Employee Communication Policy

Enormous technological progress does not change the code of conduct that governs how we handle information at Messiah College. In fact, the greater our technological base, the more we need to reinforce our commitment to carefully managing our communication, information, technology and issues of confidentiality.

 

Appropriate Means of Communication

Selecting the appropriate means of communication can greatly enhance positive and effective interaction. Employees and students are encouraged to follow the general guidelines discussed below.

Person-to-Person Communication - facilitates communication between persons who are in close proximity to each other and/or when urgent or confidential matters need to be discussed as soon as possible. This means it is also generally the most effective for resolving conflict between individuals.

Telephone Communication - can be used to discuss routine or important matters between parties who are physically separated. However, if an issue is potentially sensitive or confidential, it may be best discussed via person-to-person communication.

Voice Mail - is effective for quick, simple messages that do not require a written transcript. It can also be used when a person who is not in his/her office needs to transmit timely information that will be of use to others at the College.

Campus Mail - is an effective means to deliver routine or important communication that is not particularly time sensitive. It is also useful for delivering lengthy documents which cannot be easily transmitted via electronic files. If receipt of the delivery is time sensitive or extremely confidential, then hand delivery is recommended.

MC Square Portal - an effective one-to-many means of distributing information and facilitating campus business, i.e. registering for classes, communicating policy and procedural information, and accessing administrative data. The portal allows for targeted announcement capability allowing for the delivery of content to specific groups of users. This capability can be utilized to target specific populations that the announcement concerns, unlike posting content on a website for a general audience.

Electronic Calendars - are the process by which most scheduling of inter-office meetings is communicated. In order to facilitate an efficient and effective scheduling process, employees are expected to maintain their GroupWise calendar. Failure to use this function often results in wasted time, inefficiency, and duplicated effort for other parties in the scheduling process.

E-Mail - is an efficient and cost-effective means of communicating brief and/or easily understood messages to an individual or a defined group. E-mail is also an effective and timely means of distributing electronic files which are attached to a cover message. While often a substitute for a phone call, email more closely resembles a memo or letter because it can be retained and re-circulated. Email should be clear, concise and professional in tone. Employees should be aware that e-mail has certain characteristics that warrant caution:

• Unencrypted electronic mail sent via the Internet is not secure. Never include any information in any electronic communication that you should keep private and confidential.
• Electronic mail messages intended for a specific individual can be forwarded with possible edits and distributed to others without your knowledge.
• Due to its inability to convey the more human dimensions of communication (i.e. body language, tone of voice, facial expressions) e-mail is generally not considered the best means of facilitating conflict resolution, or communicating particularly private, sensitive or confidential information.

Because of the fast turnaround time and its conversational nature, e-mail often necessitates its own unique code of conduct or “netiquette.” The following guidelines are most effective when respected by both the sender and receiver of campus e-mail.

 

Some General Guidelines:

• All principles of the College’s Community Covenant – particularly with respect to practicing biblical integrity and accountability – are applicable in all means of campus communication, including e-mail.
• Do not send content that would compromise your integrity as the sender, or the integrity of the receiver if it was viewed by others.
• Be professional and careful in what you say about others.
• Remember that the recipient is an individual whose background, culture, language and humor are most likely different from your own. Avoid using language or humor that may be misinterpreted or considered offensive.
• Be careful not to circulate unverified, inappropriate or gossip-based information via e-mail. This can be harmful to individuals and groups both on and off campus and does not affirm the Community Covenant’s urging to confront inappropriate attitudes or behaviors directly.
• Do not use the College network for commercial gain or proprietary work.
• Cite all quotes, references and sources and respect copyright and license agreements.
• Do not forward or post personal e-mail messages that you have received to newsgroups or listserves without the author’s permission.
• If you are forwarding or re-posting a message you have received, do not change the wording.
• Be careful about using e-mail to send heated, personally critical or confrontational messages – commonly referred to as “flaming.” It is a good rule of thumb not to say anything in an e-mail that you would not respectfully say to an individual face-to-face.
• Be sure that any e-mail message to which you respond was directed to you. You might have been “cc:ed” rather than the primary recipient.
• Be careful when addressing e-mail. In today’s technological environment, there are addresses which may go to a group but the address looks like it is just one person. Know to whom you are sending.
• Watch “cc:’s” when replying. Do not continue to copy people if the messages have become a private two-way conversation.
• Do not send large amounts of unsolicited information to people. There is an abundance of amusing or inspirational stories, anecdotes, jokes, entertaining graphics, etc. which are circulated by e-mail. Be respectful of coworkers’ time and energy; do not assume they wish to receive this type of e-mail on a regular basis. It is best to ask permission before adding someone to a distribution of this nature.

Sources: The Net: User Guidelines and Netiquette, by Arlene Rinaldi. A Beginner’s Guide to Effective E-mail, by Kaitlin Duck Sherwood. The Messiah College Community Covenant.

 

Confidential Matters

Person-to-person communication is generally the best means of conveying confidential communication. If sending confidential information electronically, all employees are encouraged to use discretion when sending information that may be interpreted as sensitive by the recipient. These items should be marked as “private” or “confidential”. The College’s electronic and voice systems have user options which enable messages to be labeled in this manner. Campus mail may also be used to send communication marked “confidential.” However, it should be realized that in many campus departments, the mail may be opened and sorted by other than the addressee.

Messiah College strives to maintain a professional work environment in every respect – with particular concern for the integrity and confidentiality of our data and information systems. Communication, information, data and materials delivered through email, maintained in a database and/or recorded as part of an electronic or hard-copy file must be of an appropriate professional nature, must not violate the legal rights of Messiah College or any third party and must be transmitted, stored and accessed in a manner that safeguards confidentiality and complies with applicable laws.

As an employee or intern at Messiah College, you may have access to confidential information relative to Messiah College employees and/or students. Information about Messiah College, its employees, and its students should not be divulged to anyone other than persons who are authorized to receive such information. When in doubt as to whether certain information is or is not confidential, prudence dictates that no disclosure be provided without first clearly establishing that such disclosure has been authorized by appropriate supervisory or administrative personnel. This basic policy of caution and discretion in handling confidential information extends to both external and internal disclosure. Please keep in mind that saying “I cannot discuss that” is an acceptable response when asked to discuss confidential information when there is no legitimate need to do so.

Protecting the College’s confidential information is everyone’s responsibility. Mishandling of personnel or confidential information is a serious breach of acceptable conduct and may result in immediate termination of employment.

 

Urgent Messages

It is recommended that important messages, which should be accepted as soon as possible, be designated as “urgent” or “high priority”. The College’s electronic and voice mail systems have user options which enable messages to be labeled in this manner.