Electronic Communications Policy Statement
Updated: January 13, 2012



New York Medical College is committed to providing to its faculty, students, employees, trustees, affiliates and the university an electronic communications system for the purpose of conducting College business and upholding its declared mission in education, research and patient care. This system, which includes all computer-related services, electronic mail, computer equipment, software, operating systems, network equipment, storage media and related wires and cables—and all future additions or improvements thereto, is the property of the university.

This policy applies to faculty (including voluntary and adjunct faculty), employees, students, fellows, contractors, consultants, visitors, temporary employees and other workers at NYMC and its affiliated hospitals who make use of the College electronic communications system. Use of the College system constitutes an agreement to adhere to the guidelines set forth in this policy, which is intended to supplement other applicable policies, including those in the Administrative Policies and Procedures manual and the Student Handbook. The College reserves the right to revoke Internet, e-mail and other user privileges from any individual violating this or any related policy.

NYMC contact responsible for the Electronic Communications Policy Statement is:

Sandra E. Shivers, Ph.D.
Chief Information Officer
New York Medical College
Administration Building 113
Valhalla, NY 10595

Electronic Mail (E-mail) Communications

Users should refer to NYMC Policy IS-107, E-Mail Usage and E-mail Security, for a full statement of the policies on the proper use of electronic mail.

Message Size Restrictions

Due to recent events which have caused problems with the college's Email system, information services has imposed a 1024KB size restriction on all email sent to the Announcements, Advertisements and Events distribution lists.

The message you should receive if your message is too big looks like this:

From: System Administrator
Sent: Monday, October 04, 2004 5:00 PM
To: Test Restricted MsgSize
Subject: Undeliverable:above 1024KB

Your message did not reach some or all of the intended recipients.

Subject: above "Your message's subject will be here"

Sent: 10/4/2004 5:00 PM

The following recipient(s) could not be reached:

This message is larger than the current system limit or the recipient's mailbox is full. Create a shorter message body or remove attachments and try sending it again.

We do not restrict incoming messages due to a full mailbox, so this message will always refer to the message size being in excess of that allowed.

Distribution Lists

The use of e-mail to broadcast messages to groups of users via distribution lists has been set up for the express purpose of conveying College-related information that pertains to a majority of the individuals to whom the message is sent. Use of broadcast e-mail or distribution lists for any other purposes, except those that are spelled out in the section on “Advertisements, Announcements and Events,” is a violation of this policy.

Highlights of NYMC Policy IS-107 are as follows:

The following practices should be used as guidelines for the proper usage, dissemination and management of e-mail communications.

Proper Usage/Professional Behavior

Prohibited Practices

Rights and Ownership

The College owns the rights to all data and files in every computer, network or other information system in any part of its equipment or network. The College reserves the right to monitor computer and e-mail usage of any person(s), both as it occurs and in the form of account histories and their content. The College has the right to inspect any and all files stored in private areas of the network or on any type of computer storage media in order to assure compliance with this policy and with local, state and federal laws. Consistent with all other applicable laws, the College reserves the right to cooperate with law enforcement and regulatory agencies that may request logs, diaries, archives or files on individual Internet activities.

The College also reserves the right to monitor e-mail messages and their content. Users must be aware that e-mail messages sent and received using College equipment are not private and are subject to viewing, downloading, inspection, release and archiving by College authorities. No user may access another user’s computer, computer files or electronic mail without prior authorization.

Improper Usage

The College has licensed the use of certain commercial software application programs for business and academic purposes. Third parties retain the ownership and distribution rights to such software. No user may create, use or distribute copies of such software that is not in compliance with the license agreements. Under no circumstances or in any manner may individuals use the College electronic communications system to engage in any activity that is illegal under local, state, federal or international law.

Various modes of Internet access are College resources and are provided as business and academic tools to users solely for the purpose of education, clinical practice, research, professional development and College business communications. The following practices are specifically prohibited:

Copyright Infringement

Harassment/Disruption of Work or Educational Environment

Please refer to NYMC Policy IS-107 or IS-107.1 for clarification of any of the above guidelines

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