Office of Information Technology

The purpose of this e-mail policy is to establish rules for the appropriate use of Western Michigan University's e-mail accounts.

The use of e-mail via University computing resources is a privilege, not a right and is subject to limitation and/or revocation. In addition to these e-mail rules, the use of electronic communication is subject to all University policies, procedures, rules, directives, and the law (collectively "rules"). These rules apply to:

All e-mail systems and services provided are owned by the University;
All users, holders, and uses of University e-mail services and computing resources; and
All University e-mail records in the possession of University faculty, staff, or students or other e-mail users of e-mail services provided by the University.

These rules apply equally to transactional information (such as e-mail headers, summaries, and addresses) associated with e-mail records as it does to the contents of those records.

Policy Statement(s)

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

No Guaranteed Message Privacy
Western Michigan University cannot guarantee that e-mail will be private. E-mail can be forwarded, intercepted, printed, and stored by others. Generally, WMU's e-mail systems are not encrypted. WMU respects the rights of its employees; however, WMU is also responsible for servicing and protecting its e-mail networks. Although mail is not routinely monitored, the University may monitor or access e-mail if the University suspects or is advised of possible breaches of security, harassment, or other violations of other University policies, rules, regulations, directives, or law, or evidence exists which demonstrates to the University that e-mail contains information, data, or other intellectual property that belongs to another person. Only the president, the vice president for information technology, or the vice president for legal affairs and general counsel may authorize access to e-mail under these rules and that authorization shall be in writing.

Where feasible and practical, the person whose e-mail is being accessed will be given notice such access in advance. However, where, in the judgment of the president, vice president for information technology, or vice president for legal affairs and general counsel, such notice would be contrary to the University's interest, such notice will not be provided. Any person whose e-mail is accessed without advance notice will be notified that his or her e-mail account has been accessed as soon after such access as is practically feasible, unless compelling or legal reasons approved by the Office of the Vice President for Legal Affairs and General Counsel dictate otherwise. Supervisors who want to access a subordinate's e-mail must contact the Office of the Vice President for Legal Affairs and General Counsel in advance. Yearly, the Office of the Vice President for Legal Affairs and General Counsel will report to the Faculty Senate the number of times authorization to access e-mail has occurred.

Some system administrators have access to e-mail by way of automated systems, such as undeliverable e-mail, and may have to access e-mail for routine maintenance of systems and for specific systems problems. Such administrators will take precautions to ensure that they view only those portions of e-mail necessary to perform their duties. System administrators accessing legally protected or confidential information or records shall not disclose, copy, or otherwise disseminate any other information or records unless authorized by the vice president for information technology or the vice president for legal affairs and general counsel.

Other than as provided for in this paragraph, employees may not access the e-mail of another employee or student in the absence of the consent of the person whose e-mail is being accessed. The improper access of the e-mail of another shall be subject to appropriate discipline and shall be reported to the vice president for information technology and CIO.

In addition, e-mail prepared by public employees using University resources may be subject to disclosure under state and federal law and may constitute documents that are subject to disclosure in administrative or legal actions.

Contents of E-mail
E-mail is treated as any other form of communication and all University policies, rules, handbooks, contracts, and directives, including sanctions, apply to the content and use of e-mail including, but not limited to, the University sexual harassment policy, the anti-discrimination policy, and the policy pertaining to workplace threats and violence.

Purging E-mail
E-mail systems are not intended for archival storage. Employees are responsible for periodically purging e-mail from their personal storage areas. The University reserves its right to limit capacity on individual accounts for archival storage and other University purposes.

WMU's e-mail systems are provided for the support of the University's mission, including education, business, and research. Personal use may be permissible if, in the determination of the University, it does not interfere with the University's mission or preempt normal business/educational activity, does not impede employee productivity, does not interfere with or negatively impact any other person's or entity's rights and work/learning environment, does not conflict with any rule or law, and does not consume more than a trivial amount of resources.

Notwithstanding the above described acceptable trivial personal use, unless authorized in advance by the University, employees are not permitted to use WMU's e-mail or resources for personal commercial or business activities, personal charitable endeavors, illegal political or other activities, to send or forward chain mail, or for any other purpose or activity prohibited by the rule(s) or law.



