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					Email policy and practice

This policy applies to all staff (including agency workers, casual and
temporary staff), visitors, contractors, students, alumni and researchers of
Anglia Ruskin University, and to those using our IT resources.



1. Email policy
1.1 As an institution, we recognise that email is an important communication
tool for our staff, students and alumni. Email systems are provided to help in
the performance of duties. For the purposes of running University affairs, all
staff and students will be issued with at least one email account and they
should use that account to conduct their business or studies. Alumni will be
issued with an email address upon request.

1.2 Use of email by staff, students and alumni is permitted and encouraged
where its use is suitable for business purposes and supports our goals and
objectives and those of its business units. Email is to be used in a manner
that is consistent with our standards of business conduct. Reasonable
personal use is acceptable, so long as such use is not excessive in volume,
frequency or time and does not disrupt or restrict usage by other legitimate
users.

1.3 The use of computing resources, including email, is subject to UK law and
any illegal use will be dealt with appropriately.

1.4 Email messages sent through Anglia Ruskin’s email systems, stored or
archived are treated as University property. Individuals who use their email
address (that is, any email address ending with anglia.ac.uk) for personal use
implicitly waive their privacy, and agree that those messages may be
monitored with the approval of the Office of the Secretary and Clerk and
under the terms set out in section 2.1.

1.5 We reserve the right, for legitimate business purposes, to redirect the
email of staff who have left the institution to an alternative internal address.
Users are responsible for ensuring personal emails are stopped.

1.6 All email will be delivered to centrally maintained servers. Faculties,
departments and service units will not operate their own mail servers unless
there is a legitimate business reason or a course of study that requires them
to do so, and they have received authorisation from the Office of the
Secretary and Clerk. Such ad hoc server systems will be carefully monitored
and will always operate within this policy. All staff email will be stored
centrally. Local storage of email on personal PCs or servers is not permitted.
All email will enter and leave through a prescribed route, thus ensuring that it
is scanned for viruses and bulk email (spam).

1.7 Automatic forwarding of email, and the store-and-forward email function,
will be disabled on the central systems to prevent the re-routing of messages
to other systems. It is not permitted to forward emails to another system for
the purposes of keeping a private copy or to circumvent the archiving policy
described in section 2.2.2 (for staff) and 2.2.3 (for students). Mail forwarding
is only permitted for business and/or academic purposes.

1.8 Email sent to any address outside Anglia Ruskin will be stamped with a
standard disclaimer generated automatically by the system when it detects a
non-internal address. This disclaimer will be separate from personal
signatures and cannot be modified by users. The content of the disclaimer will
be agreed with the Office of the Secretary and Clerk and modified only with
their approval. Disclaimers will not be added to internal email in order to
reduce demands on central storage.

1.9 Users may allow delegate access to their email account. Delegate access
will only be allowed by using the delegate access facility within the email
program, not by sharing user names and passwords. Where access is
required to an email account and the owner is not available to grant
permission, access shall only be authorised by the individual’s line manager.

1.10 Users must not allow access to their email program and password (other
than when authorised as described in section 1.9 above) by any other person.
Sharing of user names and passwords to access email is not permitted and
will be treated as a disciplinary offence.




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2. Email practice
2.1.   Monitoring
   2.1.1 Misuse of email can have a detrimental effect on other users and,
   potentially, on our public profile. In some circumstances it may be
   necessary to intercept or monitor email communications. This is done for
   a range of legitimate business reasons, for instance to gain access to
   routine business communications when staff are on sick leave or to ensure
   that inappropriate emails are not being sent.

   2.1.2 We maintain the right to access user email accounts to protect
   University interests as detailed above (in section 2.1.1). Such direct
   access to any email account, however, will only happen in the pursuit of an
   appropriately authorised legal or disciplinary investigation. Anglia Ruskin
   reserves the right to scrutinise information transmitted through our email
   system, and to determine the suitability of the information. Specific content
   of any transactions will not be monitored unless there is a suspicion of
   improper use.

   2.1.3 To fulfil its responsibilities with regard to UK law and the JANET
   Code of Conduct, Anglia Ruskin is obliged to monitor email traffic.
   Therefore, the use of email may be subject to monitoring for security
   and/or network management reasons. Users may also be subject to
   limitations on their use of email resources in order to maintain or enhance
   the service to all users.

2.2.   Archiving
   2.2.1 Staff email will be automatically archived if it is older than two
   months.

   2.2.2 Archived staff email will be retained for a period of 2 years from the
   last modification date (i.e. the date when the email was last viewed in the
   archive or in the mailbox).

   2.2.3 Should staff require archived emails to be stored for longer than 2
   years permission must be requested from the Secretary and Clerk. If
   permission is granted then an additional archive folder will be created for
   that individual with the appropriate retention period.

   2.2.4 Student and alumni email will not be archived. Students and alumni
   will receive a fixed quota of storage space and will be expected to manage
   their volume of email within this.

2.3.   Address lists and calendar access
   2.3.1 A global address list will be maintained for the purposes of directing
   email.




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   The following access rights are authorised for the address list:


                                Staff list      Students’ list    Distribution lists

        Staff access              Yes                 Yes                  Yes

        Student access            Yes                 Yes                     No
                                Alumni
        Alumni                                        No                      No
                              department

   Each user may access their own calendar. Users may access all
   calendars in order to ascertain whether the other person is free or busy
   (they cannot see details of appointments). A user may grant another user
   access to their calendars. The following table identifies which class of
   user may be granted access.


