Internal Audit Department officials note that recent events warrant a reminder to the campus community regarding University Policy 307 “Responsible Use of University Computing and Electronic Resources.”
The policy provides essential standards for employees related to University computing and electronic communications resources, which include servers, networking facilities, email, computer hardware and software, video distribution systems and telephones.
Tom York, director of internal audit, stated one policy violation that deserves more attention is the use of University-owned IT resources for commercial purposes. “For example, the majority of us know it is inappropriate to use University email to broadcast a flier related to a secondary job, such as Mary Kay consulting work. However, it is just as inappropriate to use a University computer to create Mary Kay invoices and email them to print at home.”
In this example, University Policy 307 intersects with two other University policies about working for pay beyond UNC Charlotte. University Policy 102.2 “Conflicts of Interest and Commitment” and University Policy 103.3 “Secondary Employment of Employees Subject to the State Personnel Act” establish that UNC Charlotte employment responsibilities come before any outside activities and financial interests. Both policies have specific requirements and standards for EPA and SPA employees to ensure these situations are known and approved by an employee’s supervisor.
“So, faculty or staff members who use a University computer to make a flier to sell a boat on Craigslist during the normal workday are engaging in an inappropriate use of the computer and performing a conflict in commitment with their University job,” said York.
He recommended supervisors and employees with external activities for pay review Policy 102.2 and Policy 103.3 to ensure they are aware of University guidance in this area, and all employees should review Policy 307 to assess their electronic behavior with these standards in mind.
SPA employees who have questions on secondary employment should discuss them with supervisors, who can get additional information from employee relations in the Human Resources Department at 704-687-0659. EPA staff and faculty members who have questions on conflicts of interest and commitment should discuss them first with their immediate supervisor, who can get additional information from Dixie Airey, director of research compliance, at 704-687-1876.