University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Electronic Communication Policy

UPPM 85.47

For more information contact:
   Marketing & Communications 

1.0 General Policy Statement

In support of academic instruction, research, public service, and administrative functions, Washington State University (WSU) encourages the use of, and provides access to, information technologies and network resources. This enables WSU users to access global information resources, as well as communicate with other users worldwide. In keeping with its role and values, WSU encourages the use of electronic communication, rather than paper, whenever possible for the conduct of official WSU business and for individual professional purposes related to an official WSU purpose.

This policy governs the use of WSU Information Technology (IT) resources, including but not limited to internet resources, network resources, electronic communications infrastructure, and information technologies infrastructure.

Users of WSU’s IT resources are responsible for using those resources in accordance with federal, state, and local law, and with WSU policy. Use of WSU IT resources is a privilege that depends upon appropriate use of those resources. Individuals who violate the law or WSU policy regarding the use of IT resources are subject to loss of access to those resources as well as to WSU disciplinary and/or legal action.

This policy does not apply to computer use that occurs when an employee is off-duty, using a personally owned computer, and not conducting official University business.

Specific policies contained in this document include:

2.0 Freedom of Expression

WSU respects the First Amendment rights of freedom of speech, including academic freedom of artists and scholars. Therefore, WSU does not restrict the contents of electronic mail of staff, faculty, and students or the contents of faculty, staff, and student individual World Wide Web (Web) pages linked to the official WSU Web pages beyond the restrictions inherent in complying with the law and WSU policy.

3.0 Applicability

This policy applies to all WSU employees, students, visiting faculty, non-WSU persons who have a WSU username, and volunteers when using IT resources provided (including by contract) or managed by WSU. All such individuals, by virtue of their use of WSU IT resources, accept the responsibility for using these resources only for appropriate WSU activities and are responsible for reading, understanding, and behaving in a manner consistent with this policy.

Separate policies apply to the use of IT resources that are made accessible to the public in the ordinary course of WSU business (e.g., public IT resource access in WSU libraries). Policies governing the use of such IT resources shall be posted in the general locale of the public access facilities or be made available to users of those technologies and networks. The use of publicly accessible IT resources by a WSU employee acting within the scope of the employee’s employment shall, however, be governed by this policy.

4.0 Appropriate Use

WSU’s IT resources may be used for legitimate WSU purposes only. Appropriate use of IT resources is as follows:

4.1 Students

Legal uses by students related to their WSU education and campus life activities are considered appropriate. In addition to this policy, the Standards of Conduct for Students govern students while enrolled in WSU. The Standards of Conduct for Students include a provision prohibiting computer abuses, WAC 504-26-218. Students who wish to use computer laboratories also sign a User Agreement with Student Computing Services.

4.2 Employees

Uses by faculty, administrators, and staff directly related to instruction, research, and scholarly, professional, and administrative endeavors on behalf of WSU that are within the scope of WSU employment are considered appropriate. Students, while working in a WSU employment capacity, will be governed by policies for employees.

Use of IT resources by WSU employees is governed by Washington State’s Ethics in Public Service Law (Ethics Law), RCW 42.52 and WAC 292-110-010, and by WSU UPPM 10.65 University Ethics Policy. Students, while working in an employment capacity for WSU, are also governed by the Ethics Law. WSU employees must comply with the Ethics Law and with any rules adopted by the Executive Ethics Board.

4.3 Affiliated Parties

Volunteers and other individuals and entities who have an affiliation with WSU must comply with all provisions that apply to employees with regard to appropriate and prohibited use of WSU IT resources.

5.0 Prohibited Use

WSU IT resources shall not be used for:

  • Supporting, establishing, or conducting any private business operation or commercial activity not expressly allowed by WSU policy (also see Advertising below);
  • Conducting personal activities unrelated to any WSU or student educational purpose unless otherwise allowed by this policy, including harvesting WSU e-mail addresses for personal use; Attempting to gain unauthorized access to any portion of the WSU computer system or using WSU IT resources as a staging area to attempt to gain unauthorized access to any other system or account;
  • Violating WSU’s policy of prohibiting discrimination against individuals on the basis of race, sex/gender, religion, age, color, creed, national or ethnic origin, physical, mental, or sensory disability, including disability requiring the use of a trained service animal, marital status, genetic information, sexual orientation, gender identity/expression, and status as an honorably discharged veteran or member of the military;
  • Intentionally disseminating, accessing, or providing a hyperlink to obscenity, as that term is defined by the law, unless such activities are directly related to an employee’s legitimate research or scholarship purpose or to a student’s completion of an academic requirement;
  • Sending unsolicited electronic mail (e.g., “spam”) in violation of Washington law;
  • Engaging in political activities that violate state law (state law prohibits the use of state facilities or public resources for the purposes of assisting in an election campaign or for the promotion or opposition to a ballot proposition);
  • Destroying, altering, or compromising the security, privacy, integrity, or availability of IT resources when such uses are not authorized; Utilizing WSU systems to intentionally interfere with others’ use of IT
    resources or conduct of WSU business;
  • Violating copyright law (thus, information technology and network users who do not hold the copyright on a work must have permission to publish information, graphics, cartoons, photographs, or other material, or the publication must be otherwise permitted under copyright law); or
  • Violating trademark law, Export Control law, or other federal, state, or local law, or WSU policy.

