IAIA - Institute of American Indian Arts

E-Mail Acceptable Use Policy

General

E-mail is a critical mechanism for communications at the Institute of American Indian Arts (IAIA). Use of IAIA’s electronic mail systems and services is a privilege, not a right, and therefore must be used with respect and in accordance with the rules, regulations, and policies of IAIA.

The objectives of this policy are to outline appropriate and inappropriate use of IAIA’s e-mail systems and services in order to minimize disruptions to services and activities, as well as to comply with applicable policies and laws.

Scope

This policy applies to all e-mail systems and services owned or operated by IAIA, all e-mail account users/ holders at IAIA (both temporary and permanent), and all Institute e-mail records.

Account Activation/Termination

E-mail access at IAIA is controlled through individual accounts and passwords. Each user of IAIA’s e-mail system is required to read and sign a copy of this E-Mail Acceptable Use Policy prior to receiving an e-mail access account and password. It is the responsibility of each user to protect the confidentiality of their account and password information. Substantial changes to this policy may require users to read and sign an updated copy of this Use Policy.
All staff, faculty, adjunct faculty, and students at IAIA will receive an e-mail account. E-mail accounts will be granted to third party non-employees on a case-by-case basis. Possible non-employees that may be eligible for access include:

  • IAIA Board members
  • Contractors
  • Vendors
  • Remote users (e.g., distance learning students and course developers)

Applications for these temporary accounts must be submitted to the person responsible for operating the IAIA e-mail systems by sending an e-mail to:

Postmaster@IAIA.edu.  All terms, conditions, and restrictions governing e-mail use must be in a written and signed agreement.

E-mail access will be terminated when the e-mail account holder terminates his or her association with IAIA, unless other arrangements are made.

IAIA E-Mail Acceptable Use Policy

Approved: FASC and IAIA management August, 2009 obligation to store or forward the contents of an individual’s e-mail inbox/outbox after the account holder’s association with IAIA has ceased. For students, e-mail accounts will be deleted 30 days after graduation and immediately upon suspension or withdrawal from the College.

Rights and Responsibilities

The Institute often delivers official communications via e-mail. As a result, staff, faculty, adjunct faculty, and students at IAIA with e-mail accounts are expected to check their e-mail in a consistent and timely manner so that they are aware of important Institute announcements and updates, as well as for fulfilling business and role-oriented tasks.

Disclaimer

IAIA assumes no liability for direct and/or indirect damages arising from the user’s use of IAIA’s e-mail system and services. Users are solely responsible for the content they disseminate. IAIA is not responsible for any third-party claim, demand, or damage arising out of use the IAIA’s e-mail systems or services.

User Responsibilities

E-mail users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to unsubscribe from the list, and is responsible for doing so in the event that their current e-mail address changes.

E-mail users are expected to remember that e-mail sent from the Institute’s email accounts reflects on the Institute. Please comply with normal standards of professional and personal courtesy and conduct.

Individuals at IAIA are encouraged to use e-mail to further the goals and objectives of IAIA.  Acceptable Use of IAIA e-mail systems includes:

  • Communication with fellow employees, business partners of IAIA, and students within the context of an individual’s assigned responsibilities;
  • Acquisition or sharing of only the information necessary or related to the performance of an individual’s assigned responsibilities;
  • Participation in educational or professional development activities.

Inappropriate Use

IAIA’s e-mail systems and services are not to be used for purposes that could be reasonably expected to strain storage or bandwidth (e.g., e-mailing large attachments instead of pointing to a location on a shared drive). Individual e-mail use shall not interfere with others’ use and enjoyment of IAIA’s e-mail system and services. E-mail use at IAIA shall comply with all applicable laws, all IAIA policies, and all IAIA contracts.
The following activities are deemed inappropriate uses of IAIA e-mail systems and services and are prohibited:
It is NOT ACCEPTABLE to:

  • Use e-mail for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g., spreading of computer viruses);
  • Use e-mail in any way that violates IAIA’s policies, rules, or administrative orders, including, but not limited to, the IAIA Acceptable Use Policy and the IAIA Distribution List Policy;
  • View, copy, alter, or delete e-mail accounts or files belonging to IAIA or another individual without authorization;
  • Send unreasonably large e-mail attachments: The total size of an individual e-mail message sent (including attachment) should be 3 MB or less;
  • Open e-mail attachments from unknown or unsigned sources.
  • Share e-mail account passwords with another person, or attempt to obtain another person’s e-mail account password. E-mail accounts are only to be used by the registered user;
  • Make excessive personal use of IAIA e-mail resources. IAIA allows limited personal use for communication with family and friends, independent learning, and public service so long as it does not interfere with productivity, pre-empt any business activity, or consume more than a trivial amount of resources. IAIA prohibits personal use of its e-mail systems and services for unsolicited mass mailings, non-IAIA commercial activity, political campaigning, dissemination of chain letters, and use by non-employees.

Note that attachments are the primary source of computer viruses and should be treated with utmost caution.

Reporting Misuse

Any allegations of misuse should be promptly reported to the person responsible for operating the IAIA e-mail systems by sending an e-mail to: Postmaster@IAIA.edu. If you receive an offensive e-mail, do not forward, delete, or reply to the message. Instead, report it directly to the individual designated above.

Monitoring and Confidentiality

The e-mail systems and services used at IAIA are owned by the Institute, and are therefore its property. This gives IAIA the right to monitor any and all e-mail traffic passing through its e-mail system. This monitoring may include, but is not limited to, inadvertent reading by IT staff during the normal course of managing the email system, review by the legal team during the e-mail discovery phase of litigation, and observation by management in cases of suspected abuse or to monitor employee efficiency.

E-Mail Retention

In addition, archival and backup copies of e-mail messages may exist, despite end-user deletion, in compliance with IAIA’s various records retention policies. The goals of these backup and archiving procedures are to ensure system reliability, prevent business data loss, meet regulatory and litigation needs, and to provide business intelligence.
Backup copies exist primarily to restore service in case of failure. Archival copies are designed for quick and accurate access by Institute delegates for a variety of management and legal needs. Both backups and archives are governed by the Institute’s document retention policies. These policies indicate that in some cases e-mail must be kept for up to 7 years.

E-Mail Retrieval

If IAIA discovers or has good reason to suspect activities that do not comply with applicable laws or this policy, e-mail records may be retrieved and used to document the activity in accordance with due process. All reasonable efforts will be made to notify an e-mail account holder if his or her e-mail records are to be reviewed. Notification may not be possible, however, if the account holder cannot be contacted, as in the case of employee absence due to vacation.

Content Sensitivity and Disclosure

Use extreme caution when communicating confidential or sensitive information via e-mail. Keep in mind that all e-mail messages sent outside of IAIA become the property of the receiver. A good rule is to not communicate anything that you wouldn’t feel comfortable being made public. Demonstrate particular care when using the “Reply” command during e-mail correspondence to ensure the resulting message is not delivered to unintended recipients.

Failure to Comply

Violations of this policy will be treated like other allegations of wrongdoing at IAIA. Allegations of misconduct will be adjudicated according to established procedures.

Sanctions

Sanctions for inappropriate use on IAIA’s e-mail systems and services may include, but are not limited to, one or more of the following:

  1. Temporary or permanent revocation of e-mail access;
  1. Disciplinary action according to applicable IAIA policies;
  1. Termination of employment; and/or
  1. Legal action according to applicable laws and contractual agreements