Policies & Procedures

eMail 6010

I. PURPOSE

The purpose of this policy is to ensure e-mail communication is used in a way that supports the university's mission.

II. DEFINITION

  1. Broadcast message: A broadcast message is a simultaneous message sent to the e-mail accounts of all holders of a university provided account or a major subset, such as all faculty, staff and/or students.
  2. Bulk message: A bulk message is a simultaneous message sent to the e-mail accounts of multiple individuals in cases where individuals or departments have generated personal lists of e-mail addresses to reach through mass e-mailing.

  3. E-mail disclaimer: An e-mail disclaimer is a set of statements added to a message to create awareness of how to treat any included data.

III. POLICY

  1. Official Use: E-mail is an official method of communication at Longwood University. The university provided e-mail account will be used for communication of official information to students, faculty, staff and other individuals.
  2. Expectations of Use:
    1. All notices sent from university offices to university provided e-mail accounts are expected to be received and read.
    2. All users of university provided e-mail accounts are expected to check the account regularly. Students are responsible for checking their e-mail on a daily basis when classes are in session. See the Student Handbook.
    3. Only the university provided e-mail account is to be used when conducting university business over e-mail.
      1. Students will be provided an e-mail account as part of their enrollment. Student e-mail services may be outsourced.
      2. Faculty, staff and student workers must request, in accordance with the Access to Information Technology Resources and Systems policy, a university managed e-mail account if they will be using e-mail for communication as part of their employment.
      3. Vendors providing operational support services under contract to the university must use an approved account when communicating with the university through e-mail.
    4. All users are responsible for managing their accounts responsibly to allow for receipt of new messages.
    5. Accounts are subject to storage quotas.
    6. Faculty and staff are prohibited from auto-forwarding messages from the university provided account to a non-university provided account.
  3. Mass Mailings:
    1. Broadcast Messages:
      1. Information and Instructional Technology Services (IITS) will be responsible for creation of broadcast lists. Ability to send broadcast messages will be limited to control the use of such messages. Broadcast messages should be used judiciously and in a way that promotes fulfillment of the university's mission. Authorized senders of broadcast messages will determine if a message is appropriate for the members of the broadcast lists which they have the ability to reach. The President and Vice Presidents and their designees will be authorized to send broadcast e-mail to lists which reach all faculty and/or staff.
    2. Bulk Messages:
      1. Senders may be limited to sending any message to a maximum number of accounts to prevent accidental or intentional misuse. Users must not attempt to send a bulk message to reach all members of a broadcast list in order to circumvent the established requirements for broadcast messages.
  4. E-mail System Performance: IITS may enable controls or limits as necessary to preserve the functionality of the e-mail system.
  5. E-mail Disclaimers: IITS will provide a disclaimer that has been reviewed by the Attorney General's office that may be added to university e-mails. No other disclaimers may be used.

  6. Acceptable Use: All use of university provided e-mail must meet university requirements for acceptable use as defined by the Acceptable Use of Information Technology Resources and Systems policy and any other applicable university policies.

IV. ENFORCEMENT

The University regards any violation of this policy as a serious offense. Violators of this policy are subject to disciplinary action, in addition to possible cancellation of information technology (IT) resources and systems access privileges. Users of IT resources and systems at Longwood are subject to all applicable local, state and federal statutes. This policy does not preclude prosecution of criminal and civil cases under relevant local, state, federal and international laws and regulations.

Approved by the Board of Visitors, September 11, 2009.

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