Purpose

To maintain a professional and respectful virtual work environment, all employees must ensure that their backgrounds during virtual meetings align with the University’s values and professional standards. This policy establishes guidelines to ensure that virtual call backgrounds remain appropriate, free from distractions, and reflective of the University’s commitment to professionalism.

Scope

This policy applies to individuals employed by the University.

Policy

Professional Appearance

• Employees should ensure their backgrounds are tidy, uncluttered, and appropriate for a professional setting.
• Plain, neutral, blurred, or university-branded virtual backgrounds are strongly encouraged.
• If an employee is unsure whether their background meets professional standards, they must use an approved virtual background or seek clarification from their immediate supervisor.

Prohibited Content

Backgrounds must not display any content that:

• Contains politically partisan material or advocacy for a specific political ideology.
• Includes images, text, or symbols that could be considered offensive, inappropriate, or disruptive to a professional work environment.
• Conflicts with the University’s mission, values, or policies.
• Features unauthorized third-party branding, advertising, or slogans unrelated to university-approved initiatives.

Use of Virtual Backgrounds

• Employees may use virtual backgrounds provided by the University or select backgrounds that are neutral and professional.
• Virtual backgrounds must not contain text, logos, or imagery that violates this policy.
• Employees in client-facing or external meetings are encouraged to use an official University background to reinforce brand consistency.

Review and Compliance

• This policy applies to all employees, regardless of work location (remote or in-office).
• Managers and supervisors may request an employee to adjust their background if it does not comply with this policy.
• Repeated non-compliance may result in a formal discussion and, if necessary, further corrective action in accordance with university policies.