January 17-18, 2002

ITEM 114-104-R0102Board of Regents Policies and Procedures Manual: Information Technology: Electronic Mail (5) (New)

No. 5

POLICY REQUIREMENTS

SCOPE

This policy applies to all MUS employees using MUS-owned or managed computing and information resources. It also applies to all MUS students using MUS-owned or managed computing and information resources, except when using personally owned computers in conjunction with MUS-provided network services. (A separate contract, agreement or policy may cover activities involving personally owned computers.) Finally, it also applies to "visitors," "adjuncts," or any other persons or entities that have either temporary or permanent access to MUS-owned or managed computing and information resources. For convenience, all the above groups are often combined under the label of "users" of the MUS computing and information resources.

REQUIREMENTS

MUS-provided electronic mail (e-mail) systems may be used only by employees for their job-related activities and by students for appropriate academic activities. Acceptable activities include: the conduct of MUS business and delivery of MUS services; transmitting and sharing of information among educational, research, and governmental organizations; supporting open research and education in and between national and international research and instructional institutions; communicating and exchanging professional information; encouraging debate of issues in the user's specific areas of expertise; applying for or administering grants or contracts; announcing requests for proposals and bids; announcing new services for use in research or instruction; and conducting other appropriate MUS business, which includes office-related functions or announcements.

Note that within the limits of state and federal law, all messages created, sent, or received by MUS employees using MUS e-mail systems are the property of the MUS, and that privacy of e-mail is not guaranteed. Authorized MUS personnel may monitor e-mail system usage for purposes of planning and managing resources, evaluating system performance, troubleshooting purposes, or investigating suspected abuse as described in the MUS information technology policy concerning privacy, security and monitoring. Employees should exercise care in sending confidential messages over the e‑mail system. The use of encryption should be considered when sending sensitive messages.

Electronic stationery may be used when it enhances the business content of e-mail, but users should avoid the use of unnecessary animated graphics and/or audio objects to minimize the network bandwidth required for the message.

MISUSE OF E-MAIL

Examples of misuse of MUS-provided electronic mail systems include, but are not limited to:

  • Circulating chain letters
  • Using MUS e-mail systems for: "for-profit" activities; "non-profit" or public, professional, or service organization activities unrelated to an employee's job duties; or extensive private, recreational, or personal activities.
  • Large-scale distributions of e-mail (sometimes called "spam"). Users should contact the appropriate system administrator to be informed of the correct procedures handling large e-mail distributions.
  • Other misuse activities as referenced in policy MUS information technology policy on "User Responsibilities".