Policy on Photos in Communication

Policy

Whereas, the campus ICIT is shifting towards adding picture IDs in e-mail communication; and

Whereas, the system would allow the following four faculty/staff photo privacy options:

1. Public:  Photo will be used with applications that do not require authentication (e.g. campus web pages, campus online directory) and with applications that do require authentication (e.g. Outlook).  This level will be set up by an individual and based on personal choice.
2. Campus wide:  Photos will be seen by everyone in the campus community, including students, but not by others outside of the campus community.  This level will be set up by an individual, based on a personal choice. 
3. Internal:   Photo will only be seen in authenticated applications (e.g. Outlook).  Only Faculty/Staff will be able to see the staff members photos (i.e. students and general public cannot see photo). 
4. Private:   Photo can only be seen by faculty/staff with special access (e.g. Security, HR) and by the individual him/herself (e.g. iConnect – Access). This level will be set up by an individual and based on personal choice. 

Be it resolved that contact photo IDs not be used in enterprise communication until a mechanism is in place which would allow the faculty to select their desired level of access;

Be it further resolved that faculty be provided at least a three-week window with multiple reminders to select their preferred level of choice. The default for faculty should be set at “level 4 private.”