240.040 – ELECTRONIC MAIL

Updated: March 2020

POLICY
The organization maintains an electronic mail system. This system is provided by the organization to assist in the conduct of business within the organization. The electronic mail system hardware is organization property. Additionally, all messages composed, sent, and received on the electronic mail system are and remain the property of the organization. They are not the private property of any employee.

PROCEDURE
The electronic mail system may not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations, or other non-job related solicitations. The electronic mail system is not to be used to create any offensive or disruptive messages. Among those which are considered offensive are any messages which contain sexual implications, racial slurs, derogative gender-specific comments, or any other comment that offensively addresses someone’s age, race, color, sex, sexual orientation, gender expression or transgender status, marital status, religion, creed, ancestry, national and ethnic origin, veteran’s status, physical, mental handicap or other legally protected classification in any of its policies or procedures. The electronic mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.

The organization reserves and intends to exercise the right to review, audit, intercept, access and disclose all messages created, received, or sent over the electronic mail system for any purpose. The contents of electronic mail properly obtained for legitimate business purposes may be disclosed within the organization without the permission of the employee.

The confidentiality of any message should not be assumed. Even when a message is erased, it is still possible to retrieve and read that message. Further, the use of passwords for security does not guarantee confidentiality. All passwords must be given to your supervisor upon request. Notwithstanding the organization’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not sent to them. Exception to this policy must receive prior approval from the President, Vice President of Academic Affairs, or the Director of Finance & Administration.

Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee’s messages without the latter’s permission. All computer pass codes must be provided to supervisors upon request and/or departure of employment.

Violation of the Electronic Email policy is subject to disciplinary action including termination.