Effective Date: 4/30/2024
Review/Revised Date: 4/30/2024
Category: Information Technology
Policy Owner: Director, Office of Information Technology
The University of West Alabama (“UWA” or “University”) provides email service to students, faculty, staff, and affiliated organizations. Email is an official means of communication among members of the UWA community, and UWA encourages its use in support of the University's mission of instruction, research, and public service.
Users have full responsibility for all messages they transmit through the University's computers, networks and systems. All users of UWA email are expected to use the service responsibly and to comply with applicable local, state, and federal laws, the University of West Alabama Acceptable Use Policy, and relevant University policies.
Users should exercise caution when downloading executable programs via email, as they might interject computer viruses into University computers and/or networks. It is illegal to knowingly replicate or transmit computer viruses, or otherwise deliberately damage the systems or files of other people.
Email groups are established for University committees, departments, and special projects. Email to a group should be consistent with the purpose of the group.
The Office of Information Technology (OIT) may restrict or suspend access to accounts where there is reason to believe that laws or University policies have been violated. In some instances, further disciplinary action may be taken, including disciplinary action up to termination for faculty and staff violating laws and/or policies or referral to the Student Life Committee for students violating laws and/or policies.
Unacceptable use of email includes, but is not limited to, the following:
- Use of email to support any commercial advertising or for-profit activity.
- Use of email to initiate or forward chain letters.
- Violations of copyright laws (unlawful distribution of copyrighted printed material, audio recordings, video recordings, or computer software).
- A user sharing his or her password information with another person. A user should contact the Department of Information Technology for a new password if there is reason to believe that the password is known by other persons.
- Attempts to guess or break another user's password.
- Use of email to lodge grievances that should be handled through existing University policies and procedures.
- Use of a false email address ("spoofing").
- Use of email to threaten others.
- Spamming - sending unsolicited material and/or material not related to the University's mission to a large number of individuals and/or groups. (Note: Most chain emails referring to viruses are hoaxes and should be forwarded to sysadmin@uwa.edu for review. If the content of the email is determined to be real and should be distributed to the UWA community, the Department of Information Technology will take appropriate action.)
- Use of mass email except to send information about governmental, civic, or non-profit charitable organizations or community-wide events such as memorial services.
- The willful introduction of computer viruses or other disruptive/destructive programs into the UWA campus network or into other networks.
Confidentiality and Security
No one without specific authorization may read, alter, or delete a faculty member's, staff person's, or student's computer files or email. Although routine maintenance of the email systems may require or inadvertently lead to viewing some email, OIT will respect the privacy of such email, and will not reveal its contents to any other parties. If, however, email activities which violate law or University regulations are discovered, OIT must report such information to the appropriate administrators and/or other authorities.
Authorization to access another's email is granted only on an as needed basis for a specified time and only for investigative purposes, or as required by law. Authorization and approval for access shall be provided to the Director of Information Technology in writing by the University President. Should access to the University President's email become necessary, written authorization shall be given by the President of the Board of Trustees. The University attorney will be notified when investigative access to email is requested. The Director of Information Technology will be responsible for collecting and storing the written requests for access.
Deliberately invading the privacy of others by attempting to gain unauthorized access to any account or system is strictly prohibited. Anyone violating this policy will be subject to disciplinary action up to termination for faculty and staff or referral to the Student Life Committee for students.
Handling Confidential Data
No email system is completely secure. Consequently, email should not be used to transmit computer passwords, credit card numbers, or other confidential information about students or employees. Any individual who accesses University data, through a computer or a report, is responsible for the confidentiality of that data. Likewise, any individual who stores University data on a personal computer will be held accountable for the confidentiality of that information. Electronic mail poses additional risks in the handling of confidential data. It is possible that data may be mistakenly transmitted to unintended recipients through misaddressing or similar error.
Users are advised that information subject to confidentiality regulations should not be transmitted via electronic mail without prior written approval from the appropriate administrative offices. Confidential information should be transmitted using email encryption methods provided by OIT.
Effective Date
This policy is effective 4/30/2024 and will be reviewed at least annually.
UWA reserves the right to change, modify, or otherwise alter this policy at its sole discretion and at any time as it deems circumstances warrant.