E-Mail: Draft Administrative Acceptable Use Policy
E-mail is a critical mechanism for business communications at Arlington Classics Academy. However, use of Arlington Classics Academy’s electronic mail systems and services are a privilege, not a right, and therefore must be used with respect and in accordance with the goals of Arlington Classics Academy.
The objectives of this policy are to outline appropriate and inappropriate use of Arlington Classics Academy’s e-mail systems and services in order to minimize disruptions to services and activities, as well as comply with applicable policies and laws.
Scope This policy applies to all e-mail systems and services owned by Arlington Classics Academy, all e-mail account users/holders at Arlington Classics Academy (both temporary and permanent), and all District e-mail records.
Account Activation/Termination E-mail access at Arlington Classics Academy is controlled through individual accounts and passwords. Each user of Arlington Classics Academy’s e-mail system is required to read and sign a copy of this E-Mail Acceptable Use Policy prior to receiving an e-mail access account and password. It is the responsibility of the employee to protect the confidentiality of their account and password information.
ONLY employees of Arlington Classics Academy are entitled to an e-mail account.
Applications for these accounts must be submitted in writing by the campus principal or supervisor. All terms, conditions, and restrictions governing e-mail use must be in a written and signed agreement.
E-mail access will be terminated when the employee terminates their association with Arlington Classics Academy, unless other arrangements are made. Arlington Classics Academy is under no obligation to store or forward the contents of an individual’s e-mail inbox/outbox after the term of their employment has ceased.
General Expectations of End Users Important official communications are often delivered via e-mail. As a result, employees of Arlington Classics Academy with e-mail accounts are expected to check their e-mail in a consistent and timely manner so that they are aware of important District announcements and updates, as well as for fulfilling business- and role-oriented tasks.
E-mail users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to remove himself or herself from the list, and is responsible for doing so in the event that their current e-mail address changes.
E-mail users are also expected to comply with normal standards of professional and personal courtesy and conduct.
Appropriate Use Individuals at Arlington Classics Academy are encouraged to use e-mail to further the goals and objectives of Arlington Classics Academy. The types of activities that are encouraged include:
Inappropriate Use Arlington Classics Academy’s e-mail systems and services are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Individual e-mail use will not interfere with others’ use and enjoyment of Arlington Classics Academy’s e-mail system and services. E-mail use at Arlington Classics Academy will comply with all applicable laws, all Arlington Classics Academy policies, and all Arlington Classics Academy contracts.
The following activities are deemed inappropriate uses of Arlington Classics Academy systems and services and are prohibited:
Excessive personal use of Arlington Classics Academy e-mail resources. Arlington Classics Academy allows limited personal use for communication with family and friends, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources. Arlington Classics Academy prohibits personal use of its e-mail systems and services for unsolicited mass mailings, non-Arlington Classics Academy commercial activity, political campaigning, dissemination of chain letters, and use by non-employees.
Monitoring and Confidentiality The e-mail systems and services used at Arlington Classics Academy are owned by the District, and are therefore its property. This gives Arlington Classics Academy the right to monitor any and all e-mail traffic passing through its e-mail system. While the District does not actively read end-user e-mail, e-mail messages will be read by IT staff during the normal course of managing the e-mail system.
In addition, backup copies of e-mail messages may exist, despite end-user deletion, in compliance with Arlington Classics Academy’s records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and prevent business data loss.
If Arlington Classics Academy discovers or has good reason to suspect activities that do not comply with applicable laws or this policy, e-mail records may be retrieved and used to document the activity in accordance with due process. All reasonable efforts will be made to notify an employee if his or her e-mail records are to be reviewed. Notification may not be possible, however, if the employee cannot be contacted, as in the case of employee absence due to vacation.
Use extreme caution when communicating confidential or sensitive information via e-mail. Keep in mind that all e-mail messages sent outside of Arlington Classics Academy become the property of the receiver. A good rule is to not communicate anything that you wouldn’t feel comfortable being made public. Demonstrate particular care when using the “Reply” command during e-mail correspondence.
Reporting Misuse Any allegations of misuse should be promptly reported to [insert name of contact and contact information]. If you receive an offensive e-mail, do not forward, delete, or reply to the message. Instead, report it directly to the individual named above.
Disclaimer Arlington Classics Academy assumes no liability for direct and/or indirect damages arising from the user’s use of Arlington Classics Academy’s e-mail system and services. Users are solely responsible for the content they disseminate. Arlington Classics Academy is not responsible for any third-party claim, demand, or damage arising out of use the Arlington Classics Academy’s e-mail systems or services. Failure to Comply Violations of this policy will be treated like other allegations of wrongdoing at Arlington Classics Academy. Allegations of misconduct will be adjudicated according to established procedures. Sanctions for inappropriate use on Arlington Classics Academy’s e-mail systems and services may include, but are not limited to, one or more of the following:
1. Temporary or permanent revocation of e-mail access;
2. Disciplinary action according to applicable Arlington Classics Academy policies;
3. Termination of employment; and/or
4. Legal action according to applicable laws and contractual agreements.
E-Mail User Agreement I have read and understand the E-Mail Acceptable Use Policy. I understand if I violate the rules explained herein, I may face legal or disciplinary action according to applicable laws or District policy.
Name: _______________________________________________
Signature: ____________________________________________
Date: ________________________________________________
E-mail is a critical mechanism for business communications at Arlington Classics Academy. However, use of Arlington Classics Academy’s electronic mail systems and services are a privilege, not a right, and therefore must be used with respect and in accordance with the goals of Arlington Classics Academy.
The objectives of this policy are to outline appropriate and inappropriate use of Arlington Classics Academy’s e-mail systems and services in order to minimize disruptions to services and activities, as well as comply with applicable policies and laws.
