Home Regulations Regulations, Codes of Practice and Acceptable Use

Regulations, Codes of Practice and Acceptable Use

I. Regulations Concerning the Use of University Computing Services
(http://www2.le.ac.uk/offices/itservices/resources/cis/iso/csregs)

II. Internet Code of Practice
(http://www.le.ac.uk/regulations/computing/internetcode.html)

III. Guide to Legislation
(http://www.le.ac.uk/regulations/computing/guidetolegislation.html)

IV. Copyright Notice
(http://www.le.ac.uk/cwis/copyright.html )

V. Data Protection Code of Practice
(http://www2.le.ac.uk/offices/it-services/iso/DP_FOI)

VI. Network Connection Policy and Usage Guidelines
(http://www.le.ac.uk/regulations/computing/networkconnections.html)

VII. Code of Practice for Systems & Network Administrators
(http://www.le.ac.uk/regulations/computing/sysadminscode.pdf)

VIII. Electronic Mail Policy

IX. Acceptable Use of Open Access Computer User Areas

VIII. Electronic Mail Policy

Introduction

Electronic Mail (email) is an important and efficient means of communication which is used to conduct much of the University’s business. It is therefore important that all members of the University have, and regularly use, an email account registered with the central computing services.

All staff and students of the University are expected to register with the Computer Centre, whereupon they will be given a username on the Central File System (CFS) and an email address of the standard form <username>@le.ac.uk. This does not preclude the use of other email systems such as departmental systems, to which incoming mail may be forwarded, but the University expects all current staff and students to be identifiable and contactable via the standard address. The University may use the CFS email address to contact users on University business.

Acceptable Use of University Email

The use of email facilities is subject to the same laws, policies and codes of practice as apply to other forms of communication such as paper and telephone. In particular the Regulations Concerning the Use of University Computing Services and Internet Code of Practice apply. However, although the University email service is provided for official academic and administrative purposes, occasional personal use is permitted so long as such use is not excessive, in volume, frequency or time and does not disrupt or restrict usage by other legitimate users.

University email systems may not be used for any of the following:

• transmission of commercial material without specific approval,
• unsolicited messages to a large number of people (spamming),
• messages requesting recipient to re-forward thereby setting up a chain action (chain mail),
• messages likely to cause offence,
• messages purporting to come from someone other than the actual sender (spoofing),
• material advocating criminal activity or which may bring the University into disrepute,
• material which violates copyright restrictions,
• material which is defamatory or libellous,
• material which could be used to breach computer security or facilitate unauthorised access,
• material likely to prejudice the course of justice,
• personal data about a third party in contravention of the Data Protection Act.

Privacy

All email is intrinsically insecure unless it is encrypted, therefore discretion should be used if information of a confidential or sensitive nature is being considered for transmission by email.

A user’s email account and the data associated with it is private. Users must not intercept or read another user’s email messages unless specifically authorised to do so. In the case of permission being given, for example, to a personal secretary to access email for a member of staff care must be taken to ensure that third party personal data is not compromised.

Systems administrators, or other computer staff involved in operational or networking aspects of the email service, must not monitor other users’ email except in so far as this is a requirement of the normal course of their work. In all other circumstances such monitoring or reading of other users’ email may only be carried out with the permission of the Registrar & Secretary or the Director of the Computer Centre. Requests for access to a user’s account, for example in the case of long term absence of the user where information of importance to the business of the University is likely to be in the account, must be made to the Director of the Computer Centre by the Head of Department or Administrative Office concerned.

The University reserves the right to access and disclose the contents of a user’s email box only in accordance with its legal and audit obligations and for legitimate operational purposes. In such cases, if encryption has been used, the University will require that the encryption keys be made available in order to fulfil its right of access.

Copyright

Email messages are “creative works” and therefore copyrighted. The Copyright normally resides automatically with the sender or the employer by default, unless a contractual agreement to the contrary is in place. Thus for staff the copyright owner is the University whereas for students it is the sender. Messages posted to public lists do not lose copyright but the information may be archived or redistributed. Users should take care not to mis-quote, change or mis-attribute messages sent to a list.

Storage and Backup

All email messages sent from or received by user accounts of the standard format (see above) pass through the central mail hubs. A log is kept of the transaction (sender, receiver, date/time, subject etc.) but not the content. This data is kept for a minimum period of 1 month. Users are responsible for storage of their own email, both incoming and outgoing, within the limits of the file handling facilities available to them. The Computer Centre, as part of its data storage policy, automatically backs up all user files on the central systems on a daily basis and retains back-up data for a minimum of 3 months.

Junk Mail

The University operates in an open and relatively unfettered environment. As a consequence much of the incoming email may be unsolicited, some may be unwanted and some may be dangerous in containing viruses, worms etc. The Computer Centre applies various filters and virus protection software at the mail hubs and central servers in an attempt to reduce the incidents of unwanted mail but cannot guarantee 100% removal. The policy on junk mail removal will be reviewed from time to time as new software becomes available. However the following guidelines should be observed by all users.

1. Beware of all email from unknown sources, especially those containing attachments. Delete such messages without opening them.
2. Do not forward or reply to chain mail, offensive messages or those offering products or services. It is not advisable to respond to an offer to be removed from the distributions list of these messages as such action will identify to the sender that the email address is in active use by a real person and may lead to further junk mail.
3. In most cases it is impossible for the Computer Centre or Service Provider to trace the origin of junk mail so such messages should not be forwarded to them. However in cases where it appears that a serious offence or incident has occurred, these should be reported immediately to the Computer Centre.

IX. Acceptable Use of Open Access Computer User Areas

Introduction

The open access computer user areas are provided primarily to support students' academic work in the form of formal class work or private study. Some of them are bookable through the Central Room Booking unit; others are designated as ‘drop-in’ rooms. When not booked all such areas may be used, during the designated opening hours for that room, by any user registered to use the central computer facilities.

Open access PCs can be in great demand, especially at busy times of the day during the teaching year. Using a computer for social or recreational purposes during these periods can deny it to someone who may have a more urgent, legitimate need. Such use is best described as "antisocial" and, like most antisocial behaviour, is difficult to legislate against. It is far better to develop a personal discipline for the mutual benefit of all. Computer user areas serve a similar function to libraries: user behaviour should reflect this and respect the needs of others for a conducive work environment.

Usage Guidelines

All users are asked to observe the following:

• During busy periods don't “surf” the Internet for recreational purposes.
• During busy periods use email only for work-related activities: leave social emails for a less busy time.
• Minimise conversations in user areas.
• When in a user area, switch off all mobile phones.
• Respect other users' requests for quiet.
• Help ensure the reliability of the computers by not eating or drinking at a computer.
• Respect the environment, don't leave litter, use the bins provided.

LAST REVISED: 2005  

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