Internet & Email Services Acceptable Use Policy

The Internet

Privileges

  

The use of the Internet is a privilege, not a right, and inappropriate use will result in denial or cancellation of that privilege.  Erne Integrated College reserves the right to monitor Internet use, and determine if specific uses are consistent with the acceptable use practices.  The College further reserves the right to deny access to prevent unauthorized or unacceptable activity, and could involve disciplinary action.

Authorized Users

 

Authorized users are students and staff.  Authorization may not be transferred to others not associated with the College.

Restrictions

 

Use of the Internet for viewing, sending, or retrieving any of the following are prohibited:

  1. Pornographic material (a criminal offence) or inappropriate text files.

  2. Commercial or for-profit purposes.

  3. Personal and private enterprise.

  4. Personal advertisement or political lobbying.

  5. The modification or misrepresentation of files, data, and/or passwords belonging to others.

  6. Actions that would destroy, modify, or abuse hardware and software.

  7. Infiltration of a computer or computing system for any reason.

  8. Hate mail, harassment, discriminatory remarks, and other antisocial behaviors.

  9. Anything contrary to the College’s Board of Governors policy.

The College is not responsible for any damage a user might incur if a virus invades personal computer equipment or disks while using the Internet.

Email

This Email Acceptable Use Policy (AUP) applies to all College staff (including temporary staff), visitors, contractors, students of this College and to those using the College’s IT resources.

General Principles

  • Use of email by College employees is permitted and encouraged where such use is suitable for educational purposes and supports the goals and objectives of the College. Email is to be used in a manner that is consistent with the College's standards of conduct and as part of the normal execution of an employee's job responsibility.

  • College email accounts are to be used for College business. Limited personal use is considered acceptable.

  • The distribution of any information through the College's network is subject to the scrutiny of the College. The College reserves the right to determine the suitability of this information.

  • Email messages are treated as potential corporate messages of the organisation. 

  • 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 College 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.

  • The College will directly access staff email accounts in the pursuit of an appropriately authorised legal or disciplinary investigation.

  • 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.

 

Unacceptable Use

It is unacceptable to;

  • Solicit emails that are unrelated to educational 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 College

  • Upload, download or otherwise transmit commercial software or any copyrighted materials belonging to parties outside of the College, or the College 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, student information and student relationships

  • Waste time on non-College business

Users should:

  • Understand that Staff Emails are a form of corporate communication and therefore should be drafted with the same care as letters.

  • Re-read messages before sending to check for clarity and brevity to ensure that they contain nothing which will embarrass you or make the organisation liable

  • Take care in drafting emails, taking into account any form of discrimination, harassment, College representation, and defamation of Data Protection issues.

  • Avoid using email for sensitive or emotional messages or offensive content

  • Avoid 'Mail Storms' - long discussions sent to a distribution list - consider verbal communication or use a bulletin board.

  • Use meaningful subject lines to inform reader of the e-mail’s purpose

  • 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

  • Understand how to use - and don't mismanage - CC and BCC: only CC in people that really need to receive the email

  • Use the "URGENT" flag with constraint otherwise it will lose its value

  • Never reply to spam

  • 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.

Monitoring

The College accepts that the use of email is an extremely valuable educational, research and learning tool. However misuse of such a facility can have a detrimental effect on other users and potentially the College's public profile. As a result;

  • The College 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 fulfill our responsibilities with regard to UK law.

Action, in accordance with the College’s Disciplinary Procedures, may be taken by the Board of Governors or College Principal. 

ERNE

INTEGRATED
COLLEGE