| 1. |
Introduction
| a. |
Southwestern
Community College maintains an electronic
mail system to be used by employees
of the college. Electronic mail, henceforth
referred to as E-mail, allows inexpensive,
expedient, and broad communication.
The primary purpose of the E-mail system
is to foster communication pertaining
to legitimate purposes and the conduct
of college business. |
| b. |
Southwestern
Community College has the right to control
access to the E-mail system. The college
administration has the right to terminate
a user's access to the system. |
|
| 2. |
Privacy
and Security of Electronic Mail
| a. |
The
college respects the privacy of electronic
mail in the same manner as other forms
of interoffice mail. Users should be
aware that as a governmental unit, the
college may be required to release electronic
mail if disclosure is required through
a legitimate request or as a result
of litigation. |
| b. |
E-mail
is less private than many users may
anticipate due to the public character
of the college and the ease with which
E-mail is forwarded by recipients. For
these reasons, the college cannot guarantee
privacy and confidentiality of E-mail. |
| c. |
The
E-mail system is maintained as a communications
medium and not as a record storage site.
Employees are encouraged to properly
save important electronic documents
as files in a secure location which
is backed up frequently to protect from
data loss. |
|
| 3. |
Allowable
Uses
| a. |
E-mail
services are provided in support of
teaching, research, public service,
and administrative functions that support
the mission of the college. |
| b. |
The
college recognizes that placing a restriction
on personal use is untenable and unenforceable.
Personal use should be limited to incidental
use which does not interfere with the
E-mail user's employment or other obligations
to the college. Personal use should
not burden the college with noticeable
incremental costs or interfere with
the operation of computing resources. |
|
| 4. |
Restrictions
on Use
| a. |
The
E-mail system is not to be used for
commercial purposes or personal financial
gain except as permitted under applicable
policies. Solicitation on the E-mail
system must adhere to the guidelines
in policy 3.2 Solicitation
on Campus. |
| b. |
The
E-mail system is not to be used for
unlawful activities or to violate other
college policies and procedures. The
latter include, but are not restricted
to, policies regarding intellectual
property, sexual harassment, or other
forms of harassment. |
| c. |
Employees
are requested to refrain from sending
"junk mail" and "chain
letters" to other employees using
the E-mail system. Campus-wide distribution
of personal communications not relating
to college operations is strongly discouraged.
Employees should use their best judgment
in determining the appropriateness of
such communication. |
|
| 5. |
Conduct
| a. |
Employees
using the E-mail system under the college
domain (southwesterncc.edu), are expected
to conduct themselves in a professional
manner as representatives of Southwestern
Community College. All use should be
conducted according to professional
standards and common courtesy. College
E-mail users shall not employ a false
identity. |
|
| 6. |
Administrative
Procedures
| a. |
The
college administration may adopt administrative
procedures relating to the E-mail system. |
|
