E-Mail Policy

PURPOSE

Shepherd University provides students, faculty, staff, and certain affiliates with e-mail addresses that is to be utilized for legitimate university-related activities and communication. E-mail is considered as an IT resource and is subject to the provisions of this policy, as well as other IT related policies.

POLICY

Shepherd University IT Services is the owner of e-mail and directory information and provides creation, management, and distributions of official Shepherd University e-mail accounts. To the extent a user forwards the content of a Shepherd University e-mail account to another e-mail address (e.g. personal gmail), the user assumes all responsibilities for the consequences of delivery beyond the Shepherd University e-mail service domains. The forwarded content, however, remains subject to applicable public records laws and related Shepherd University policies.

All existing policies, standards, and regulations that apply to other forms of communication at Shepherd University also apply to e-mail. Additionally, the following specific actions pertaining to the use of e-mail accounts and services of Shepherd University are considered a violation of this policy:

1. Misrepresentation or concealment of names or affiliations in e-mail messages.
2. Alteration of the source or destination address of an e-mail.
3. Use of Shepherd University e-mail services for any unauthorized commercial/personal business
or organized political activity that is inconsistent with Shepherd University tax-exempt status or serves as a conflict of interest.
4. Any use of e-mail to harass, intimidate, or threaten to cause emotional or physical harm to person and/or damage to property, including deliberately sending frivolous or excessive e-mails (e.g. spam).
5. Use of large attachments that exceed standards, as an attempt to disrupt or alter Shepherd University e-mail services.

Use of email, as well as information assets and IT resources is a privilege and not a right. Shepherd University e-mail services are considered as an official means for communicating Shepherd University business and may be the sole means of communication to users. Students, faculty, staff, and affiliates are presumed to read and understand all official Shepherd University e-mail messages sent to their university e-mail account. Usage of listservs are encouraged to manage distribution of e-mails to large amount of users. Mass emergency e-mails, such as RAVE, will follow the campus emergency notification process.

PRIVACY, OPERATIONS, and MONITORING

User are reminded that any e-mail sent from a Shepherd University account or residing on any Shepherd University e-mail services/systems may be considered as a public record and subject to disclosure. Shepherd University seeks to maintain its IT environment and manage all information assets including data, computing devices, systems technology, telephony, and IT resources in a manner that respects individual privacy and promotes user trust. However, the use of Shepherd University IT resources is not completely private, and users should have no expectation of privacy in connection with the use of any information asset or IT resource.

Shepherd University has the legal right to access, preserve, and review all information stored on or transmitted through any information asset or IT resource, including the logging of activities, monitoring usage patterns, and data audits/integrity checks. IT Services may, with or without notice to users, take any other action it deems necessary to preserve, secure, and protect systems, information assets, or IT resources for the betterment of Shepherd University. Without limiting its right to take action, Shepherd University may, it is sole discretion, disclose the results of any general or individual monitoring or access permitted by this policy, including the contents and records of individual communications, to appropriate Shepherd University personnel or law enforcement agencies.

SCOPE of AFFECTED PARTIES

This policy applies to all users, such as students, faculty, and staff of Shepherd University and to other persons accessing Shepherd University information assets and/or IT resources including but not limited to authorized agents or community members, regardless of whether such information asset or IT resource is accessed from on-campus or off-campus.

ROLES & RESPONSIBILITIES

All Shepherd University students, faculty, staff, and other parties with access to Shepherd University information assets and IT resources shall be responsible for:

USERS

1.  Usage of e-mail, as well as all information assets and IT resources, in compliance with all applicable laws and Shepherd University policies, standards, guidelines, regulations, and procedures.
2. Understand and comply with the guidance provided by this policy, as well as applicable
   compliance programs and affiliated awareness trainings.
3. Promptly report any suspected violation of this policy, any security events, and/or incidents involving a suspected compromise of a user’s account or IT resource to
   itworkorder@shepherd.edu.

DIRECTOR of IT SERVICES / INFORMATION PRIVACY OFFICER

1.  Oversee and administer this policy.
2. Provide authorization and direction to IT Services staff in accordance with this policy.
3. Develops awareness and necessary training materials as it pertains to this policy.

IT SERVICES STAFF

1. With appropriate authorization, take directed action in accordance with this policy to preserve, secure, and protect the interests of Shepherd University.
2. Ensure all associated procedures are followed and documented accordingly when taking any actions outlined in this policy.

RELATED POLICIES & GUIDELINES
BOG#35: Information Technology Security
Acceptable Use Policy
IT Information Security & Privacy Policy
Password Policy
Social Security Number Guidelines
Work from Home / Remote Access Guidelines

POLICY E-Mail Policy
IMPACT Data, Technology, and IT Resources
RESPONSIBLE OFFICE IT Services
CREATED August 18, 2021
REVISED August 18, 2021
APPROVED BY Director, IT Services
VERSION 22.2