715 Electronic Monitoring Policy FAQs

A: The University’s Electronic Monitoring Policy ensures transparency and identifies existing types of University tools and systems that have an electronic monitoring feature, even if electronic monitoring is not a primary use of the tool.

A: Several University systems have the capacity for electronic monitoring, although the data from these functions are seldom used. The specific tools and systems with electronic monitoring features, and the primary purpose of each, are listed in the Electronic Monitoring Policy.

A: The policy does not change the University’s approach to electronic monitoring but rather explains how electronic monitoring could be used at U of G. The policy does not introduce new methods of employee monitoring. Several University systems have the capacity for electronic monitoring, although the data from these functions are seldom used. The specific tools and systems with electronic monitoring features, and the primary purpose of each, are listed in the Electronic Monitoring Policy.

A: While the University does not actively monitor employees using electronic means, the University may use these tools for the purposes of specific monitoring, evaluating or investigating when a concern has been identified about an employee or IT security or when legally required. Such access to monitoring is rare and not part of the University's standard, day-to-day activities. The University values employee privacy. Its use of any electronic monitoring is limited and conducted in accordance with its relevant policies and collective agreements and legal requirements. The University adheres to its Privacy and Access to Information Guidelines and Confidentiality of Personal Information Policy to ensure confidentiality is maintained and to ensure that access for monitoring purposes is relevant to the issue at hand. Additional information on the acceptable use of information technology resources at the University can be found in the Acceptable Use Policy.

A: The University provides required safeguards for any information stored on or shared through its systems, including email. Using your personal account for University-related business can unintentionally jeopardize the safety of that information and put you and the University at risk (including third-party legal claims and fines) if that information is compromised. Using personal accounts for U of G business violates Appendix A – Secure Office Data Protection of the University’s Acceptable Use Policy.

A: The only case in which an authorized user or system administrator can access research files is under concerns about ethical conduct or operational/security issues. The University manages access to research data in compliance with applicable legislation, University policies, and regulatory and research funder guidelines.

A: No. The University manages access to research data in compliance with applicable legislation, University policies, and regulatory and research funder guidelines. The Electronic Monitoring Policy does not introduce new methods of electronic monitoring but rather explains how electronic monitoring could be used at U of G.

A: The University does not actively monitor or record video conference meetings. Facilitators of sessions may record meetings – whose recording could be accessed and reviewed – to support learning and sharing of information. Most video conferencing systems indicate when a meeting is being recorded.

A: No. The University does not have the ability to access employees’ personal email accounts (e.g., Gmail, Yahoo, etc.) nor does it have access to any personal passwords, log-ins or applications. Anyone using a University-issued device must ensure acceptable use of technology as per the Acceptable Use Policy.