ICMARC Associate Handbook August 2016

Confidential — for Internal Use Only

Associate Handbook August 2016 |

CHANGING YOUR VOICE MAIL PASSWORD

To maintain the security of our voice mail system, you will be prompted to change your voice mail password

periodically.

If you have problems changing your password or you get locked out of your voice mailbox, send an email to

telecommunications@icmarc.org

You can also call the Telephony Administration Help Desk at 202-962-4899, or

extension 4899 if you are calling from an internal number.

Email, including Internet email, is to be used for business purposes. Prior approval from Human Resources is

required before posting non-business-related or special-interest messages via a broad distribution list. Please

keep such messages short and limit their distribution to necessary recipients. In responding to a message with

multiple recipients, you should take care not to inadvertently select the “Reply all” option if you intend to

reply only to the email sender.

Certain messages from FINRA-licensed associates being sent to clients must be approved by the ICMA‑RC

Compliance Department prior to sending. FINRA-licensed associates are responsible for knowing the

circumstances under which this requirement applies.

Occasionally, and on a limited basis, associates may use the corporate email system during nonworking time

and for non-business use, subject to the following guidelines:

Personal emails sent from the corporate email system must not be offensive or illegal, and must not be

sent to more than five recipients. Personal emails sent from the corporate email system must not be

retransmitted multiple times so as to exceed the five-recipient limit.

Personal emails sent from the corporate email system must not contain graphical or other content that

exceeds 3MB in total message size.

Using the corporate email system to participate in outside, non-RC business ventures of any kind is strictly

prohibited.

Using the corporate email system to transmit company confidential or company proprietary information to

outside personal email accounts is also prohibited consistent with the National Labor Relations Act or any

other law.

Associates are required to use their outside personal email account, and not their ICMA‑RC corporate email

account, to sign up for web accounts on web sites such as

etc.

Personal emails sent from the corporate email system should be sent before or after work hours or

during your lunch hour. Personal emails sent from the corporate email system should not interfere with

ICMA‑RC’s business productivity.

OUT OF OFFICE ALERT FOR EMAILS

If you are out of the office on vacation or for an extended period of time, you should leave a “vacation alert”

or “leave alert” message notifying clients and ICMA‑RC staff of your absence. This feature will automatically

respond to any incoming emails with a message indicating that you are out of the office. Your message should

include a contact name and phone number for the caller to use.