		WMU > OIT > Rules & Policies Revised 6/2008 WMU E-mail Rules Purpose The purpose of this e-mail policy is to establish rules for the appropriate use of Western Michigan University's e-mail accounts. Scope The use of e-mail via University computing resources is a privilege, not a right and is subject to limitation and/or revocation. In addition to these e-mail rules, the use of electronic communication is subject to all University policies, procedures, rules, directives, and the law (collectively "rules"). These rules apply to: All e-mail systems and services provided are owned by the University; All users, holders, and uses of University e-mail services and computing resources; and All University e-mail records in the possession of University faculty, staff, or students or other e-mail users of e-mail services provided by the University. These rules apply equally to transactional information (such as e-mail headers, summaries, and addresses) associated with e-mail records as it does to the contents of those records. Policy Statement(s) User Identity All e-mail systems must have unique user-IDs and associated passwords to isolate the mail of different users. Misrepresenting, obscuring, suppressing, or replacing a user's identity on an e-mail system is forbidden. The user name, e-mail address, organizational affiliation, and related information included with e-mail or postings must reflect the actual originator of the mail or postings. No Guaranteed Message Privacy Western Michigan University cannot guarantee that e-mail will be private. E-mail can be forwarded, intercepted, printed, and stored by others. Generally, WMU's e-mail systems are not encrypted. WMU respects the rights of its employees; however, WMU is also responsible for servicing and protecting its e-mail networks. Although mail is not routinely monitored, the University may monitor or access e-mail if the University suspects or is advised of possible breaches of security, harassment, or other violations of other University policies, rules, regulations, directives, or law, or evidence exists which demonstrates to the University that e-mail contains information, data, or other intellectual property that belongs to another person. Only the president, the vice president for information technology, or the vice president for legal affairs and general counsel may authorize access to e-mail under these rules and that authorization shall be in writing. Where feasible and practical, the person whose e-mail is being accessed will be given notice such access in advance. However, where, in the judgment of the president, vice president for information technology, or vice president for legal affairs and general counsel, such notice would be contrary to the University's interest, such notice will not be provided. Any person whose e-mail is accessed without advance notice will be notified that his or her e-mail account has been accessed as soon after such access as is practically feasible, unless compelling or legal reasons approved by the Office of the Vice President for Legal Affairs and General Counsel dictate otherwise. Supervisors who want to access a subordinate's e-mail must contact the Office of the Vice President for Legal Affairs and General Counsel in advance. Yearly, the Office of the Vice President for Legal Affairs and General Counsel will report to the Faculty Senate the number of times authorization to access e-mail has occurred. Some system administrators have access to e-mail by way of automated systems, such as undeliverable e-mail, and may have to access e-mail for routine maintenance of systems and for specific systems problems. Such administrators will take precautions to ensure that they view only those portions of e-mail necessary to perform their duties. System administrators accessing legally protected or confidential information or records shall not disclose, copy, or otherwise disseminate any other information or records unless authorized by the vice president for information technology or the vice president for legal affairs and general counsel. Other than as provided for in this paragraph, employees may not access the e-mail of another employee or student in the absence of the consent of the person whose e-mail is being accessed. The improper access of the e-mail of another shall be subject to appropriate discipline and shall be reported to the vice president for information technology and CIO. In addition, e-mail prepared by public employees using University resources may be subject to disclosure under state and federal law and may constitute documents that are subject to disclosure in administrative or legal actions. Contents of E-mail E-mail is treated as any other form of communication and all University policies, rules, handbooks, contracts, and directives, including sanctions, apply to the content and use of e-mail including, but not limited to, the University sexual harassment policy, the anti-discrimination policy, and the policy pertaining to workplace threats and violence. Purging E-mail E-mail systems are not intended for archival storage. Employees are responsible for periodically purging e-mail from their personal storage areas. The University reserves its right to limit capacity on individual accounts for archival storage and other University purposes. Justification WMU's e-mail systems are provided for the support of the University's mission, including education, business, and research. Personal use may be permissible if, in the determination of the University, it does not interfere with the University's mission or preempt normal business/educational activity, does not impede employee productivity, does not interfere with or negatively impact any other person's or entity's rights and work/learning environment, does not conflict with any rule or law, and does not consume more than a trivial amount of resources. Notwithstanding the above described acceptable trivial personal use, unless authorized in advance by the University, employees are not permitted to use WMU's e-mail or resources for personal commercial or business activities, personal charitable endeavors, illegal political or other activities, to send or forward chain mail, or for any other purpose or activity prohibited by the rule(s) or law. Enforcement These rules shall apply except where conflicting provisions of a duly authorized collective bargaining agreement or other contract expressly provide otherwise. Individuals who violate these rules may have their e-mail privileges revoked and shall be subject to sanctions, disciplinary action, and/or other legal action. Reference E-mail Address Use and Rules WMU Mass E-mail/CAN-SPAM Rules WMU Rules For Use of Computing Resources

Office of Information Technology, Western Michigan University, Kalamazoo, Michigan, 49008-5206 Phone (269) 387-5430 \| Contact OIT \| Last Updated: August 25, 2008 Report Copyright Infringements