Avon Old Farms School August 1, 2010
EMAIL POLICY The purpose of this policy is to ensure the proper use of Avon Old Farms School’s email system and is to be read in conjunction with Avon Old Farms School’s Acceptable Use Policy. Avon Old Farms School reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately. LEGAL RISKS Email is an education and business communication tool and users are obligated to use this tool in a responsible, effective and lawful manner. 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. Users and Avon Old Farms School may face legal repercussions if users engage in illegal actions through email, including but not limited to: • • • •
sending or forwarding email with any libelous, defamatory, offensive, racist or obscene remarks; sending or forwarding confidential information without appropriate authorization; sending or forwarding or copy messages without permission, if the message is copyright protected; sending an attachment that contains a virus.
By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of email. If any user violates the rules set out in this Email Policy, the user may face disciplinary consequences, including termination for employees and dismissal for students, and may face legal consequences. Where users face legal liability, Avon Old Farms School will disassociate itself from the user as far as legally possible. POLICY REQUIREMENTS The following rules are required by this policy and are to be strictly adhered to. Failure to adhere strictly to these rules may result in disciplinary and/or legal consequences, as described above. Email users are prohibited from: • • • • •
Sending or forwarding email containing libelous, defamatory, offensive, racist or obscene remarks. If users receive email of this nature, users must promptly notify their system administrator. Forwarding a message without acquiring permission from the sender first. Sending unsolicited email messages in mass, including but not limited to political and religious opinions, or for personal gain. Disguising or attempting to disguise your identity when sending mail. Sending email messages using another person’s email account.
Copying a message or attachment belonging to another user without permission of the originator.
PERSONAL USE Avon Old Farms School’s email system should be used for legitimate educational and business purposes. Therefore, the sending of chain letters, junk mail, jokes, executables or soliciting for personal financial gain is prohibited. Personal email should be kept to a minimum. All messages distributed via the school’s email system are Avon Old Farms School’s property. 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 system administrator first. Examples of confidential email would include social security number, bank account and/or credit card numbers. For your information: Banks will not solicit you for account information through email. If you receive an email from your bank or any other bank you should assume this is a hoax/scam and you should delete the email. PASSWORDS All passwords must be confidential. 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. As part of the monitoring process (see below), Avon Old Farms will retain the capacity to bypass any individual password of a user. The system's security aspects, such as personal passwords and the message delete function for email, can be bypassed for these purposes. EMAIL RETENTION All email will be deleted after 60 days. If a user has sufficient reason to keep a copy of an email, the message should be archived, using the archive feature of GroupWise or printed. SYSTEM MONITORING Users expressly waive any right of privacy and/or confidentiality in anything they create, store, send or receive on the school’s computer system. Avon Old Farms School can, but is not obliged to, monitor email without prior notification, as specified in Avon Old Farms School’s Acceptable Use Policy. If there is evidence that users are not adhering to the guidelines set out in this policy and/or the Acceptable Use Policy, Avon Old Farms School reserves the right to take disciplinary action, including termination for employees and dismissal for students, and/or legal action. SPAM FOLDER All users have been setup with an IntelliReach spam folder account. Users should endeavor to
check the spam folder on a daily basis. On occasion users will find legitimate email that has inadvertently been flagged (called a â€œfalse positiveâ€?) as spam. Instructions on checking the spam folder, and creating trusted senders will be made available to you upon request. DISCLAIMER The following disclaimer will be added to each outgoing email: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to which they are addressed. If you have received this email in error, please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of Avon Old Farms School. Finally, the recipient should check this email and any attachments for the presence of viruses. The school accepts no liability for any damage caused by any virus transmitted by this email. QUESTIONS If you have any questions or comments about this Email Policy or the Acceptable Use Policy, please contact Debra Case, 404-4205, email@example.com. If you do not have any questions, Avon Old Farms School presumes that you understand and are aware of the rules and guidelines in this Email Policy and the Acceptable Use Policy and will adhere to them.
DECLARATION I have read, understand and acknowledge receipt of the Acceptable Use Policy and Email Policy. I will comply with the guidelines set out in these policies and understand that failure to do so might result in disciplinary and/or legal action.
Printed Name: ________________________