Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-65 - Technology Security and Safeguarding › Section 3364-65-07 - Electronic communication policy

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The university of Toledo provides electronic mail "e-mail,"
				communication, and collaboration services to support academic, research,
				medical, and administrative functions of the institution. University electronic
				communication services are to be used responsibly within the normal standards
				of professional and personal courtesy and conduct. The use of electronic
				communication services is a privilege, not a right, and it should be treated as
				such by all users.
(B)
			 Purpose
This policy establishes guidelines for the responsible and
				efficient use of university of Toledo "university" electronic communication
				services, and to clearly set forth the rights and responsibilities of the
				university's authorized users regarding these services, including
				e-mail.
(C) Scope
Electronic communications and associated attachments
				transmitted or received over the university network are subject to the
				provisions of this policy. According to Ohio law, electronic communications
				such as e-mail are generally considered to be public records to an equal degree
				of an equivalent communication in physical form. E-mail communications written
				and sent during university business are subject to applicable
				provisions of this policy, regardless of whether the communication was sent or
				received on a public or privately owned personal computer or messaging
				system.
(D) Definitions
(1) E-mail. E-Mail means an electronic
			 message transmitted between two or more computers or electronic terminals,
			 whether or not the message is converted to hard copy format after receipt and
			 whether or not the message is viewed upon transmission or stored for later
			 retrieval
.
(2) Payment
			 card information "PCI." PCI is information associated with payment cards such
			 as credit card numbers and associated personal identification
			 numbers.
(3) Personally
			 identifiable information "PII." PII is information that can be used to
			 distinguish or trace an individual's identity. Examples of PII include social
			 security numbers or information that, when combined or used with other
			 identifying information, is linked or linkable to a specific
			 individual.
(4) Protected health
			 information "PHI." PHI is healthcare information that could reasonably lead to
			 the identification of an individual, either by itself or in combination with
			 other reasonably available information. Consult the university office of legal
			 affairs for guidance about whether a particular university organizational unit
			 is a covered entity for purposes of "HIPAA."
(5) Public records. Public records means all
			 writings made, maintained, or kept by the state, or any agency, institution, or
			 subdivision thereof, for use in the exercise of functions required or
			 authorized by law or administrative rule, or involving the receipt or
			 expenditure of public funds.
(6)
			 Student educational records. Student educational records include all records
			 maintained by the university concerning a student, including admissions,
			 academic, financial, and placement records. University rule
			 3364-71-15
			 of the Administrative Code (confidentiality of student records "FERPA"),
			 further defines student educational records and our responsibilities to protect
			 them under the Family Educational Rights and Privacy Act of 1974.
(7) Sensitive data. Sensitive data is data
			 for which the university has an obligation to maintain confidentiality,
			 integrity, or availability.