| Policy Number: ITS 102 | Policy Title: Email Use |
| Supersedes Existing Policy? Y | Policy Owner: SVP, Corporate Services and CFO |
| Associated Procedure: N | Date Last Approved by the CET: Date March 4, 2009 |
| Related Documents and Links |
1. Introduction and Purpose
To ensure that email representing Loyalist College, or sent to or on behalf of the College, meets College Standards and is in the best interest of the College.
2. Application
This policy covers appropriate use of any email sent from a Loyalist College email address and applies to all employees, vendors, and agents operating on behalf of Loyalist College.
3. Definitions
Email – The electronic transmission of information through a mail protocol such as SMTP or IMAP. Typical email clients include Eudora and Microsoft Outlook.
4. Policy Statement
- 4.1 Prohibited Use
- The Loyalist College email system shall not be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, other personal characteristics, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this type of content from any Loyalist College employee should report the matter to their supervisor immediately.
- 4.2 Personal Use
- Using a reasonable amount of Loyalist College resources for personal emails during breaks and other personal time is acceptable, but non-work related email shall be saved in a separate folder from work related email.
- 4.3 Mass Email
- Advertising or mass emailing requires specific authorization. Mass email shall be considered to be any unsolicited electronic mailing in which the message is sent out to members of the college community using the Outlook database of email addresses. This policy does not apply to individual email-based distribution and discussion groups such as listservs or established data bases that serve the College’s learners, staff and faculty. Mass email can be grouped into three general categories: Messages from Administration; Emergency Email; and Informational Messages from groups, associations and partners.
| Category | Audience | Authorization Level | Delivery Structure |
|---|---|---|---|
| Messages from Administration | Loyalist Staff and/or Students | Immediate Director / Dean | Sent by Admin Staff or ITS Help Desk if Student distribution required. |
| Emergency Email (any item impacting the safety of the Loyalist Community or services provided to the Loyalist Community) | Loyalist Staff and/or Students | Immediate Director / Dean | Sent by Admin Staff or ITS Help Desk if Student distribution required. |
| Informational Messages | Loyalist Staff and/or Students | MPGX or Delegate | Added to the Loyalist Staff Wiki. No emails to be sent for information items. |
5. Additional Titles
Loyalist College employee shall have no expectation of privacy in anything they store, send or receive on the College’s email system. Loyalist College may monitor messages without prior notice, based on appropriate authorization.