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E-mail Policies

The University recognizes that principles of academic freedom, freedom of speech, and privacy of information hold important implications for electronic mail and electronic mail services. This policy reflects these firmly held principles within the context of the University’s legal and other obligations.

The University encourages the use of electronic mail and respects the privacy of users. It does not routinely inspect, monitor, or disclose electronic mail without the user’s consent. The University may deny access to its electronic mail services and may inspect, monitor, or disclose electronic mail when required by and consistent with the law and Lenoir-Rhyne Campus Computing Policies, when there is substantiated reason to believe that violations of policy or law have taken place, or, in exceptional cases, when required to meet time-dependent, critical operational needs.

Electronic Mail Policies

•   The nature of electronic mail makes it less private than users may think. For example, electronic mail intended for one person sometimes may be widely distributed because of the ease with which recipients can forward it to others. A reply to an electronic mail message posted on an electronic bulletin board or "listserv" intended only for the originator of the message may be distributed to all subscribers to the listserv.  Furthermore, even after a user deletes an electronic mail record from a computer or electronic mail account it may persist on backup facilities. 

•  The University, in general, cannot and does not wish to be the arbiter of the contents of electronic mail.  Neither can the University, in general, protect users from receiving electronic mail they may find offensive.  Members of the University community, however, are strongly encouraged to use the same personal and professional courtesies and considerations in electronic mail as they would in other forms of communication.

•  There is no guarantee, unless "authenticated" mail systems are in use, that electronic mail received was in fact sent by the purported sender, since it is relatively straightforward (although a violation of this policy) for senders to disguise their identity.  Furthermore, electronic mail that is forwarded may also be modified.  As with print documents, in case of doubt, receivers of electronic mail messages should check with the purported sender to validate authorship or authenticity.

•  Encryption technology is only to be used when approved by unit heads.

Usage Policies

1.  Purpose. Electronic mail services are to be provided by University organizational units in support of the teaching, research, and public service mission of the University, and the administrative functions that support this mission.

2.  Users. Users of University electronic mail services are to be limited primarily to the University community for purposes that conform to the requirements of this Section.

3.  Non-Competition.  University Electronic mail services shall not be provided in competition with commercial services to individuals or organizations outside the University.

4.  Restrictions.  University Electronic mail services may not be used for:  unlawful activities; commercial purposes not under the auspices of the University; personal financial gain (except as permitted under applicable academic policies); personal use inconsistent with user responsibilities; or uses that violate other University policies and guidelines regarding intellectual property, or regarding sexual or other forms of harassment.

5.  Representation.  Electronic mail users shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the University or any unit of the University unless appropriately authorized (explicitly or implicitly) to do so. Where appropriate, an explicit disclaimer shall be included unless it is clear from the context that the author is not representing the University.

6.  False Identity.  Electronic mail users shall not employ a false identity. Electronic mail may, however, be sent anonymously provided this does not violate any law or this or any other University policy, and does not unreasonably interfere with the administrative business of the University.

7.  Interference.  University electronic mail services shall not be used for purposes that could reasonably be expected to cause, directly or indirectly, excessive strain on any computing facilities, or unwarranted or unsolicited interference with others' use of electronic mail or electronic mail systems.

Security and Confidentiality

1.  The confidentiality of electronic mail cannot be assured. Such confidentiality may be compromised by applicability of law or policy, Lenoir-Rhyne Campus Computing Policies, by unintended redistribution, or because of inadequacy of current technologies to protect against unauthorized access. Users therefore should exercise extreme caution in using electronic mail to communicate confidential or sensitive matters.

2.  University employees cannot seek out, use or disclose without authorization "personal or confidential" information, and employees must take necessary precautions to protect the confidentiality of personal or confidential information encountered in the performance of their duties or otherwise.  This prohibition applies to electronic mail records.

3.  Notwithstanding the previous paragraph, users should be aware that on occasion network and computer operations personnel and system administrators may, during the performance of their duties, inadvertently see the contents of electronic mail messages.  Except as provided elsewhere in Lenoir-Rhyne Campus Computing Policies, they are not permitted to do so intentionally or disclose or otherwise use what they have seen.  One exception, however, is that of systems personnel (such as "postmasters") who may need to inspect electronic mail when re-routing or disposing of otherwise undeliverable electronic mail.   This exception is limited to the least invasive level of inspection required to perform such duties. Furthermore, this exception does not exempt postmasters from the prohibition against disclosure of personal and confidential information of the previous paragraph, except insofar as such disclosure equates with good faith attempts to route the otherwise undeliverable electronic mail to the intended recipient. Re-routed mail normally will be accompanied by notification to the recipient that the electronic mail has been inspected for such purposes.

4.  The University attempts to provide secure and reliable electronic mail services. Operators of University electronic mail services are expected to follow sound professional practices in providing for the security of electronic mail records, data, application programs, and system programs under their jurisdiction. Since such professional practices and protections are not foolproof, however, the security and confidentiality of electronic mail cannot be guaranteed. Furthermore, operators of electronic mail services have no control over the security of electronic mail that had been downloaded to a user's computer.

Revised Fall 2002