Users may have only one personal electronic mailbox and email address. Each user will have a default server-based mailbox limit.
Email use for unlawful activities is prohibited.
Offensive, demeaning, harassing, or disruptive messages are prohibited.
A user will not attempt to gain unauthorized access to another user’s email account.
Email services will not be used to cause excessive strain on resources or cause interference; chain letters, spam, and letter/mail bombs are prohibited.
Users should be wary of and take precautions to avoid introducing viruses and other malicious codes to the college network through email use.
Use of the College’s electronic mail services for personal monetary gain is prohibited, except when pre-approved in writing by the appropriate Vice President.
The use of Email messages to solicit students or employees for any purpose, or to distribute literature for any person or organization, is guided by Campus Policy.
Unless authorized, electronic mail users will not give the impression that they are representing the College.
Users sending messages containing personal or student record information must comply with the Family Educational Rights and Privacy Act and all other federal, state, and local statutes.
Confidentiality of electronic mail services cannot be assured. Email should be used and treated as an insecure method of communication.
The College will not in the ordinary course of business monitor the content of the email sent or received by users. However, the College reserves the right to access all aspects of its email system, including contents within a user’s mailbox.
Employee Email
Exceptions to the default server-based mailbox limit require written approval from the appropriate Dean or Director.
Server-based email distribution lists are created for sanctioned committees, teams, or other groups as approved by the appropriate Dean, Director, or Vice President. Use of these lists should be limited to academic and administrative uses. These lists are generated by IT when officially requested, and all permission changes must be approved by the “list owner.”
The use of server-based distribution lists such as “All Sinclair Mail Users” are restricted and list users are authorized by the President’s office. Messages sent via these lists should be campus-wide in nature. Content should also be time-sensitive and not of nature more appropriately disseminated by another method. If authorized users are unsure if a message meets these criteria, they should obtain approval from their supervisors. Supervisors should obtain approval from the appropriate manager, dean, or director. Final approval for a campus-wide message rests with the respective Vice President.
The college does not prohibit the practice of forwarding email to non-Sinclair email addresses. However, official college business may only be conducted using college provided email accounts. This includes all communication between students and other employees of the college.
Public email distribution lists are created for sanctioned committees, teams, or other groups. Personal email distribution lists are created by individual users.
Email may be used for incidental personal purposes providing it does not interfere with official college use.
Users should be aware there is no legal expectation of privacy when using College information resources for personal use. Users should consult records management staff in regards to how records management policies apply to the material contained in electronic mail.