6.0 Use of Electronic Media for Internal Communications

The University requires that mass distribution of internal communications to faculty and staff be provided by electronic methods rather than via paper-based media. This includes communications sent by administrators, departments, units, and programs. This policy reflects a commitment by the University to conserve money and resources.

Acceptable electronic communications methods include notices and announcements in the myWSU portal, electronic mail to authorized electronic mail lists, electronic mail attachments, websites, texting and similar web-based messaging, reader boards and telephone. The University recommends the use of the online WSU Calendar, WSU Announcements, and similar online tools. Other electronic methods may be used when appropriate and cost effective.

Messages distributed via the University’s electronic mass distribution channels must be associated with and approved by University units or registered student organizations and may not be commercial in nature, except as expressly provided by WSU policy. Each message must carry the name of the sponsoring unit.

6.1 Official Correspondence With Students

All correspondence regarding academic- and business-related activities must be sent to the student’s official @wsu.edu email account effective the first day of instruction of the first term that the student is enrolled. See UPPM 87.07, Section 4.3 for more information.

Correspondence with students is permitted through additional communication channels, but it is not mandatory.

6.2 Applicability

This policy subsection applies to mass distribution communications primarily intended for internal faculty and/or staff audiences. Examples include newsletters, newspapers, magazines, fliers, postcards, bulk invitations, and memoranda.

6.3 Excepted Communications

The policy requiring electronic communications does not apply to the following:

  • Mass distribution communications to and/or from students;
  • Signage;
  • Communications specifically required by statute or regulation;
  • Business-related documents requiring written signatures, e.g. forms, agreements, formal correspondence;
  • Communications intended primarily for audiences outside the WSU community.

6.4 Seeking Policy Exceptions

Requests for exception to using electronic media for internal communications are to be routed through the department chair or director, and must be approved by a dean, vice president, or chancellor.

7.0 Web Electronic Publications

The quality of information published and communicated by WSU plays an important role in maintaining the strong reputation and image of WSU. Because all Internet users may view electronic publications, the quality of electronic publications reflects upon all members of the WSU community. In general, electronic publications are subject to the same WSU policies and standards as print publications.

7.1 Unit Web Pages and Other Electronic Publications

Unit Web pages and other electronic publications are the equivalent of printed publications or official communications. As official WSU publications, they must comply with WSU Web graphic identity standards, which are located at http://brand.wsu.edu. Each unit Web page, cluster of linked pages, or other electronically published information must contain:

  • The unit name;
  • An electronic mail address for the unit’s Web page creator or administrator;
  • The page’s expiration date when appropriate;
  • A link to WSU’s Copyright, Disclaimer, and Freedom of Expression Policies; and
  • A link to WSU’s main or home page.

Units publishing their own electronic information may set additional requirements, such as the inclusion of the equal opportunity statement. A unit may decide whether it is of benefit to link the individual electronic pages of their faculty, staff, or students to the unit Web page.

7.2 Individual Web Pages

Individuals may create Web pages and other electronic publications that provide information relevant to that individual’s role at WSU. The work on individual Web pages and electronic publications represents the work of individual artists, scholars, and authors who created them, and they are not intended to represent WSU. As such, WSU bears no responsibility for the content of individual Web pages. They are the responsibility of their developers.

Each individual page, cluster of linked pages, or other electronically published information will display by a browser:

  • The individual’s name;
  • The individual’s position or affiliation with WSU;
  • The individual’s electronic mail address; and
  • A link to WSU’s Copyright, Disclaimer, and Freedom of Expression Policies.

8.0 Electronic Correspondence

See UPPM 87.07.

9.0 Use of Social Media and Related Online Communications

Social media contains powerful communication tools that can be of great benefit to forwarding the mission and the message of Washington State University. These tools can also have a significant impact on organizational and professional reputations. Washington State University recognizes that social media sites, such as Facebook, LinkedIn, Twitter, YouTube, etc., and individual web pages, weblogs, or blogs, can be effective tools for exchanging information and raising the visibility of the University.

