/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies-local.json

/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies.json

EAA054 Technology Policies (E-mail, Computers, Mobile Devices, Social Media)

Policy Number: EAA054
Policy Title: Technology Policies (E-mail, Computers, Mobile Devices, Social Media)

A. Purpose

The purpose of this policy is to provide clear guidelines for how students can access and use technology at the University of Texas Rio Grande (UTRGV) School of Medicine.

B. Persons Affected

This policy will cover the students participating in the UTRGV SOM curriculum. 

C. Definitions¹

1. Computing Device - any device capable of sending, receiving, or storing Digital Data, including but not limited to: computer servers, workstations, desktop computers, laptop computers, tablet computers, cellular/smart phones, personal digital assistants, USB drives, embedded devices, smart watches and other wearable electronic devices, etc.
2. Electronic Communication - method used to convey a message or exchange information via Electronic Media instead of paper media. It includes the use of Electronic Mail, instant messaging, Short Message Service (SMS), facsimile transmission, Social Media, and other paperless means of communication.
3. Electronic Mail (Email) - any message, image, form, attachment, data, or other communication sent, received, or stored within an electronic mail system.
4. Electronic Media - any of the following:
   1. electronic storage media including storage devices in computers (hard drives, memory) and any removable/transportable digital storage medium, such as magnetic tape or disk, optical disk, or digital memory card; or
   2. transmission media used to exchange information already in electronic storage media. Transmission media include, for example, the internet (wide-open), extranet (using internet technology to link a business with information accessible only to collaborating parties), leased lines, dial-up lines, private networks, intranet, and the physical movement of removable/transportable electronic storage media.
5. Information Technology (IT) - the hardware, software, services, supplies, personnel, facilities, maintenance, and training used for the processing of Data and telecommunications.
6. Internet - a global system interconnecting computers and public computer networks. The computers and networks are owned separately by a host of organizations, government agencies, companies, and colleges.
7. Portable Computing Device - any easily movable device capable of receiving, transmitting, and/or storing data. These include, but are not limited to: notebook computers, handheld computers, tablets (e.g., iPads, etc.), PDAs (personal digital assistants), pagers, smartphones (e.g., iPhones, etc.), Universal Serial Bus (USB) drives, memory cards, external hard drives, data disks, CDs, DVDs, and similar storage devices.
8. Social Media - a forum or media for social interaction, using highly accessible and scalable communication techniques. Examples include but are not limited to wikis (e.g., Wikia, Wikimedia); blogs and microblogs (e.g., Blogger, Twitter); content communities (e.g. Flickr, You Tube); social networking sites (e.g., Facebook, MySpace, Linkedln); virtual game worlds; and virtual communities (e.g., SecondLife)

D. Policy

1. E-mail Policy
Only the SOM's faculty, staff, students, and other persons who have received permission under the appropriate authority are authorized users of the UTRGV SOM e-mail systems and resources. Use of e-mail is encouraged where such use supports the University's academic goals and facilitates communication between faculty and students. However, if a student uses email in an unacceptable manner, he/she is subject to sanctions, including but not limited to, having his/her campus e-mail account deactivated. The student will receive an initial warning and reports of any subsequent violations will be sent to the MSEPC for final recommendations and action.

2. Portable Computers and Mobile Devices Policy
Portable computer users must take personal responsibility for the security of the equipment, software and data in their care. This applies both to students' individually-owned computers as well as UTRGV SOM-owned computers that students have access during exams and/or those borrowed for use from the SOM library. Students are required to purchase their own laptops which must meet the specifications provided by the school with regard to the necessary operating system and software needed for the four years of medical school.

3. Standards Pertaining to the Use of the Personal Computers

• Students must ensure that their laptop is not used by unauthorized persons.
• All students are encouraged to regularly save all data to the network drives and a central location, i.e., Blackboard. The SOM is not responsible for any loss of data on the laptops themselves.
• Laptops should never be left unattended in public places (e.g., car, library, restaurant, restroom, etc.).
• Laptops in cars must be stored out of sight when the car is left unattended. Take care when leaving laptops in cars in hot weather where they can overheat or become damaged.
• Students must immediately report any possible security breaches to the UTRGV IT department (e.g., if their laptop is stolen or misplaced).
• Students must abide by all of the UTRGV IT policies. This includes all HIPAA and FERPA regulations pertaining to security and privacy. 

