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E-Mail - NMTC Policy

Page history last edited by PBworks 16 years, 4 months ago
This is the North Metro Technical College institutional policy for e-mail:  
EMAIL POLICY
 
 
The purpose of this policy is to assure that North Metro Technical Colleges electronic mail (Webmail) user community is aware of the College policies and laws concerning email services and that these services are used in compliance with these policies and laws. This policy has been developed to ensure a quality Email service environment at North Metro Technical College that furthers the academic distribution of information and service of the institution. Achieving these goals requires that every individual in the North Metro Technical College user community cooperate and adhere to these guidelines. NMTC reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.
 
Email accounts
 
All network and email accounts are the sole property of NMTC and certain restrictions apply to their privacy. There are a number of laws and policies that may require or permit examination of computer related records such as email.
 
Email services are to be provided by the College in support of the teaching, research, and public service mission of the College and administrative functions that support this mission. NMTC recognizes the importance of academic freedom, freedom of speech, and privacy of information. NMTC respects the privacy of users and does not routinely inspect or monitor Email without the user’s permission unless one of the following conditions require such action (1) when required by and consistent with law; (2) when there is reasonable assumption that a violation of law or College policy has occurred; (3) when there are time-critical operational circumstances; or (4) in the normal course of system administration by systems administrators and postmasters.
 
Since Georgia is an open records state, the law requires that public records be open and available for inspection by any member of the public. These public records include most electronic records of all state agencies. Documents, data, emails, etc. are considered public records regardless of where they reside. Other laws and acts may also require access to these records. Both Georgia law and NMTC policy prohibit, in general, the theft or other abuse of computer systems. Some prohibitions apply to electronic mail services and include, but are not limited to: unauthorized entry, use, transfer, and tampering with the accounts and files of others; interference with the work of others and with other computing facilities. Under certain circumstances the law contains provisions for felony offenses. Users of electronic mail are encouraged to familiarize themselves with these laws and policies.
 
It is also understood that system administrators must perform routine maintenance on these systems. The nature of this system administration will sometimes require Information Technology personnel to work with these files. Each email server also has at least one Postmaster assigned to monitor email that the system cannot deliver due to a variety of factors. The Electronic Communication Act of 1986 provisions this access for system administrators. Only certain IT staff is allowed this access and they must still follow prudent guidelines in dealing with this information. Disclosure of this information should occur only if the material is illegal or in violation of policy. IT staff must notify the Chief Information Officer of this violation, which will in turn be dealt with professionally with senior college administrators. These records can then be monitored without notice to the user with vice presidential or presidential approval. This is conducted as such, only when there is substantial evidence of an illegal activity or serious policy violation.
 
Legal RISKS
 
Since Email is not a totally secure medium, Email should not be used for the transmission of extremely personal and/or confidential educational records, copyright infringement, fraud, slander, libel, harassment and obscenity.
 
Users have a responsibility to use this resource in an efficient, effective, ethical and lawful manner. Email communications should follow the same standards expected in written business communications and public meetings. Although by its nature email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that users are aware of the legal risks of email. Violation of this policy may result in disciplinary action, including possible termination/expulsion and/or legal action.
 
By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of email. If any user disregards the rules set out in this Email Policy, the user will be fully liable.
Legal requirements
No user shall give their password for any Email system to an unauthorized person, nor shall they obtain any other individual’s password by any unauthorized means whatsoever. In addition to the above, no user shall utilize Email for their personal use if it (1) directly or indirectly interferes with the College operation of computing facilities or electronic mail services; (2) burdens the College with noticeable incremental cost, or (3) interferes with the individual’s employment or other obligations to the College.
 
Furthermore, no user shall use the College’s Email systems or services for the purpose of transmitting fraudulent, defamatory, harassing, obscene, or threatening messages, or any other communications that are prohibited by law. Use of the college email system for the purposes of sending spam or non-business related bulk mail sent to distribution lists is strictly prohibited whether the distribution list is internal or external.
The following rules are required by law and are to be strictly adhered to. It is prohibited to:
·        Send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an email of this nature, you must promptly notify your Security or an Instructor.
·        Unlawfully forward confidential information.
·        Forward a message without acquiring permission from the sender first.
·        Send unsolicited email messages.
·        Forge or attempt to forge email messages.
·        Disguise or attempt to disguise your identity when sending mail.
·        Send email messages using another person’s email account.
·        Copy a message or attachment belonging to another user without permission of the originator.
·        Send an attachment that contains a virus.
 
Guidelines
 
NMTC considers email as an important means of communication and recognizes the importance of proper email content and speedy replies in conveying a professional image and delivering good customer service. Users should take the same care in drafting an email as they would for any other communication. Therefore NMTC wishes users to adhere to the following guidelines:
Passwords
All passwords must be kept as secure as possible. Users must not compromise the privacy of their password by giving it to others or exposing it to public view.   Passwords could be used to access other resources on Campus such as Banner, and Windows Accounts.
The use of passwords to gain access to the computer system or to secure specific files does not provide users with an expectation of privacy in the respective system or document.
Confidential information
Never send any confidential information via email. If you are in doubt as to whether to send certain information via email, check with your Instructor first.
System Monitoring
Users expressly waive any right of privacy in anything they create, store, send or receive on the College’s computer system. NMTC can, but is not obliged to, monitor emails without prior notification. If there is evidence that you are not adhering to the guidelines set out in this policy, the NMTC reserves the right to take disciplinary action, including termination and/or legal action.
 
Frequently Asked Questions
 
What is the Georgia Open Records Act?
This is a state law requiring that all public records be open and available for inspection by any member of the public. There are certain procedures that must be followed to ensure this is carried out correctly.
 
Are emails subject to the Open Records Act?
Yes. Any email on college-owned equipment, servers, infrastructure, or remote access to network services is subject to disclosure.
 
Can I send personal email messages to colleagues, friends, or family members?
Since email is a communication medium this is perfectly acceptable as long as no laws or policies are violated. This should be used with discretion similar to a phone conversation.

 

 

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