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Information Technology Policies and ProceduresElectronic Communications PolicyPurposeElectronic communications systems that utilize the University Information Technology Network are not an open forum, but rather are owned and operated by the University to promote teaching and learning, and to conduct official University business. Authorized Users may use these systems only within the scope of University Information Technology Policies and Procedures. Electronic communication systems include, but are not limited to: all electronic mail and Instant Messaging systems, electronic bulletin boards, web content, and Internet access. ScopeThis policy covers appropriate use of any electronic message sent from a University account, and applies to all Authorized Users of the University Information Technology Network. PolicyProhibited Use The University Email system must not to be used for the creation or distribution of any disruptive or offensive messages, including but not limited to: offensive comments about race, gender, disability, age, sexual orientation, religious belief and practice, political belief, or national origin. Individuals who receive any electronic communications with objectionable content should report the matter to their supervisor or to Information Security personnel immediately. Personal Use Authorized Users may use a reasonable amount of University resources for personal Emails. However, non-work related Email shall be saved in a separate folder from work related Email. Sending Chain Email or joke Emails from a University Email account is prohibited. These restrictions also apply to the forwarding of Email received by an Authorized User. Mass Emailings Mass Emailings over the University Information Technology Network from the University must be approved by the Office of the President or a University Vice President before sending. The approval must be noted at the bottom of the Email and must include the name of the approving individual and the date of approval. Emergency Mass Emailings may be sent with director approval. Examples of Mass Emailings include, but are not limited to, sending to the “All Campus Email Users” group or any group of Students. Emails sent by faculty members who are Authorized Users to their current Students are permitted. Signatures Signatures in Emails and other electronic messages may contain some or all of the following only: name, title, department name, name of University, and workplace contact information (phone number, fax number, mailing address, Email address). Quotations, such as proverbs, witticisms, etc., are not allowed in signatures. Monitoring Authorized Users of University accounts shall have no expectation of privacy in anything they store, send or receive in a University’s Information Technology Network. The University may monitor communication on the University Information Technology Network without prior notice, but is not obliged to do so. EnforcementAny Authorized User found to be in violation of this policy will be considered an Unauthorized User, and as such are subject to disciplinary action pursuant with the Enforcement section of the Unauthorized Use Policy. Back to Contents |