Apr 02, 2020  
Policies 
    
Policies

Student Affairs


Communication Resources
03:32:00 Communication Resources

 

  1. All Chattanooga State Community College communication resources are provided for conducting business for the college. The following policy describes the appropriate use of the equipment and its related activities.
  1. All outgoing mass communications to students, whether by phone, mail, facsimile, e mail, Internet transmission, or any other means, must be approved by the Vice President of Student Affairs, or their designated representative, prior to distribution.
  2. It is the responsibility of department supervisors to inform employees on the appropriate use of all College communications resources and equipment.
  3. The Network and Telephone Systems Department is responsible for the telephone system, and is available to answer any questions and offer instruction concerning the use of the telephone system and equipment.
  4. It is the responsibility of the employee to consult their supervisor, when questions arise, concerning appropriate use of college communication resources. Personal calls using long distance and/or other toll calls made through the college telephone system should be charged to the individuals' home telephone or personal credit card.
  5. Vandalism or any deliberate acts of damage to college communication resources or equipment may be punishable by law. Misuse of the college communication resources may create liability risks for the college and is prohibited.
  6. Disclosure of student records by any employee using college communication resources requires proper authorization. Transmission of this information through mail, email, facsimiles, or any other insecure communication resource must follow all TBR and CSTCC policies regarding confidentiality of student records.
  7. Inappropriate use of college communication resources is prohibited and may result in disciplinary action, up to and including termination and may be punishable by law. This includes, but is not limited to, any offensive, harassing,  discriminatory or sexually suggestive written, recorded, or electronically transmitted messages. Use of college communication resources for any criminal or illegal activity is prohibited and may be punishable by law.
  8. Use of college communications resources and equipment, correspondence and related materials shall be used strictly and solely to conduct official college business.
  1. Telephone System Records
    1. A record of all calls made from on-campus telephones at CSTCC indicating the number called and the number and location of origin is kept by the Network and Telephone Systems Department. A detailed record of long distance calls is sent monthly for reviewand verification to all individuals making these calls.
    2. All records of telephone system usage are the property of the college. These records will be provided to the proper authorities, including the police, when required.
    3. Campus telephone operators have the authority, when directed by the Director of Network and Telephone Systems, to work with the police in obtaining information concerning malicious or threatening calls. The on-campus location and phone number of calls placed may be provided as part of such an investigation.
    4. Campus telephone numbers may be obtained in the campus telephone directory. For additional information, the campus telephone operator may be consulted. Home telephone numbers and message services shall not be provided by the Telephone Operator, nor shall operators place off-campus calls for campus callers.
  1. Voice Mail
    1. Employees should use the voice mail system for official college business. Any misuse to the voice mail system may result in disciplinary action; reimbursement to the college for any damage caused to the system, and may be punishable by law.
    2. All employees are expected to utilize the voice mail feature of the phone system. This is required to ensure all call messages are received. All mailboxes will be checked frequently to ensure messages are responded to in a timely manner.
    3. Each employee will ensure voicemail message is current and appropriate to the image of the college. The voicemail message shall be programmed appropriately during extended periods of absence.
  1. Official College Electronic Communication
    1. Chattanooga State considers electronic communication, including, but not limited to, college e-mails, listservs, college-hosted sub-Webs, and college-adopted learning management systems to be an appropriate mechanism for official communication with Chattanooga State students, staff and faculty members. Electronic Mail or E-Mail.
    2. Electronic mail or "e-mail" is considered an official method of communication to and from Chattanooga State students, staff and faculty members. The college sends official communications via e-mail with the full expectation that these groups of individuals will receive and read these e-mails in a timely fashion.
    3. For Students:
      1. This procedure ensures that all students enrolled have access to this form of communication. It ensures students can be reached through a standardized channel by Chattanooga State faculty and staff as needed. Communications sent via thecollege-provided e-mail system (TigerMail) may include notification of Chattanooga State information including, but not limited to, admissions, enrollment services, advising, financial aid, etc.
      2. Official College e-mail accounts (TigerMail) will be created automatically by the college within two (2) college business days of receipt of an admission application along with $15 application fee. A student must remain enrolled in an appropriate class (i.e., if the student fails to pay tuition or is otherwise legitimately dropped from the class, the e-mail account may be removed). A letter will be mailed to the home address listed on the application with the user name and password, as well as, an email sent to the email address listed on the application
      3. E-mail accounts will be discontinued if a student is not enrolled for two consecutive full terms.
      4. Students are expected to read and respond as appropriate to their Chattanooga State official e-mail (TigerMail) on a frequent and consistent basis. The College recommends checking e-mail daily since certain communication may be timesensitive. A link to access TigerMail is located on the Chattanooga State webpage at www.chattanoogastate.edu
      5. Chattanooga State offices cannot validate that a communication sent by e-mail is from a student unless it comes from a valid college e-mail (TigerMail) address. If students make queries to Chattanooga State administrative offices or faculty from "nickname" e-mail accounts (e.g., hotmail.com, cfl.rr.com, etc.), such queries may not be received and/or students may be asked to resubmit such queries using an official Chattanooga State e-mail address.
      6. All e-mail communication between faculty and students relating to a current Chattanooga State fully online course (section 971.....979) or RODP online course (Section R 50) must be through the course eLearn web mail.
      7. Inquiries from students requesting information regarding their official student account/records/financial aid/fees, etc., must be submitted via the official college email account (TigerMail). All replies to inquiries will be sent to official Chattanooga State e-mail accounts, regardless of how it was submitted.
      8. Students may forward their official e-mail (Tiger Mail) to a personal e-mail address. The personal e-mail address may be used to read official e-mail  messages, but replies to official e-mail messages must be made from within the student's TigerMail account. If a student chooses to forward their TigerMail to a personal e-mail address, it is the student's responsibility to verify that the  forwarding is working correctly. Students forwarding their official e-mail are still  expected to receive and read these e-mails in a timely fashion.
      9. If you are having difficulty accessing your TigerMail account, you may contact the Chattanooga State Computer Operations Help Desk at 423-697-3375.
  2. Customer Response Center
    1. The Center is responsible for answering telephone inquiries and directing calls from current and future students, college faculty and staff, and the community at large concerning information related to all facets of the College.
    2. All outgoing mass communications to students from the college via the telephone will be coordinated by the Center. The VP of Student Affairs or their designee will review and approve all communiqués for content of message prior to distribution.
    3. The Center operates in accordance with all TBR and CSTCC policies, FERPA, and all other state and federal laws governing public and private communication practices.
Approved: Executive Staff, 05/20/09
Approved: President's Cabinet, 05/20/09
Approved: President, 05/20/09
Reviewed and Revised by: Student Affairs, 03/27/09