Email Policy Highlights
A Quick Guide to the University of California Electronic Mail Policy
  This is a summary. Please refer to the full text of the Electronic Mail Policy.

 

CAUTIONS

Email may be subject to disclosure under the California Public Records Act The University may access or disclose your email under specified circumstances described in the Policy Email facility staff may inadvertently see the contents of email messages in the course of their duties Your email facility may have copies of email on a back-up system even after you have discarded the messages Back-up copies may be retained for periods of time and in locations unknown to senders and recipients The security and confidentiality of email cannot be guaranteed Password protections are not foolproof It is possible for senders of email to mask their identity Recipients are able to forward your email without your knowledge or consent The contents of forwarded messages can be changed from the original Policy violations may result in restriction of access to University information technology resources and other serious consequences The California Penal Code makes certain computer crimes felony offenses Your University email address is owned by the Regents of the University of California

DO

Think twice before you click on the "send" button Comply with University policies and state and federal laws that apply to email Make administrative email available to your supervisor if requested Protect the confidentiality of information you encounter inadvertently in email or other records Follow campus procedures for authorization and notification if you must access another person’s email Respect the privacy of other people’s email Use personal and professional courtesy and considerations in email Employ protections such as passwords to deter potential intruders Check with the sender if there is any doubt about the authenticity of a message Request information on the back-up practices of the email facilities you use Ask for advice if you are not sure what the Policy allows

DO NOT

Violate law and UC policy by theft or abuse of facilities or resources Seek out, use, or disclose personal or confidential information unless authorized Access or disclose other people’s email without prior consent Knowingly interfere with other people’s use of email Send "spam" or chain letters Knowingly disrupt University electronic mail and other services Use email for unlawful activities, commercial purposes, or personal financial gain (except where permitted by academic policy) Use email in violation of other University policies (such as harassment, copyright violations) Use email to give the impression that you represent the University (unless authorized to do so) Let personal use of email interfere with your employment or other obligations to the University Increase costs to the University by excessive personal use of email Rely exclusively on electronic mail for purposes of archiving and record retention

DOES THIS POLICY APPLY TO YOU?

The University of California’s Electronic Mail Policy applies to (1) all electronic mail services provided by the University, (2) all users and uses of such services, and (3) all University records in the form of electronic mail, whether in the possession of University employees or other users of electronic mail services provided by the University. Please note that each campus has its own guidelines and procedures for implementing the UC Electronic Mail Policy.

ONLINE REFERENCES

 If you use the University of California's electronic mail facilities, you should familiarize yourself with the complete UC Electronic Mail Policy, related University policies, and laws that may apply to electronic mail. The Policy has hyperlinks to other University policies.

California law can be researched online at http://www.leginfo.ca.gov.

For information on email etiquette, search for the word "Netiquette" on the World Wide Web. 

---

October 5, 1998