As Zoom is a flexible platform that has now become a popular everyday infrastructure component, questions regarding the use of TXST’s Zoom licensing for personal use or on behalf of a professional organization have arisen, and the following guidance is provided:
The policy on Appropriate Use of Information Resources addresses this in the following two sections.
Pursuant to UPPS 04.01.07 §04.03, “Texas State provides information resources for the purpose of accomplishing tasks related to the university’s mission. Texas State expects its faculty and staff to employ these resources as their first and preferred option for satisfying their business, research, or instructional needs…..The university may restrict the use of or access to its information resources due to specific research, teaching, or other purposes in keeping with Texas State’s mission. Texas State’s computer information resources are not a public forum.”
Incidental personal use is addressed in §04.06. “Consistent with the provisions of UPPS No. 04.01.02, Information Resources Identity and Access Management, and other applicable policies and statutes, employees of Texas State are allowed to use Texas State’s information resources in the performance of their job duties. State law and university policy permit incidental personal use of Texas State information resources, subject to review and reasonable restrictions by the employee’s supervisor. Such personal use must not violate any applicable policies and statutes, must not interfere with the employee’s job performance, and must not result in any additional expense to the university.”
Information resources, such as Zoom, are intended to serve the mission of the institution and their purpose is not for personal usage in general. Certain incidental usage is acceptable. An example of incidental usage might include periodically checking a website or email that is a of a personal nature during your duties.
Using Zoom to host an event for a professional organization is a gray area and requires approval. If that event is deemed by you and your supervisor to benefit the institution, then it may be acceptable. Notwithstanding, you are responsible for your usage of Texas State information resources, and should an incident occur, you would be responsible for any consequences or repercussions. For example, a Zoom bombing incident that receives negative media attention and subsequently tarnishes the reputation of TXST due to usage of the TXST Zoom instance is the responsibility of the employee. Therefore, such an event could have a negative impact on employment status.
Providing a kinetic example, one wouldn’t borrow a university vehicle to pick up a personal load of lumber or new home appliance from Home Depot. Information resources can be treated in much the same way when gauging what incidental usage is appropriate. A quick Zoom chat with a personal or professional colleague would be acceptable.
Something to note, any usage of TXST information resources are subject to public information act requests under Texas law. An excellent best practice is to establish a clear separation between personal and work life in your digital and online accounts. Employees should not use their TXST email or other services for personal business, and in the same vein they should never use personal accounts for university business. Establishing a clear line of delineation ensures one’s personal affairs do not impact the employer and vice versa.
If you have questions about appropriate use of Zoom or other Texas State University services, please contact the Information Security Office.