Key Points on Use of E-mail at UCOP

Governing Policies
The University of California Electronic Communications Policy (ECP) governs the use of UCOP e-mail services. At UCOP, Acceptable Use of UCOP Electronic Information Resources identifies the allowable uses and allowable users of UCOP electronic information resources. Key points of these two policies are summarized below to guide use by the UCOP community of UCOP e-mail services. Contact Jacqueline Craig, Policy Director, Information Resources and Communications, for more information or consultation.

Access to E-mail Services

• Eligibility to access or to use UCOP e-mail services is a privilege granted at the discretion of UCOP. This privilege is subject to the normal conditions of use identified in Acceptable Use of UCOP Electronic Information Resources.
• See UCOP IT Services to establish an employee's access to e-mail services, or to alter or cancel an employee's access to e-mail services.
• All UCOP employees must accept the UCOP User Agreement for University of California Electronic Information Resources in order to receive access to UCOP IT Accounts.

Termination

• Access to e-mail services shall terminate when the individual's relationship with UCOP has ended. Departments shall determine the intended reuse or disposal of electronic communications resources, such as desktop computers, laptops, or PDAs, and the e-mail records stored on those resources upon employee separation. In addition to submitting the Employee Separation - Account Cancellation form to cancel e-mail accounts, departments are responsible for informing the employee about the following:
  • the date at which time the account will be terminated and therefore no longer accessible to the former employee
  • instructions whether an absence message must be installed, indicating the separation date and contact information for departmental business
  • instructions for the disposition of electronic communications records remaining on the computer used during employment
  • conditions governing departmental access to the employee's electronic communications subsequent to the employee's separation

Restrictions

• Use of University e-mail services may be restricted or rescinded by UCOP at its discretion when required by and consistent with law; when there is substantiated reason to believe that violations of law or University policies have taken place; when there are compelling circumstances; or under time-dependent, critical operational circumstances. See the UC Electronic Communications Policy for more details.
• Information Resources and Communications at UCOP reserves the right to deny access to UCOP e-mail services when any use violates University policy, including any activity that directly or indirectly interferes with the operation of UCOP electronic communication resources.

Representation

• UCOP e-mail services may not be used to give the impression that the user represents, gives opinions, or otherwise makes statements on behalf of the University or any unit of the University, unless appropriately authorized to do so.

Endorsements

• UCOP e-mail users must abide by University and campus policies regarding endorsements.

False Identity and Anonymity

• UCOP e-mail users shall not, either directly or by implication, employ a false identity (the name or electronic identification of another).
• When not prohibited by law or other University policy, a supervisor may direct an employee to use the supervisor's identity to transact University business for which the supervisor is responsible. In such cases, an employee's use of the supervisor's electronic identity does not constitute a false identity

Interference

• E-mail services shall not be used for purposes that could reasonably be expected to cause excessive strain on any electronic communications resources, or to cause interference with others' use of electronic communications resources.
• UCOP e-mail users shall not:
  1. send or forward chain letters or their equivalents in other services;
  2. "spam," that is, exploit electronic communications systems for purposes beyond their intended scope to amplify the widespread distribution of unsolicited electronic messages;
  3. "letter-bomb," that is, send an extremely large message or send multiple electronic messages to one or more recipients and so interfere with the recipients' use of electronic communications systems and services; or
  4. intentionally engage in other practices such as "denial of service attacks" that impede the availability of electronic communications services.

Incidental Personal Use

• As described in the Electronic Communications Policy, Section III.D.8, incidental personal use is allowed as long as such use does not
1. interfere with the University's operation of electronic communications resources;
2. interfere with the user's employment or other obligations to the University, or
3. burden the University with noticeable incremental costs. When noticeable incremental costs for personal use are incurred, users shall follow campus guidelines and procedures for reimbursement to the University.

Requests to Examine E-mail without the User's Consent

• The e-mail holder's consent is required for a department or other individual to examine the contents of the holder's e-mail, as stipulated in the ECP, Section IV.B, Access without Consent.
• If departments or other individuals wish to obtain access to another individual's e-mail, they must complete the "UCOP Request for Authorization to Access Electronic Communications Records."