Photo Usage Position Brief
Reviewed by campus governance groups, November 2011 to April 2012
With widespread growth of social networking, it has become common to enhance text-base communication and information with an image of the contact (Facebook, Instant Messaging, etc.). This trend is spreading into enterprise communications and is now available in the new generation of collaboration technologies. Many universities now incorporate photos into their directories and email. The practice is viewed as a communication enhancement, adding a humanization element to electronic communication, and creating a heightened sense of community throughout the enterprise.
Through the advancement of IdM technology, UW-Whitewater now has the technical ability to realize the same community-building feature for campus email.
Individuals in the campus community are enabled to change their Privacy setting easily through iConnect-Access at http://www.uww.edu/icit/iconnect/. This is the same IT self-support system used to reset passwords, opt for email security, set up guest accounts, and perform other tasks related to your Net-ID. When you visit iConnect-Access, you will see your photo published on your personal dashboard. Select “Make a Process Request” and you’ll go to a menu of optional settings, including the Privacy Level for your photo.
Through iConnect-Access, the University provides a process for individuals to select their preferred level, and/or withdraw their authorization or change their privacy level selection. Default privacy levels have been established based on input from campus governance groups.
Level 1. Private: The individual’s photo will be seen only in authenticated applications by faculty/staff with special access, such as Security or Human Resources, and by the individuals themselves in their personal email and on their iConnect-Access personal dashboard. This level will be assigned automatically for students who have enacted FERPA restrictions.
Level 2. Internal: The individual’s photo will be seen only in authenticated applications such as Outlook campus email, by members of the faculty and staff. Students and general public will not see the photo.
Level 3. Campuswide: The individual’s photo will be seen only in authenticated applications by all members of the campus community, including students. Others outside of the campus community cannot see the photo.
Level 4. Public: The individual’s photo will be used with applications that do not require authentication (e.g. campus web pages, campus online directory) as well as with applications that do require authentication (e.g. Outlook).
You can change your photo privacy level to the highest level, “Private” by going to iConnect-Access. This is the same IT self-support system used to reset passwords, opt for email security, set up guest accounts, and perform other tasks related to your Net-ID, so it will be familiar. Once logged in, just click on the tab at the top that says “Process Request” and you’ll be at your personal dashboard (you will see your ID photo on this page). To change your Photo Privacy settings, follow these steps:
- Click Make a Process Request.
- Select Privacy as the Process Request Category.
- Select User Privacy settings.
- Select Photo in the Data Available field, and then adjust the settings based on your desired privacy level.
- Click Submit
Please note: If you select the highest Privacy level, you still will continue to see your photo in the iConnect-Access personal dashboard, and in your own email. Recipients of your email will not see your photo.
For questions or comments, contact the TSC Helpdesk at 262-472-HELP (4357) or email at email@example.com.