The Resident Life Policy on the Acceptable Use of Information Technology Resources is provided to each new employee when they receive an overview of technology services. It is also available in the Google Shared Drive - “DRL-New Staff Welcome Materials.” The policy outlines principles of technology use, acceptable use, prohibited conduct, resources, and storage. The information below only summarizes some of the information in the policy. Staff should be familiar with this policy and other technology-use and storage policies and should direct questions to their supervisor or to our IT staff.
Technology resources include but are not limited to computer systems, applications, networks, software, and files maintained by Resident Life. The basic principle of this policy (1) reinforces and supplements the campus’ established principles and policies on IT, (2) supports the mission of Resident Life and (3) provides awareness of IT best practices in order to foster safe and efficient technological environment for all stakeholders to utilize.
The University Acceptable Use Policy also applies to all staff, and includes staff apartments.
Prohibited Conduct
Altering system software or hardware configurations without authorization; disrupting or interfering with the delivery or administration of IT resources.
Attempting to access or accessing another's accounts, private files, e-mail messages, or intercepting network communication without the owner's permission except as appropriate to your job duties and in accordance with legitimate University purposes.
Misrepresenting oneself as another individual in electronic communication.
Installing, copying, distributing, or using digital content (including software, music, text, images, and video) in violation of copyright and/or software agreements or applicable federal and state law.
Engaging in conduct that interferes with others’ use of shared IT resources.
Using University IT resources for commercial or profit-making purposes or to represent the interests of groups unaffiliated with the University or unassociated with the normal professional activities of faculty, staff or students without written authorization from the University.
Ignoring individual departmental or unit lab and system policies, procedures, and protocols.
Facilitating access to University IT resources by unauthorized users.
Exposing sensitive or confidential information or disclosing any electronic information that one does not have the authority to disclose.
Knowingly using IT resources for illegal activities. Criminal or illegal use may include obscenity, child pornography, threats, harassment, copyright infringement, University trademark infringement, defamation, theft, identity theft, and unauthorized access.
Email Usage
Staff must use University owned and maintained email system, i.e. UMD Staff Gmail, when transmitting sensitive and confidential information, such as protected student data. Staff should not redirect their University issued email accounts to non-University email systems. The use of non-University provided email services may allow third parties to have access to sensitive and confidential data.
Portable Media Usage
Staff should not store sensitive information on portable media, home computers, or other non-state owned devices. Sensitive information stored on portable media must be properly secured and encrypted. Portable media includes, but are not limited to, flash media drives, magnetic tapes, laptops, smart phones, tablets, DVDs and CDs.
Data Storage
Staff should utilize Resident Life approved file services, e.g. U: and S: drives, UMD Staff Google, and UMD Box to store all documents and files. Unlike desktops and laptops, the file services are protected by backup services. Documents and files not stored on approved file services may be more susceptible to data loss in the event of workstation failure. Staff should use best judgment when deciding on what types of files to store on DRL file services. Staff should follow department guidelines when creating new resources on cloud based storage, e.g., adding “DRL - ” prefix to folder names (see Google Shared Drives Guideline). Questions on legality, appropriateness, and best practices of file server usage should be directed to Resident Life IT.
Shared Accounts
Certain accounts, e.g., community desk accounts, are shared by multiple users. Sharing of username and password will imply delegation of authority of the account to designated person(s). Staff may not share passwords with unauthorized individuals. Staff should consult with Resident Life IT prior to delegation of authority in order to seek alternative solutions.
Procurement of IT Resources
All purchases related to IT hardware, software, and services must be vetted through Resident Life IT for University compliance, information security, compatibility, reliability, and maintenance considerations.
Improper use of technology resources may result in the restriction or revocation of access to IT resources; faculty, staff, or student disciplinary action; or legal action.
Some email and voicemail standards are embedded in our Customer Service Standards’ Telephone, Email, and Visitor Courtesy Standards, which should be reviewed during your onboarding process. These include some of the basics below, plus specific customer-centered best practices.
In general, staff should respond to all telephone and voicemail messages the same day or by noon the following business day and should respond to emails by the next business day. Voicemail messages should be kept up-to-date, checked regularly, and changed for closings, holidays, and when on approved leave. On main office lines, voicemails from the previous night/weekend should be retrieved each business day by 9:00 am. During the day, new voicemails on main office lines should be retrieved shortly after receipt.
Email should also be checked regularly. Persons sending email to our staff should be able to expect the email will be read and responded to by no later than the next business day. If a full reply is not possible, an acknowledgement of receipt, including a timeline for a full response, should be sent. When out of the office on approved leave, staff should update their email auto-response to reflect the time away, the expected date of return, and contact information of other staff to respond to critical inquiries.
