Information Systems and Technology

Policy for the use of E-mail at Harding University

Purpose
Policy
Regulations
Procedures

Introduction

Electronic mail is the term used for the electronic transfer of information between individuals and organizations with common network connections. Typically electronic mail takes the form of notes and memoranda, although it may include the exchange of files of various types.

Harding University (HU) recognizes that electronic mail has the potential to improve communications between staff and students as well as with external organizations. However there is the potential for abuse of electronic mail, which needs to be recognized and addressed.

This policy should be read in conjunction with the HU policy for the use of Information Technology Resources.

Purpose

This policy outlines conditions that apply to the use of electronic mail.

Policy

Authorization to Use Electronic Mail Services

Each staff and student may be authorized to access an electronic mail account on one of the University's computer systems. The University reserves the right to withdraw the service from any staff or student (client) who misuses the system.

A Standard Environment for Electronic Mail

A standard operating environment for electronic mail is adopted across the University to establish the optimum conditions for the convenient transmission of information within any campus, between campuses and for remote access to any campus.

Associated Policies

Statements contained within the HU policy for the use of Information Technology Resources are applicable within the context of providing electronic mail services, in particular policy statements with respect to

• Free and open usage,
• Management of services and
• Information privacy

Disciplinary Action

Breaches of this policy will be treated as breaches of discipline and will be dealt with accordingly. (See also: Harding's Student Handbook: Disciplinary Procedures or Harding's Employee Handbook: Standards of Conduct which are located on Campus Pipeline.)

Regulations

Associated Regulations

Regulations contained within the HU policy for the use of InformationTechnology Resources are applicable within the context of using electronic mail services. In particular regulations with respect to:

• Authorized clients,
• Use of University property,
• Responsibility with regard to laws, HU policies and contracts between the University and external agencies,
• Defamation, harassment and other abusive behavior,
• Illicit material,
• Security,
• Interference with other clients, and
• Knowledge of breach of policy.

Records Management

Management of the University's records must effectively support the decision-making processes employed within the University and conform to any relevant laws.

Due to limitations in electronic mail systems, specific action needs to be taken to authenticate the validity of any important message received, since the content, addresses and stated originator of any electronic mail message can be forged or modified by third parties.

Therefore, all significant electronic mail communications must be transmitted in hardcopy form and archived in hardcopy form in accordance with the University's schedule for file retention and disposal. This will remain a standard procedure until such time as the integrity of electronic mail messages can be guaranteed through the implementation of techniques such as encryption, authentication, confirmation of receipt and time stamping services.

Representation

Clients must be aware that the correspondence and discussion into which they enter when using the University network and the Internet may be construed to be representative of the University's position.

Where the client does not have the authority or is not aware of the University's position or where their personal views may vary from that of the University, such correspondence must clearly state that the opinion expressed is that of the writer, and not necessarily that of the University, or words to that effect.

Where the client is representing the views of the University, then a notation must be appended to the communication identifying the individual and the position held within the University.

Electronic Mail Directories

A directory of staff electronic mail addresses and telephone numbers will be maintained on the campus network information system.

Broadcast Messages and Chain Letters

Electronic mail messages may be broadcast to large numbers of registered clients only under the following circumstances:

• Where the message is an official notification of the University relevant to the addressees, as determined by any senior officer of the University,
• Where the client and other persons with a common interest form a group for the dissemination of relevant electronic communications, or
• Where the message is for the purposes of maintaining the effective operations of the electronic mail service.

The sending of chain letters is expressly prohibited.

Confidentiality

Due to limitations in electronic mail systems generally, electronic mail cannot be kept confidential with certainty and can be readily redistributed. Therefore clients must not use electronic mail for transmitting confidential information.

Procedures

1. An electronic mail account may be established when a client first becomes a registered user of one of the University's computer systems.
2. Student electronic mail accounts will be canceled at the conclusion of their enrollment at HU.
3. Staff electronic mail accounts will be canceled once their employment at the University ends.
4. Any client may have his/her electronic mail account terminated or suspended for any breach of the terms of this policy or related policies, as determined jointly by the person* responsible for the client and the Chief Information Officer/Vice President - IT Services.

*This will include the President, Vice Presidents, Deans and budget managers.