4. Social Media Policy
The administration of the SOM recognizes that social networking websites and applications are an important and timely means of communication. However, students who use these websites and other applications should be aware of the critical importance of privatizing their web sites so that only trustworthy "friends" have access to the websites/applications. They should also be aware that posting certain information may be illegal. Violation of existing statutes and administrative regulations may expose the offender to criminal and civil liability, and the punishment for violations may include fines and imprisonment. Offenders also may be subject to adverse employment actions and/or academic actions that range from a letter of reprimand to probation to dismissal from employment, school and/or resident training. All students in the SOM are also subject to University policies and/or regulations on social media and social networking, as well as all other applicable University policies and regulations.

The following actions are strictly forbidden:

• Any violation of University IT policies.
• Students may not disclose the personal health information of other individuals in their professional role as a care-givers. Removal of an individual's name does not necessarily constitute proper de-identification of protected health information. Inclusion of data such as age, gender, race, diagnosis, date of evaluation, or type of treatment or the use of a highly specific medical photograph (such as a before/after photograph of a patient having surgery or a photograph of a patient from a medical outreach trips) may still allow the reader to recognize the identity of a specific individual, and therefore is prohibited.
• Students may not disclose private (protected) academic information of another student or trainee. Such information might include but is not limited to: course or clerkship grades, narrative evaluations, examination scores, or adverse academic actions.
• Sharing information within a class is acceptable, but sharing material between classes or outside UTRGV SOM is not. Many of the cases used in the academic setting have been generously provided by other medical schools with the stipulation that they would be used only by UTRGV SOM students. In addition, it would defeat the purpose of problem-based learning and other case-based learning if the learning objectives, study materials, etc. were available to students encountering cases for the first time. Therefore, the use of Facebook or other social media sites by students for any curriculum materials is strictly prohibited. All postings for classes should be to the secure Blackboard site or another non-public, password protected site.
• In posting information on social networking sites, students may not present themselves as official representatives or spokespersons for UTRGV or the SOM, unless authorized to do so by the President or Dean of the SOM, respectively.
• Students may not represent themselves as another person or persons, real or fictitious, or otherwise attempt to obscure their identity as a means to circumvent the provisions of this policy.
• Students may not post photographs of patients, family members of patients, and/or Plastinate specimens.
• Students must respect limited personal use permissions, when applicable, and may not utilize websites and/or applications in a manner that interferes with their official work and/or academic commitments. That is, students may do not consume university, hospital or clinic technology resources for personal use when others need access for patient or business-related matters. Moreover, students may not delay completion of assigned clinical responsibilities to engage in social networking.

In addition to the absolute prohibitions listed above, the actions listed below are strongly discouraged. Violations of these suggested guidelines may be considered unprofessional behavior and may be the basis for academic disciplinary action. Specifically, students who fail to adhere to the standards of professionalism regarding social networking may be referred to the Associate Dean for Student Affairs and/or the MSEPC.

• Display of vulgar language;
• Display of language or photographs that imply disrespect for any individual or group because of age, race, gender, ethnicity, or sexual orientation;
• Presentation of personal photographs or photographs of others that may reasonably be interpreted as condoning irresponsible use of alcohol, substance abuse, or sexual promiscuity;
• Posting of potentially inflammatory or unflattering material on another individual's website, e.g. on the "wall" of that individual's Facebook site; and
• Fraternization between faculty/staff and students in an inappropriate manner of a personal nature.

When using these social networking websites/applications, students are strongly encouraged to use personal e-mail addresses, rather than their UTRGV email addresses, as their primary means of identification. Students also should make every effort to present themselves in a mature responsible, and professional manner. Discourse should always be civil and respectful.

Relevant Federal and/or State Statute(s), Board of Regents' Rule(s), UTS Policy(ies), and/or Coordinating Board Rule(s)

Federal Statute: FERPA: Family Educational Rights and Privacy Act; 20 U.S.C. Sec. 1232g and 34 CFR Part 99

Federal Statute: HIPAA: Health Insurance Portability and Accountability Act of 1996, Public Law 104-191

Board of Regents: UT System Board of Regents Rule 50702: Confidentiality and Security of Education Records Subject to the Family Educational Rights and Privacy Act (FERPA)

Board of Regents: UT System Board of Regents Policy UTS165 Information Resources Use and Security Policy.