Guideline No. 6/2016
Internal Regulation of the University of Technology and Economics in České
Budějovice
COMMUNICATION POLICY AT VŠTE
Date of issue: 7 April 2016
Effective
from:
7 April 2016 Valid until: Revocation
Reference number: VŠTE004230/2016
Number of
pages:
3
Number of
annexes:
1
Information on
amendments
Repeals
the
regulation
Directive No. 9/2009 Principles of Communication at VŠTE in České Budějovice
Higher-level
regulations
VŠTE Statutes (Article 6)
Related regulations
Directive No. 11/2015 VŠTE Organisational Rules (in full)
Measure No. 25/2015 Organisational Rules of UTT (in full)
Measure No. 26/2015 Organisational Rules of UPS (in full)
Measure No. 27/2015 Organisational Rules of UZO (in full)
Subordinate
regulation
Distribution
list VŠTE staff
Prepared by:
Mgr. Zdeněk Caha, MBA, Ph.D.,
signed
Supervisor: Rector
Signature: Signature:
Doc. Ing. Marek Vochozka, MBA,
Ph.D., in his capacity
Formally verified
by:
Bc. Tomáš Bílek, signed Approved by: Rector
Signature: Signature:
Doc. Ing. Marek Vochozka, MBA,
Ph.D., in his capacity
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Article 1
Internal email communication
(1) The main means of internal communication at the University of Technology and
Economics in České Budějovice (hereinafter referred to as “VŠTE”) is email correspondence,
which forms part of the VŠTE Information System (hereinafter referred
to as “IS VŠTE”, website address “is.vstecb.cz”).
(2) Internal communications shall be sent to all employees and students (hereinafter
referred to as “users”) of VŠTE exclusively via IS VŠTE emails.
(3) Every user is required to log into their email inbox at least once every 24 hours on
working days, read their correspondence and, where necessary, reply to it if reques-
ted.
(4) Each user may access their email correspondence (after entering their username
and password) via the web interface at is.vstecb.cz. Usernames and passwords for
staff are assigned by the HR officer. Usernames and passwords for students are assigned
by the academic officer responsible for teaching activities at the relevant department.
Each user must change their password in accordance with VŠTE’s IT system
rules.
(5) Users may forward their email inbox to another address, but bear full responsibility
for such forwarding. VŠTE is only responsible for the delivery of emails to email
addresses within the VŠTE IS.
(6) All users are required to follow the VŠTE IS guidelines when using the VŠTE IS. All
users are obliged to comply with the Rules for the Use of the VŠTE Information System
(see Appendix 1). In particular, they are obliged to maintain sufficient free space
in their email inbox and to check their email inbox regularly so that they can be
properly and promptly informed of VŠTE communications.
(7) Each user is assigned a unique identification number (hereinafter referred to as
“UCHO”) within the VŠTE Information System. Users may choose a nickname within
the VŠTE Information System. If an employee uses a nickname, it must preferably
consist of the employee’s surname without diacritical marks and in lower case. In
the event of ambiguity regarding the nickname (the same surname for multiple employees),
the surname may be supplemented with the first name or its abbreviation
(also without diacritics and in lower case). The nickname must not be derisive,
offensive or otherwise misleading.
(8) The VŠTE IS administrator is responsible for the administration of the information
system, including email accounts.
(9) The provisions of this article are binding on all VŠTE staff and students.
Article 2
VŠTE IS Noticeboard and Discussion Forums
(1) A secondary internal means of communication at VŠTE is the noticeboard, which
forms part of the VŠTE IS.
(2) The noticeboard is used to convey messages intended for all VŠTE IS users.
(3) The noticeboard is not intended for personal or confidential communication.
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(4) Communication between teachers and students in each course or seminar group
takes place via the discussion forum for the relevant course or seminar group.
(5) The provisions of this article are binding on all staff and students of VŠTE.
Article 3
VŠTE IS Document Server
(1) The VŠTE IS Document Server is intended for the storage of official and important
VŠTE documents. The VŠTE IS Document Server serves as the main repository for
VŠTE documents.
(2) The IS administrator is responsible for the basic folder structure on the document
server (first-level folders) and for assigning ‘manage’ permissions for folders.
(3) The person designated for this purpose is responsible for placing documents in the
appropriate folders on the document server.
(4) The provisions of this article are binding on all VŠTE staff and students.
Article 4
Use of work mobile phones
(1) To ensure more effective communication with VŠTE, employees are provided with
company mobile phones in accordance with the Rules for the Allocation and Use of
Company Mobile Devices.
(2) It is the duty of every employee entrusted with a company mobile phone to keep the
phone in working order and to answer or respond to calls on working days between
8:00 and 16:30, no later than two hours after a missed call is recorded.
(3) The provisions of this article are binding on all VŠTE employees who have been entrusted
with a company mobile phone for their use.
Article 5
General principles of communication at VŠTE
(1) Directors/heads of individual departments shall communicate in accordance with
the hierarchy set out in VŠTE’s organisational structure, in such a way as to ensure
the most effective communication possible.
(2) Matters relating to fundamental decisions are always dealt with by the head/director
of the department, or a representative authorised by them, together
with a head/director at the same management level or a direct superior.
(3) Other non-managerial staff resolve operational and administrative matters among
themselves that do not require a decision by a superior, unless their superior decides
otherwise.
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Article 6
Principles of communication between departments and other units
(1) Department staff communicate through their heads or their deputies:
a) on matters relating to teaching and academic affairs through the Deputy Director
for Teaching, who deals with these matters with the relevant depart-
ments.
b) on matters of creative, scientific and project activities through the Deputy Director
of the Institute for Research, Development and Creative Activities, who
deals with these matters with the relevant departments.
c) in economic, operational, technical and related matters through the Institute
Secretary, who deals with these matters with the relevant departments.
Appendices:
Appendix No. 1 – Rules for the Use of the VŠTE Information System