Make sure you are the most appropriate staff member to respond to received emails. Emails that include inquiries or concerns should be redirected, with a copy to the sender, to the staff member who is the most responsible for the topic or concern addressed.
Staff should only use their @umd.edu email to conduct official university business. All emails should contain your official Resident Life signature. Signature standards are included in our departmental brand standards guide.
Staff are expected to keep their Google Calendars active and up-to-date. While the titles of meetings should generally be kept private, staff may wish to share their full calendar information with critical administrative staff and coworkers who have a need to know the details of meetings. If you have personal items in your calendar or information you don’t want available to others (for instance, names of candidates in a search interview), these should be marked private so others cannot see the titles.
Staff should also use their calendars to reflect when they are out of the office. Supervisors may have additional expectations regarding calendar use and meeting invitation responses.
Staff are not required to use their personal cell phones to conduct university business. Staff may be asked to provide their personal cell phone numbers to be used in cases of emergencies. Staff are also encouraged to register their cellphones with alert.umd.edu to receive critical emergency information from the campus.
Staff may, if they make the choice, use their personal cell phones to conduct university business. But, any emails sent via cellphone should use their university account. Text messages should only be used for coordinating appointments and conducting incidental contact (late to the office, missing meetings, program reminders) and should not be used for official university business communications (as they may be subject to litigation holds or Public Information Act requests).
Department vehicles are provided to assist employees in the completion of their duties. Keys to departmental vehicles are housed in REP, North Campus Office, and IT. When a new staff member (who needs vehicle use) begins employment, their supervisor should bring them to the REP unit to review detailed vehicle-use procedures, complete the appropriate forms, and provide a drivers license for record review. These procedures include information about appropriate use, expectations of passengers and drivers, review of driving records, accident protocols, parking, and check-outs.
Questions about vehicle use should be directed to Dan Hairfield, Program Manager for Residential & Community Engagement.
The University of Maryland photo identification (ID) card provides a general form of identification issued solely for the purpose of accessing programs and services administered by the campus. To receive an ID card, you must have an approved employment appointment in the PHR system. Staff members may receive their ID card on their official start date or afterwards, but not prior to the start date listed in their payroll appointment. In Resident Life, this is usually part of your onboarding schedule.
At the discretion of the University, ID cards may be issued to other individuals who are "affiliated" with the University provided such affiliates are sponsored by a regular University department or office and entered in the PHR system as such. In Resident Life, this is typically individuals who live with our live-on staff.
Staff may use their ID cards to:
Access campus buildings such as residence halls, some classroom buildings, and recreation facilities
Access library and information services and as a photocopy card
Serve as your Terrapin Express debit card for on campus eateries and retailers
Obtain athletic tickets
Gain admission to campus sponsored events
Ride the University's Shuttle bus (although some do not require an ID)
Receive discounts at some area vendors
Access to programs and services by affiliate card holders must be negotiated on a case-by-case basis by the sponsoring department
Since your ID provides access to many residential spaces on campus (typically every residence hall entrance and many office spaces), it is imperative that you keep your ID card safe and secure. You should not loan your ID to anyone else and should not duplicate your ID.
If your ID is lost or stolen, you should immediately deactivate your ID card to prevent use by unauthorized individuals. Contact Residential Facilities staff to immediately deactivate your card’s access to spaces and contact the ID Center to deactivate your card. The University assumes no responsibility for misuse of your card, or for charges to your accounts due to your ID card being lost or stolen. Once deactivated, you must obtain a new ID card at the Office of the Registrar, First Floor, Clarence Mitchell Building, and may incur a charge.
When you begin employment, you will receive one or more keys that provide access to residence hall spaces, office suites, and your personal office. It is imperative that you keep your keys safe and secure and do not loan your keys to anyone or duplicate them. Please report any lost or stolen keys immediately to your supervisor and the DRF key manager. If your keys are stolen, as with any other theft, you should file a report with the University Police by calling their non-emergency number (x5-3555). When you leave employment, you will be asked to return your keys.
If you have responsibility for or access to additional keys (student rooms, master keys, storage rooms, etc.), your supervisor will detail specific expectations for use.
Each staff member is provided with a nametag within the first few weeks of employment. Nametags should be requested from individual supervisors to Resident Life Human Resources. Nametags include the name of the staff member and can also include the staff member’s pronouns.
Nametags are not required to be worn at all times, but staff are encouraged to wear their nametags when they are in meetings or groups where they may not be familiar to everyone.