Communications and Confidentiality

Email Account Set-up

Information Technology provides email accounts for all ACC faculty and staff. Email accounts are created by an automated process. Below is specific information based on an employee's classification.

Administrators, Classified, FT Faculty, and Professional Technical employees (Staffing Table Employees)

An ACC email account is available when a new employee attends New Employee Orientation if the employment offer is accepted a week before the new employee's scheduled orientation date. A New Employee IT (Information Technology) card which contains the employee's email address and ACCeID is given out during orientation.

Hourly and Adjunct Employees

An ACC email account is usually available 3 days after the start date of employment once the new employee is entered in the system by HR Records.

All employees must contact the Help Desk at 223.4357 or helpdesk@austincc.edu to obtain their email password.

Problems with email should be directed to the ACC Help Desk. Call 512.223.4357 or for more information on how to set up the email account for computer use, supervisors should direct the new employee to the ACC Help Desk site: austincc.edu/helpdesk/email.

Information about the following topics may be found on the Help Desk’s website at www.austincc.edu/helpdesk/email/index.html using the navigation bar.

Departmental Email Accounts
Email Configuration Documentation
Individual Email Accounts
Out of Office Message
SPAM Information
SPAM Reporting Documentation
SPAM Reporting Form
Virus Information
Webmail
Webmail Documentation

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education and to all employees of the institution.

• Refer to www.ed.gov/policy/gen/guid/fpco/ferpa/index.html for detailed information about how the
  information in student education records should be managed.

Contact: ACC Director of Admissions and Records. Call 512.223.7666.

Health Information Portability and Accountability Act (HIPAA)

The Health Insurance Portability and Accountability Act is a federal law enacted in 1996 to protect the privacy and security of protected health/benefits information, improve portability and continuity of health insurance coverage and establish national standards for the electronic transfer of health information.

All health and benefits information must be kept confidential (including statements submitted for the Sick Leave Pool and employee emergency funds); any hard copy documents must be kept in a private file that is not accessible to others.

• All supervisors and employees who have access to personal health/benefits information while on the job are required to complete a HIPAA training module.
• The training module is available online at www.austincc.edu/hipaa/training/.
• Quiz results are automatically sent to the Professional Development Office where completion is recorded in the Workshop and Event Registration database at https://www3.austincc.edu/it/workshops.
• Upon completion of the module, the individual should download, print and sign the “ACC
  Combined Confidentiality Form” found at the end of the training module and submit it to his or her direct supervisor.
• Contact: HIPAA Privacy Officer Eileen Klein. Call 512.223.5766.

Information Systems within the College

To learn about acceptable uses, prohibited uses and professional use expectations regarding information systems within the college, visit www.austincc.edu/admrule/3.05.002.htm. Guidelines stem from Administrative Rule 3.05.003 based on Board Policy C-5, Open Communication and Information. Topics include:

• accessing and sharing information
• password usage
• software installation and modification
• copyright and licensing information

Online ACC Staff Directory Updates

Administrative assistants of supervisors are responsible for updating the online staff directory which is linked from ACC’s home page at www.austincc.edu. If your Administrative Assistant has not been trained, he/she may complete the online training module "Datatel XOFF: Updating Phone Directory Information" before adding your information.

• Your assistant may log in at https://www3.austincc.edu/it/workshops and search for “XOFF” within available workshops to enroll and complete the module.
• The assistant will learn about the relationship of the Datatel XOFF screen to the ACC online directory, how to access the XOFF screen in Datatel to modify information and save changes, and how to request access to XOFF.
• Contact the Professional Development Office if workshop registration help is needed. Call 512.223.7997.
  

Telephone Account Set-up

Information and tutorials about setting up your phone service and phone voicemail system are available at www.austincc.edu/telecom/. The site offers several information options, such as forms, tutorials, products and ordering information. These specific tutorials are available to you:

• NEW Cisco IP Telephone & VM Quick Reference Guide
  • IP Phone Setting Up Unity Voicemail - Adjunct Faculty Users
  • IP Phone Setting Up Unity Voicemai
  • Sample Greetings
  • Cisco IP Phone 7940G and Cisco IP Phone 7960G
  • Changing Unity Greeting Settings

Contact the Telecommunication Assistant for assistance. Call 512.223.1188.