Electronic Mail Policy (draft)
Effective 2/2002

Purpose:

To inform WMU employees about the electronic mail policy, to create awareness of the associated privacy and security issues, and to address the uses of electronic mail in compliance with the policy.

Policy Statement:

Introduction: Western Michigan University encourages the business use of electronic mail. Electronic communications systems, and all messages generated on or handled by electronic communications systems, including back-up copies, are considered WMU property.

Authorized Usage: WMU's electronic communications systems are provided primarily for the support of the University's mission including business, research, and educational activities. Incidental personal use is permissible if it does not interfere with the University's mission or preempt normal business and educational activity, does not impede employee productivity, and does not consume more than a trivial amount of resources. Employees are not to use WMU's e-mail for commercial activities, support of charitable endeavors, or to send or forward chain mail. By default, WMU's electronic communications systems are not encrypted. Do not send sensitive information via e-mail.

User Identity: All electronic mail systems must have unique user-IDs and associated passwords to isolate the communications of different users. Misrepresenting, obscuring, suppressing, or replacing a user's identity on an electronic communications system is forbidden. The user name, electronic mail address, organizational affiliation, and related information included with electronic messages or postings must reflect the actual originator of the messages or postings.

No Guaranteed Message Privacy: Western Michigan University cannot guarantee that e-mail will be private. Electronic mail can be forwarded, intercepted, printed, and stored by others. WMU respects the rights of its employees, including their reasonable expectation of privacy. WMU is also responsible for servicing and protecting its electronic communications networks. To accomplish this, it may be necessary for technical support to intercept, disclose, or review electronic communications during the course of problem resolution. WMU may permit the inspection, monitoring, or disclosure of e-mail when it is required by or consistent with applicable law or policy or any appropriately issued subpoena or court order. The Electronic Communications Privacy Act of 1986 also permits messages stored on University systems to be accessed by authorized personnel in certain circumstances.

Contents of Messages: Employees must not use profanity, obscenities, or derogatory remarks in electronic mail. Such remarks -- even when made in jest -- may create legal problems such as libel, sexual harassment, and defamation of character. Special caution is warranted because back-up and archival copies of electronic mail may be more permanent and more readily accessed than traditional paper communications.

Harassing or Offensive Materials: Sexual, ethnic, and racial harassment is strictly prohibited and is cause for disciplinary action that could result in termination. Western Michigan University retains the right to remove from its information systems any material it views as offensive or potentially illegal.

Purging Electronic Messages: Electronic mail systems are not intended for archival storage. Employees are responsible for periodically purging e-mail messages from their personal storage areas.

Contact:

Office of Information Technology
Planning & Policy Development
(269)387-5430.

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