated by race,
ethnicity, religion, gender or sexual orientation
To send or receive copyrighted materials, trade secrets, proprietary financial information or
similar materials without prior authorization
To falsify or fabricate research data, to steal another individual’s work, to misrepresent one’s own
work or to force academic or research achievement;
To launch a computer virus or other rogue program
To jam or bomb electronic mailboxes or any other electronic communications systems
To prevent others from accessing communications systems
To send forged email using someone else’s email address
BTI receives the right to evaluate, on a case-by-case basis, the appropriate use of its electronic
communications systems and is the final determiner of what is or is not appropriate electronic
communications.
Reporting Violations
If you believe that a violation of this policy has occurred, contact the IT Manager who will report the
incident to the Human Resources Manager. A determination will be made as to whether other offices
need to be contacted (i.e., Cornell's Office of Information Technology, CU Police, etc.)
The IT Manager and the HR Director will investigate the incident immediately and determine the nature
and extent of the violation. A written document of the investigation will be prepared and presented to
appropriate parties.
If necessary, the individuals involved will be placed on a paid leave of absence pending the results of the
investigation.
Appropriate disciplinary measures will be taken, up to and including termination of employment. If
necessary, the University, CU Police or other appropriate authorities will be notified.
3