Electronic Mail Policy

Purpose

To ensure the proper use of Agnes Scott College’s email system and inform the campus community what the college deems as acceptable and unacceptable use of the campus email system.

The policy applies to:
  • All email services provided by Agnes Scott College
  • All users and holders of college email accounts or systems, regardless of the intended use; and
  • All college email Official Records and/or Public Records in the possession of or generated by college employees and other users of email services provided by the college, regardless of whether the records were generated on college or non-college computers.
Mandatory Policies for Electronic Mail

All members of the Agnes Scott College community (faculty, staff, students, retired faculty and staff, and alumnae) are provided an email account in order to facilitate the timely exchange of information. Your account is provided as a service to you as a member of the college community.   

The college email system is a business communication tool and you are expected to follow college policy and guidelines in using this tool in a responsible, effective, lawful manner.  

Administrative offices use email as an official communication tool to students.  Messages that fall within this category will have a subject line of Official College Communication.

The following use of the Agnes Scott College email service is prohibited:
  • Send or forward messages that:
    • contain defamatory, offensive, harassing or obscene remarks
    • violate copyright law
    • intend to harm or disparage the college, members of the Agnes Scott community or others
    • disrupt or interfere with the college’s email system, which includes distribution of chain letters, spam to external or internal audiences, or any activities that create or spread viruses
    • constitutes, fosters or promotes pornography
    • appear to represent, provide opinions, or otherwise make statements on behalf of the college or any unit of the college unless expressly authorized to do so
  • Access or attempt to access another user’s email account without authorization or in an attempt to  falsify email messages
  • Use the college email for private business, commercial or partisan political or lobbying activities, fundraisers or advertising not associated with Agnes Scott College; or unlawful activities that violate any of the college’s policies.
The above list is not intended to be exhaustive but rather to provide some illustrative examples.  Violations of the email policy will be handled through the normal college disciplinary procedures. Harassing messages and other illegal activity conducted via email may also be reported to the appropriate local, state and/or federal authorities.

Users are responsible for protecting their own passwords and login information.

Legal
Any written form of communication is governed by laws. Therefore, it is important that users are aware of the legal risks of sending email.  You are held liable if you:

  • Send or forward email with any defamatory, offensive, harassing or obscene remarks
  • Forward confidential information or messages without permission
  • Knowingly send attachments that contain a virus

If the guidelines and procedures set out in this policy are disregarded, the user will be held solely liable for any legal risk associated with their misuse of the college’s email system.

Confidentiality
Agnes Scott cannot guarantee the confidentiality of email.  Users should not assume email is confidential and are advised to not send confidential communications via email.  Electronic mail is treated like other college records and is retained in accordance with state and federal laws.  

Privacy
The office of the registrar may elect to publish student email addresses, phone numbers, etc. as directory information, consistent with the requirements of the Family Educational Rights and Privacy Act (FERPA). Individual students may, request that the college not treat their address as directory information. Requests should be directed to the office of the registrar. Email should not be considered private and there is no guarantee of privacy.  While email accounts are password protected, if effective password procedures are not followed by the account holder, unauthorized access may be gained to an account.

Electronic mail content may be accessed by support personnel with appropriate:

  • end-user authorization while performing routine support operations or working on user problems
  • security or legal authorization while protecting the integrity of the college’s computing systems and the rights and property of the college.

Personal Use
Although the college’s email system is meant for business use, the college allows for the reasonable, incidental personal use of email under the previously identified guidelines, provided it does not interfere with your work or obligations to the college and is not used for personal business. All messages distributed via the college’s email system, even personal emails, are college property, and are subject to access consistent with this and other college policies and applicable laws.  Use of the college email services does not carry with it any reasonable expectation of privacy.

Email Distribution Lists
To ensure email remains an effective means of campus communication, the following rules are in effect to minimize the overuse of broadcast email and diminish the effectiveness of the email communication channel. Plan ahead and publish your events and announcements in The Irvine, college social media sites and through the campus calendar.  Key individuals throughout campus are authorized to send to any email distribution list based on their roles.  

Managed Lists
  • Only approved individuals are able to send messages to the list
  • Members of the list cannot send messages to the list.
    • #ASC Community list
      • The President’s Office approves non-members of the list who can send to the list.
      • To submit a request to have a message considered for sending to this list, email your request to lhudson@agnesscott.edu with the subject line of Email-#ASC
    • #Students & class lists (#2019…)
      • The Vice President for Student Affairs approves non-members of the list who can send to the list.
      • To submit a request to have a message considered for sending to this list, email your request to the sramirez@agnesscott.edu with the subject line of Email-#Students.
Members Only Lists
  • Only members of the list can send messages to the list.
    • Student Organization lists
      • The Associate Director of Student Activities manages the list membership.
      • To submit a request to have a message considered for sending to this list, email your request to lrensicasey@agnesscott.edu with the subject line of Email-Student Org
    • Full-time Faculty; #Part-time Faculty; #Tenure Track Faculty lists
      • Full-time faculty will be members of the Part-time Faculty list for sending mail.
      • The Vice President for Academic Affairs approves non-members of the list who can send to the list
      • To submit a request to have a message considered for sending to this list, email your request to deanofthecollege@agnesscott.edu with the subject line of Email-#Faculty
    • #Staff; #Retired Faculty; #Retired Staff lists
      • Human Resources approves non-members of the list who can send to the list.
      • To submit a request to have a message considered for sending to this list, email your request to the kgilbert@agnesscott.edu with the subject line of Email-#Staff
Best Practices for Electronic Mail                  
  • Information sharing, events and non-emergency announcements must be published in The Irvine and the Campus Calendar.
  • Campus-wide emails should affect the entire campus or everyone within a distribution list.
  • Avoid sending corrections and reminders – take the time to get the message right the first time and promote your deadline or event using the Campus Calendar and The Irvine.
  • Always include a descriptive subject line.  


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Path and Filename: W:\Compsvcs\Policy-Procedure\ Email\Email-Policy.doc
Policy Clarification or Modifications: Direct to the Associate Vice President for Technology
Approved: Executive Council, September 2006
Revised Date: September 2017; July 2009