Scope This policy applies to all e-mail systems and services owned by Arlington Classics Academy, all e-mail account users/holders at Arlington Classics Academy (both temporary and permanent), and all District e-mail records.
Account Activation/Termination E-mail access at Arlington Classics Academy is controlled through individual accounts and passwords. Each user of Arlington Classics Academy’s e-mail system is required to read and sign a copy of this E-Mail Acceptable Use Policy prior to receiving an e-mail access account and password. It is the responsibility of the employee to protect the confidentiality of their account and password information.
ONLY employees of Arlington Classics Academy are entitled to an e-mail account.
Applications for these accounts must be submitted in writing by the campus principal or supervisor. All terms, conditions, and restrictions governing e-mail use must be in a written and signed agreement.
E-mail access will be terminated when the employee terminates their association with Arlington Classics Academy, unless other arrangements are made. Arlington Classics Academy is under no obligation to store or forward the contents of an individual’s e-mail inbox/outbox after the term of their employment has ceased.
General Expectations of End Users Important official communications are often delivered via e-mail. As a result, employees of Arlington Classics Academy with e-mail accounts are expected to check their e-mail in a consistent and timely manner so that they are aware of important District announcements and updates, as well as for fulfilling business- and role-oriented tasks.
E-mail users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to remove himself or herself from the list, and is responsible for doing so in the event that their current e-mail address changes.
E-mail users are also expected to comply with normal standards of professional and personal courtesy and conduct.
Appropriate Use Individuals at Arlington Classics Academy are encouraged to use e-mail to further the goals and objectives of Arlington Classics Academy. The types of activities that are encouraged include:
- Communicating with fellow employees, business partners of Arlington Classics Academy, and clients within the context of an individual’s assigned responsibilities.
- Acquiring or sharing information necessary or related to the performance of an individual’s assigned responsibilities.
- Participating in educational or professional development activities.
Inappropriate Use Arlington Classics Academy’s e-mail systems and services are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Individual e-mail use will not interfere with others’ use and enjoyment of Arlington Classics Academy’s e-mail system and services. E-mail use at Arlington Classics Academy will comply with all applicable laws, all Arlington Classics Academy policies, and all Arlington Classics Academy contracts.
The following activities are deemed inappropriate uses of Arlington Classics Academy systems and services and are prohibited:
- Use of e-mail for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of computer viruses).
- Use of e-mail in any way that violates Arlington Classics Academy’s policies, rules, or administrative orders, including, but not limited to Federal, State, and District Policies.
- Viewing, copying, altering, or deletion of e-mail accounts or files belonging to Arlington Classics Academy or another individual without authorized permission.
- Sending of unreasonably large e-mail attachments. The total size of an individual e-mail message sent (including attachment) should be 25mb or less.
- Opening e-mail attachments from unknown or unsigned sources. Attachments are the primary source of computer viruses and should be treated with utmost caution.
- Sharing e-mail account passwords with another person, or attempting to obtain another person’s e-mail account password. E-mail accounts are only to be used by the registered user.
Excessive personal use of Arlington Classics Academy e-mail resources. Arlington Classics Academy allows limited personal use for communication with family and friends, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources. Arlington Classics Academy prohibits personal use of its e-mail systems and services for unsolicited mass mailings, non-Arlington Classics Academy commercial activity, political campaigning, dissemination of chain letters, and use by non-employees.
Monitoring and Confidentiality The e-mail systems and services used at Arlington Classics Academy are owned by the District, and are therefore its property. This gives Arlington Classics Academy the right to monitor any and all e-mail traffic passing through its e-mail system. While the District does not actively read end-user e-mail, e-mail messages will be read by IT staff during the normal course of managing the e-mail system.
In addition, backup copies of e-mail messages may exist, despite end-user deletion, in compliance with Arlington Classics Academy’s records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and prevent business data loss.
If Arlington Classics Academy discovers or has good reason to suspect activities that do not comply with applicable laws or this policy, e-mail records may be retrieved and used to document the activity in accordance with due process. All reasonable efforts will be made to notify an employee if his or her e-mail records are to be reviewed. Notification may not be possible, however, if the employee cannot be contacted, as in the case of employee absence due to vacation.
Use extreme caution when communicating confidential or sensitive information via e-mail. Keep in mind that all e-mail messages sent outside of Arlington Classics Academy become the property of the receiver. A good rule is to not communicate anything that you wouldn’t feel comfortable being made public. Demonstrate particular care when using the “Reply” command during e-mail correspondence.
Reporting Misuse Any allegations of misuse should be promptly reported to [insert name of contact and contact information]. If you receive an offensive e-mail, do not forward, delete, or reply to the message. Instead, report it directly to the individual named above.
Disclaimer Arlington Classics Academy assumes no liability for direct and/or indirect damages arising from the user’s use of Arlington Classics Academy’s e-mail system and services. Users are solely responsible for the content they disseminate. Arlington Classics Academy is not responsible for any third-party claim, demand, or damage arising out of use the Arlington Classics Academy’s e-mail systems or services. Failure to Comply Violations of this policy will be treated like other allegations of wrongdoing at Arlington Classics Academy. Allegations of misconduct will be adjudicated according to established procedures. Sanctions for inappropriate use on Arlington Classics Academy’s e-mail systems and services may include, but are not limited to, one or more of the following:
1. Temporary or permanent revocation of e-mail access;
2. Disciplinary action according to applicable Arlington Classics Academy policies;
3. Termination of employment; and/or
4. Legal action according to applicable laws and contractual agreements.
E-Mail User Agreement I have read and understand the E-Mail Acceptable Use Policy. I understand if I violate the rules explained herein, I may face legal or disciplinary action according to applicable laws or District policy.
Name: _______________________________________________
Signature: ____________________________________________
Date: ________________________________________________