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About City

Email Acceptable Use Policy

This Email Acceptable Use Policy (AUP) applies to all City staff (including temporary staff), visitors, contractors, students and researchers of the institution and to those using the City's IT resources. This policy should be considered part of the Conditions of Use for Computers and Networks at City. You should also read City's Information Security Policy.

General Principles

  • Use of email by City employees is permitted and encouraged where such use is suitable for business purposes and supports the goals and objectives of the University and its business units. Email is to be used in a manner that is consistent with the University's standards of business conduct and as part of the normal execution of an employee's job responsibility.
  • City email accounts are to be used for City business. Limited personal use is considered acceptable.
  • City will directly access staff email accounts in the pursuit of an appropriately authorised legal or disciplinary investigation.
  • Use of email may be subject to monitoring for security and/or network management reasons. Users may also be subject to limitations on their use of such resources
  • The distribution of any information through City's network is subject to the scrutiny of the institution, which reserves the right to determine the suitability of this information.
  • The use of computing resources is subject to UK law and any illegal use will be dealt with appropriately. For example the Police can have a right of access to recorded data in pursuit of a crime.
  • Email messages are treated as potential corporate messages of the organisation.
  • City reserves the right to redirect the email of staff that have left for legitimate business purposes. Users are responsible for ensuring personal emails are stopped.

Unacceptable Use or behaviour:

It is unacceptable to;

  • Solicit emails that are unrelated to business activities or for personal gain
  • Send or receive any material that is obscene or defamatory or which is intended to annoy, harass or intimidate another person
  • Represent personal opinions as those of the institution
  • Upload, download or otherwise transmit commercial software or any copyrighted materials belonging to parties outside of the institution, or the institution itself
  • Reveal or publicise confidential or proprietary information which includes, but is not limited to financial information, databases and the information contained therein, computer network access codes, patient information and business relationships
  • Waste time on non-City business

Users should:

  • Keep emails brief and use meaningful subject lines
  • Re-read messages before sending to check for clarity and to make sure that they contain nothing which will embarrass the organisation or make it liable
  • Understand how to use - and don't mismanage - CC and BCC: only CC in people that really need to receive the email
  • Use file compression techniques for large documents or send then using an alternative method
  • Archive effectively - use folders and delete any messages you no longer need
  • Don't overuse the "URGENT" flag as it will lose its value
  • Never reply to spam
  • Avoid using email for sensitive or emotional messages or offensive content
  • Take care in drafting emails, taking into account any form of discrimination, harassment, institution representation, and defamation of Data Protection issues.
  • Staff Emails are a form of corporate communication and therefore should be drafted with the same care as letters.
  • Users should be careful when replying to emails previously sent to a group.
  • Ensure your terminal is locked or logged out when you leave your desk, a malicious user could send messages in your name.
  • Avoid 'Mail Storms' - long discussions sent to a distribution list - consider verbal communication or use a bulletin board.

Monitoring

  • City accepts that the use of email is an extremely valuable business, research and learning tool. However misuse of such a facility can have a detrimental effect on other users and potentially City's public profile. As a result;
  • City maintains the right to access user email accounts in the pursuit of an appropriately authorised investigation
  • The specific content of any transactions will not be monitored unless there is a suspicion of improper use.
  • We are obliged to monitor to fulfil our responsibilities with regard to UK law and the JANET Code of Conduct.
  • Action as deemed appropriate by the Director of Computing Services and, if required, other representatives such as the Director of HR or School Dean may be taken.