Therefore, employees are permitted and encouraged to contribute appropriate content about WSU and their work. All WSU personnel are allowed to visit or follow University social media accounts to stay abreast of University news and information and to utilize social/new media tools as sources of information and professional development in keeping with the requirements of their positions. However, there are a number of rules and guidelines when posting information about the University on both official and individual social media sites, blogs, and other forms of user-generated media. The use should be for the benefit of the University. The use should also be consistent with the nature of the employee’s official business or be approved by the employee’s direct supervisor. Any other communications fall under the de minimis standards of the University (see UPPM 10.65 University Ethics Policy).

9.1 Policy

Participation may be part of an employee’s job. WSU may ask that employees maintain work-related, supervisor-approved social media accounts or blogs, which can be managed and updated during work hours. Employees must be transparent in their activities, using their real names rather than writing anonymously or under pseudonyms, and must disclose or explain their roles at the University.

Official groups or pages must be supervisor-approved. Groups and fan pages on social media sites are easy to create and promote, sometimes making it difficult for users to identify “official” pages. However, these pages require input and maintenance to be effective. If an employee feels there’s a need and value to generating an official group or page for WSU, the employee must gain approval from his or her area’s dean, vice president, or chancellor before allocating time or resources to this endeavor. The employee is expected to maintain a professional attitude when representing WSU. The employee must maintain records of account/site usernames and passwords to facilitate transition of account management to another employee when necessary.

Personal versus professional use. Employees’ personal social networking sites should remain personal in nature and should not be used for work-related purposes. Employees are not to use University accounts to establish or maintain personal social networking accounts.

See Web Electronic Publications for information about creating individual web pages for official WSU purposes.

Protect confidential and proprietary information. Employees may not post confidential or proprietary information about Washington State University, students, employees, alumni, donors, or others. Employees must follow all applicable federal requirements such as FERPA, HIPAA, laws pertaining to intellectual property, NCAA regulations, and the like. Employees must adhere to all applicable University privacy and confidentiality policies. (See UPPM 90.05, 90.06, and 90.07.) Employees who share confidential information do so at the risk of disciplinary action or termination.

Respect copyright and fair use. When posting, employees must be mindful of the copyright and intellectual property rights of others and of the University.

Restrict the use of Washington State University logos. Do not use the WSU name to promote a cause, or political party, candidate, or non-WSU-affiliated product. Do not use the WSU spirit logo or any other University images or iconography on personal social media sites. (See also UPPM 35.10 and 60.90.)

Respect University time and property. Use of state resources to access social media accounts/sites is governed by state law and University policies concerning appropriate and prohibited uses. (See RCW 42.52.160, WAC 292-110-010, and UPPM 10.65 University Ethics Policy.)

Employees must comply with these laws, rules, and policies when using WSU resources to access social media. Depending on an employee’s duties, use of state resources to access such sites for professional development, news, and information may be recognized as an appropriate use of state resources.

Terms of service. Obey the terms of service of any social media platform employed.

Public records and records retention. Social media prepared, owned, used, or retained by WSU may be subject to the Public Records Act. (See RCW 42.56 and UPPM 90.05.) The operator of a WSU social media account must ensure that the contents of the site are properly archived and retained as required under the applicable records retention schedule. (See RCW 40.14 and UPPM 90.01.)

9.2 Advisory Guidelines

Employees may refer to the WSU social media brand website for advisory guidelines regarding the use of social media and related online communications.

10.0 Advertising

Use of WSU IT resources for commercial advertising or promotional activity is generally prohibited, except as provided for in WAC 504-35-050.

The University does allow for acknowledgement of support from a non-University sponsor of an event, program, or other activity, limited to the modest placement of a sponsor’s name, logo, and/or web link. The Vice President of Information Services must approve venues for allowable promotional messages or advertising in advance.

11.0 Sanctions

Evidence of violations of federal, state, or local law, or WSU policy will be turned over to the appropriate authorities as soon as possible after detection. WSU-imposed sanctions for inappropriate use of WSU IT resources will depend upon the nature of the abuse in question. Such sanctions may include restrictions on access, suspension of the individual’s user account, or revocation of the individual’s user account. WSU-imposed sanctions may also include disciplinary measures, including expulsion from WSU and/or termination of employment. Any such disciplinary action will be taken in accordance with the applicable provisions of the Standards of Conduct for Students, the Faculty Manual, the Administrative Professional Handbook, civil service rules, collective bargaining agreements, or other personnel policy.

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Revisions:  Sept. 2025 (Rev. 128); Mar. 2025 (editorial); Oct. 2015 (Rev. 64); Feb. 2012 (Rev. 48); July 2009 (Rev. 38); July 2002 (Rev. 11); Sept. 1999 – new policy