Any employee (staff or faculty) who uses video conferencing platforms such as Teams and Zoom, read this!
Technology has changed in the five and a half years since we went virtual, but so much on how we use these technologies has stayed the same. As we continue to utilize flexible work environments and virtual collaboration tools like Microsoft Teams (and, if approved for use, others like Zoom), it’s important to revisit some foundational privacy principles that apply to all university communications especially those conducted remotely.
This means that we are all responsible to:
- Maintain privacy in your remote workspaces;
- Reflect professionalism in your UVM digital presence;
- Recognize that backgrounds matter, whether it’s people or objects;
- Read and understand UVM’s policies and how these impact your choices around your digital workspace; and
- Reach out and ask questions if you’re ever unsure.
Read on to learn what this means for you and your use of video conferencing platforms.
What Hasn’t Changed
Your remote space must be private whenever you are discussing sensitive, confidential, or private matters or when your conversation includes any type of Non-Public Protected Data (NPPD, as defined in UVM’s Privacy Policy.) If others can hear what is being said or see what is being shared on your screen, it’s a violation of policy and possibly the law.
Your UVM digital presence is a part of your professional presence and should reflect that. When you use UVM resources (Teams, Outlook, etc.) and are engaged in UVM business, you are expected to refrain from sharing your personal views in a way that implies that the University supports or opposes any particular viewpoint, for example, in your backgrounds, signatures, or embedded messages. You are free to share your views on your own personal accounts (Facebook, X, Instagram, etc.) but you must refrain from using university provided resources as though they were your private or personal accounts.
Privacy Starts with Your Space
When we were all sent home and video conferencing first became widespread in 2020, we quickly learned that the physical environment surrounding a virtual meeting matters just as much as the technology itself. Fast forward to today and the same holds true. Whether you're joining a call from home, a shared office, or a remote location, the responsibility to protect sensitive information lies with you.
University policy sates, “The University will limit the access, use and disclosure of NPPD as prescribed by University Policies and Procedures and in accordance with applicable federal, state and international laws and regulations.” This means that conducting meetings in public spaces (such as coffee shops, airports, building lobbies, or other common areas where unauthorized individuals could overhear the conversation) when the subject matter involves protected, private, or sensitive information is prohibited. But even in private settings like home offices, if others are present and can hear or see the meeting content and those people are not authorized to do so, this constitutes an unauthorized disclosure of NPPD and may violate both university policy and federal or state law.
This is especially critical for professionals who handle sensitive employee or student data such as health, financial, behavior, legal, or other sensitive matters. If someone in the background can hear or see the conversation, it undermines the credibility of your commitment to privacy and compliance. The expectation is clear: your remote workspace must be private. If it cannot be private, it should not be used for sensitive, private, or confidential university business.
These requirements are not new. They’ve been part of our telework policies and procedures since the early days of the pandemic. Specifically, the Telework Procedures state: “If discussions of private, confidential, protected or any other NPPD (as defined in UVM’s Privacy Policy) are part of the employee’s job duties, employees are required to have a private space available, and others must be restricted from this space during such discussions. If any of the above criteria cannot be met, the position or the location may not be suitable for telework.”
While it may seem OK to have your spouse or your kid milling about behind you… and, while sometimes it might be fine… if you are discussing anything private, confidential, sensitive, or protected, you have to make sure you’re in a private and secure space. Think of it this way… if you were in a meeting in Waterman discussing sensitive matters and someone’s kid was running around the room, would that be OK? In other words, if they wouldn’t be joining if the meeting was in person, they shouldn’t be in your remote workspace either.
Backgrounds Matter Too
It’s not just about who might be in the background; it’s also about what is in the background. As important as it is to work in a private space that doesn’t have other people in the background, it’s just as important to not use virtual backgrounds or have items visible in your background that could be offensive, inappropriate, or unprofessional.
While our policy language has traditionally focused on other technologies such as email and voicemail, the same standards apply to all university systems. This includes Teams chats, backgrounds (virtual and regular), voicemail greetings, and out-of-office messages.
As stated in the Computer, Communication, and Network Technology Acceptable Use policy, “Faculty and staff engaged in professional communications are expected to adhere to the same standards of professionalism when using the medium of e-mail, blogging, or other forms of electronic communication [emphasis added] as they would when using traditional paper-based media. Use of ‘embedded messages,’ quotations, or ‘taglines’ in signatures on communications relating to University business is expressly discouraged insofar as it is inconsistent with those standards or implies University endorsement or sponsorship of personal views.”
This includes imagery that does not relate to your role or to the University. Whether it’s commercial advertising like logos, products or services related to non-university business, political symbols or messaging, or other images or text depicting personal statements or causes … whether it’s in your email signature block, in an outgoing voice message, or an out of office reply… if it’s your UVM account, keep it professional and avoid it. As it relates to political messaging, as specified in UVM’s Political Engagement, Advocacy, and Campaign Related Activities policy, there are IRS regulations that prohibit the use of university resources to support or oppose political candidates.
If you need to use a virtual background, remember that Teams offers a variety of built-in stock backgrounds. Additionally, the UVM Foundation has provided branded backgrounds that are professional, neutral, and won’t run afoul of any university policies.
Final Thoughts
We know these standards can feel restrictive, but they’re designed to protect you, your colleagues, the university, and those who have trusted us with their private and personal information.
If you have questions or need help navigating these expectations, the Office of Compliance & Privacy Services is here to support you. If you’re unsure whether your remote work setup is appropriate for virtual meetings, please review the Telework Policy, Telework Procedure, or contact the Office of Compliance and Privacy Services at privacy@uvm.edu for guidance. A short 12-minute video called “Safeguarding NPPD During Remote Work” is also available in our Training Library. Scroll down to the Privacy section to find this video.
If you have questions or need help navigating these boundaries, the Office of Compliance & Privacy Services is here to support you.
