Page 55 - Smith College Student Handbook 16-17

Responsible Executive: Information Security Director, VP for Information Technology

STATEMENT
Electronic mail services provided by the college engender legal, regulatory and institutional limitations on its permitted use, content, and
handling by all members of the institution. This policy provides the framework for the permitted and proper use of email by the institution
and its members.

SCOPE
This policy affects all members of the Smith College community who use the electronic mail and messaging services provided by the college.

POLICY
Introduction:
Electronic mail (email) is an established means of communication and information conveyance for a wide variety of institutional, professional
and personal needs. Smith provides email services to its community members in support of the academic mission and administrative needs of
the college. This policy sets limits and expectations on the permitted use and handling of email accounts, message content, and use of services
to meet the compliance requirements of legal and regulatory mandates, and the general needs and expectations that the institution sets for
itself.

Email Accounts:

 Responsibility for use: use of Smith email services must comply with all general user account policy requirements; in particular,
all activities and use associated with an individual email account are the responsibility of the account owner.
 Account sharing: the use of an individual account by anyone other than the person assigned to the account is prohibited;
however, delegated access to an email account is permitted.
 Account name changes: email services usernames are tied to your Smith College individual user account, and are not changed
separately or independently from your Smith username; individual account username changes are generally made when official
Registrar or HR name changes are approved.

Prohibited Use: the use of email services are expressly prohibited:

 to facilitate or engage in any illegal activity, including the unauthorized sharing of any content protected by copyright law.
 for obtaining unauthorized access to the files and communications of others, with no substantial institutional need.
 to infringe on the rights of others, or to harass other users in any way.
 to endorse, promote, canvass for, or support a political party or political candidate that in any way appears to act in violation of
the college’s legal requirement to remain politically neutral.
 for fundraising, business solicitation or advertising by groups or individuals other than officially recognized campus
organizations.
 for non-college-related commercial or profit-making activities.
 To transmit “protected” institutional information as either as part of the message, or as content within an attachment to a
message.

Permitted Use: some use of email services are permitted, but have certain restrictions or limitations on their use, such as:

 Personal communications: Incidental and occasional personal use of Smith’s email is permitted, but such messages will be
treated no differently from other messages with respect to privacy and compliance with this policy.
 Bulk email (see definition below): use of Smith email services for the sending of bulk email is permitted provided they meet with
the following restrictions:
o Message content and recipient lists comply with the bulk email procedures included in this policy.
o Use complies with all applicable laws and regulations, including but not limited to the CAN-SPAM act.
o Allows recipients to opt out or be removed from the list for future bulk emails related to the message content or from
the message sender.
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