The Microsoft Teams guidelines are designed for pilot group and are subject to change. Guidelines are designed and implemented to provide users with best practices, but are not enforced.
Teams Usage
Microsoft Teams is a digital workspace that offers real-time collaboration, communication, and file sharing. It is available to current MVCC employees and students as part of the Microsoft 365 product suite.
Objective
The primary objective of this document is to provide governance for Moraine Valley Community College’s Microsoft Teams usage. The goal is to achieve a consistent foundation for the setup and use of collaboration sites.
Definitions
- Active [member/owner] – a current Moraine Valley employee or student, who has been currently enrolled within the past 6 semesters.
- Inactive site – a Teams site that has not had any content updates or activity in 18 months or since the last annual Teams site review.
Team sites
Site ownership: it is expected that all Teams have a designated site owner who is responsible for overall site management – including, but not limited to maintaining site access and content and notifying TEAMS administrators when the site is no longer needed. Team sites created for department operations should have a minimum of two administrators assigned.
Site membership: it is expected that site membership be limited to current employees and students only.
Site contents: it is expected that site content and collaboration is for the purpose of conducting college business.
Expiration: it is expected that inactive Teams will be removed during the next annual Teams site review. Faculty and staff will be provided an advanced notification 90 days of removals.
Retention: Chat messages and channel messages are retained for 18 months and comply with the Moraine Valley Policy for Responsible Use of Information Technology Policy 6710.
Naming conventions: it is expected that TEAM names adhere to specified naming conventions based on the category of site being used.
Sensitive Information: Personally, Identifiable Information (PII) including Social Security Numbers or credit cards should never be shared in a Teams site or Teams chat.
Naming conventions:
- Divisional sites – name of college division (Example: Information Technology)
- Department sites – name of department, preceded by the division code (Example: IT Web Services)
- Committee and club sites - name of committee/club, preceded by MVCC (Example: MVCC Technology Governance Committee)
- Teams should be set to private to ensure content is only accessible to owners and members. Teams set to public will allow visibility to all MVCC employees and should only be done for an Organizational purpose.
- Teams that do not adhere to the guidelines specified above may be subject to deletion. A minimum of 90 days notice will be provided by I.T. to allow the owner to make corrections to avoid deletion.
Teams Collaboration
Conference video meetings: It is expected that all video meetings are to follow the guidelines set within the “Remote Work Program for College Staff.”
Dial In Conferencing for meetings: If you require attendees for your meetings to be able to join via phone, please enter a support ticket. Dial In conferencing is not included by default and is a requested feature.
Messaging: although messaging functionality is available with TEAMS, it is expected that Cisco Jabber, the college’s official instant messaging platform be used for cross-team communication. Personally Identifiable Information (PII) including Social Security Numbers or credit cards should never be shared in a Teams site or Teams chat.
Phone Calls: Direct calling and phone access is not allowed in Microsoft Teams. Phone capabilities are available in Cisco Jabber.
Recordings: Meetings that are recorded are saved for 18 months. Videos past the expiration date are automatically purged. Permanent retention requires the owner to convert and save to Panopto.
Training
Microsoft Teams training is available from the Center for Teaching & Learning. Please contact the CTL to schedule a training for yourself or department. Training with the CTL is highly encouraged.
Support
Support for Microsoft Teams is available by contacting the Moraine Valley Help Desk.
Administration/Standards
Maintenance and Updates - Maintenance or changes may be required to stay current with technical needs or best practices. Updates could require outages and/or change in functionality. Teams is a Microsoft Cloud application, and Microsoft reserves the right to push updates without the consent or control of the Moraine Valley Information Technology department.
Training and Education - Users requesting an elevated level of permission may be required to attend training. Users can request additional training at any time.
Written and Visual Content, Messaging, Branding, and Copyright - Users are expected to follow best practices for content and adhere to the college's branding standards. Marketing and Communications and IT reserve the right to modify content to meet brand standards. All users are expected to adhere to copyright law. Consult the college's Copyright Committee with questions.
Privacy - Microsoft Teams users are expected to adhere to the college’s privacy policies.