                                Staff calendar               Student calendar
                              appointment details           appointment details

        Staff access          Yes (by grant access)         Yes (by grant access)

        Student access                Never                           Never

        Alumni                        Never                           Never

2.4.   Email addresses
   2.4.1 Email addresses will be in the form:

       <first name>.<second name>@anglia.ac.uk – for staff

       <first name>.<second name>@student.anglia.ac.uk – for students

       <first name>.<second name>@alumni.anglia.ac.uk – for alumni

   Where there is a duplicate name (e.g. Joe Bloggs), the email address will
   take the form:

   First Joe Bloggs – joe.bloggs@anglia.ac.uk
   Second Joe Bloggs – joe.bloggs2@anglia.ac.uk

   … and so on.

   2.4.2 The first name and second name should be as close as possible to
   the person’s real name, but there may be times when someone prefers to
   be known, or is generally known, by a shortened or other name and so the


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first name and second name will reflect that (e.g. real name Stephen
Bloggs; email address: steve.bloggs@anglia.ac.uk).

2.4.3 Email addresses will not have apostrophes (e.g. O’Casey = ocasey)
or accented characters (e.g. Böhr = bohr).

2.4.4 Typically, the first name field will be equivalent to the ‘known as’ field
in the HR system and student administration system. On rare occasions,
some special forms may be required for names that do not take the form
first name second name (e.g. Asian names). These will be decided upon in
consultation with the staff member or the student as the need arises.

2.4.5 Any proposed email addresses, for example a departmental address,
that do not take the form described above will be referred to the
appropriate CMT member for approval.

2.5.      Signatures
Users should also add a signature to their emails. Signatures should
contain the known name (as selected by the user) followed by the full
name of the sender, together with their title (if any) and position. Any
contact details may be inserted below this information. An example of an
approved signature is illustrated below (in red):
          Dear James,

          I will be at the meeting tomorrow.

          Sarah                                      <- Known name
          --                                         <- Signature separator
          Dr Sarah Smith                             <- Full name
          Dean of Science and Technology             <- Title
          Tel. 0845 196 1234                         <- Contact details
          Mob. 07777 123 456

Please note that use of the ‘dash dash space’ (-- ) format close to the
beginning of the signature, after the ‘Known name’, adheres to an email
standard where the signature can be stripped out automatically for greater
clarity in email response.




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3. Email usage

3.1.   Users should:
   3.1.1 Keep emails brief and use subject lines that are to the point. Email is
   a short message medium, keep messages as short as possible.

   3.1.2 Read messages before sending them to check for clarity and to
   make sure that any form of discrimination, harassment, University
   representation or defamation or Data Protection issues is not
   unintentionally included in the content.

   3.1.3 Understand how to use – and not to mismanage – the CC and BCC
   options. Only CC in people who really need to receive the email.

   3.1.4 Use file compression techniques such as zip programs to reduce the
   size of large documents and consequently the strain on the email system.

   3.1.5 Manage their inbox effectively – use folders and delete any
   messages that are no longer needed.

   3.1.6 Not over-use the ‘urgent’ flag as it will lose its value.

   3.1.7 Never reply to spam.

   3.1.8 Avoid using email for sensitive or emotional messages, or for
   contentious content.

   3.1.9 Draft staff emails with the same care as headed letters as they are a
   form of corporate communication.

   3.1.10 Be careful when replying to emails sent to a group: only reply to
   those who need your response.

   3.1.11 Ensure that the terminal is locked or logged out when left to avoid
   malicious emails being sent in the name of the user.

   3.1.12 Avoid 'mail storms' (long discussions sent to a distribution list) –
   consider oral communication or use a bulletin board.

   3.1.13 Avoid excessive use of the ‘reply all’ function to minimise email
   traffic.

   3.1.14 Use the ‘read receipts’ function sparingly. Attaching a read receipt
   to every email is considered to be unacceptable use of the email system
   (as it generates a return email for each email sent) and may be arbitrarily
   turned off by the system managers.

3.2.   It is unacceptable to:
   3.2.1 Use the email system for personal gain or for commercial purposes.

   3.2.2 Send or retain any material that is obscene or defamatory or that is


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   intended to annoy, harass, cause offence or intimidate another person.
   Note: any email received that is inappropriate or illegal should be reported
   to the C&ITS help desk as soon as possible.

   3.2.3 Represent personal opinions as those of Anglia Ruskin University.

   3.2.4 Upload, download or otherwise transmit commercial software or any
   third-party copyrighted materials without the copyright holder’s written
   permission.

   3.2.5 Reveal, transmit or publicise confidential or proprietary information,
   which includes, but is not limited to, financial information, databases and
   the information contained therein, computer network access codes, patent
   information and business relationships.

   3.2.6 Send unsolicited messages to a large number of people (spamming).

   3.2.7 Send messages requesting recipients to forward, thereby setting up
   a chain action (chain mail).

   3.2.8 Send messages purporting to come from someone other than the
   actual sender (spoofing).

   3.2.9 Send material advocating criminal activity or activity that may bring
   Anglia Ruskin into disrepute.

   3.2.10 Send material that could be used to breach computer security or
   facilitate unauthorised access.

   3.2.11 Send personal data about a third party in contravention of the Data
   Protection Act.

4. Revision
This document will be reviewed every two years, and updated as necessary.




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