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The purpose of this policy is to describe the acceptable use of the University’s email and related services, systems and facilities.

The Policy is maintained and regulated by Computer Services and is cross referenced to, and by, a number of other University policies and regulations.

The Policy will be made available to users of the email and related services and facilities. There will also be periodic review of the Policy and, if necessary, amendment from time to time. This will be necessary with regard to the expected development of the system, the operational use of the system and generally recognised best practice.

Email services are provided by the University to support its primary role of education and research and associated functions related to this role. See Who can have an account for details of categories of people who are eligible for access to computing facilities.

2. This Email Policy applies to the use, for the purpose of sending or receiving email messages and attachments, of any IT facilities, including hardware, software and networks, provided by the University. All members of the University who agree and abide by the University regulations, are entitled to use computing facilities and email systems at all times when the network is available.3. Statement of responsibilities

Individual users are responsible for their own actions. Every user of email systems has a duty to ensure they practice appropriate and proper use and must understand their responsibilities in this regard.

Senior management of Computing Services will be responsible for ensuring heads of Faculties, Departments, Schools, Centers and Units are aware of this policy; they in turn will be responsible for informing their people of this policy.

Computing Services are responsible for providing and maintaining central email systems.

Computing Services is responsible for email policy as a whole. Within each Faculty,
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Department, School, Center or Unit certain areas of IT and computer security will be delegated to local support. This will be with full cooperation and support from Computing Services.

4. Acceptable use

4.1 General

The University’s main purpose in providing IT facilities for email is to support the teaching, learning, research and approved business activities of the University. IT facilities provided by the University for email should not be abused. An absolute definition of abuse is difficult to achieve but certainly includes (but is not necessarily limited to):

Creation or transmission of material which brings the University into disrepute.

Creation or transmission of material that is illegal.

Activities that unreasonably waste staff effort or networked resources, or activities that unreasonably serve to deny service to other users.

Activities that corrupt or destroy other users’ data or disrupt the work of other users.

Unreasonable or excessive personal use. (See 4.2 below).

Creation or transmission of any offensive, obscene or indecent images, data or other material. (Other than for reasons specified in 4.3 below).

Creation or transmission of material which is designed or likely to cause annoyance, inconvenience or anxiety.

Creation or transmission of material that is abusive or threatening to others, serves to harass or bully others, discriminates or encourages discrimination on racial or ethnic grounds, or on grounds of gender, sexual orientation, marital status, disability, political or religious beliefs.

Creation or transmission of defamatory material or material that includes claims of a deceptive nature.

Activities that violate the privacy of others or unfairly criticise, misrepresent others;
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this includes copying distribution to other individuals.