Policy 5 - Email Policy

1.0 Overview

Murray State University is committed to protecting its employees, students, and the university from illegal or damaging actions, either intentional or unintentional, through the use of email. Murray State University’s intentions for publishing an email policy are not to impose restrictions that are contrary to Murray State University’s established culture of openness, trust and integrity but rather to outline the appropriate use of email as a means of communication.

2.0 Purpose

The purpose of this policy is to ensure the proper use of Murray State University’s email system. Users are subject to the MSU Information Technology Privacy Policy and consistent with it email can be monitored without prior notification. Any questions or comments about this policy should be directed to Information Systems.

3.0 Scope

This policy applies to students, faculty, staff, or individuals external to MSU that utilize the Murray State University email system. All messages distributed or received via the university’s email system, even personal emails, are subject to all MSU Information Technology Policies.

4.0 Policy

Users are strictly prohibited from:

• Sending unsolicited email messages such as chain mail or spam. 

• Forging or attempting to forge email messages, or disguising or attempting to disguise your identity when sending mail. 

• Giving out a password for any type of MSU account via email. 

Users are strictly required to:

• Delete spam, chain, and other junk email without forwarding. 

Duty of care

Users must take the same care in sending an email as they would for any other communication. Employees must exercise the utmost caution when sending email. Sensitive information, as defined by departments and discussed in the Information Sensitivity Policy, must not be forwarded via any means, unless that email is critical to business and is encrypted in accordance with the Acceptable Encryption Policy.

In addition, users are reminded that they will be held responsible for the content of e-mail the same as with any other communication. An e-mail which is defamatory may lead to the user being sued by the defamed individual. An employee who sends a sexually harassing e-mail may be disciplined in accordance with MSU’s Equal Opportunity Grievance Procedure. A user who sends an e-mail which threatens the commission of a crime may be arrested. Thus, e-mail does not insulate users from responsibilities which otherwise exist.

All users of MSU e-mail must be aware of the “E-Mail Communications Policy,” which is Policy 2.27 of the Board of Regents Policy Manual. This provides that, with some exceptions, e-mail may be used as an official means of communication with students, faculty, and staff.

Personal usage

Although the university’s email system is meant for academic/business communication, Murray State University allows the personal use of email as long as it complies with university policies and does not interfere with productivity or the mission of the university. Personal e-mail, however, is not exempt from the Information Technology Privacy Policy, including the provisions there related to monitoring and access.

5.0 Enforcement

Anyone found to have violated this policy may be subject to disciplinary action according to personnel policies and procedures. Students may be referred to Student Affairs for discipline. A violation of this policy by a temporary worker, contractor or vendor may result in action up to and including the termination of their contract or assignment with Murray State University.

6.0 Definitions

Spam

Spam is any unauthorized and/or unsolicited electronic mass mailings.

Policy adopted:  2-25-2011

Revision adopted: 

Policy approval and adoption:  Murray State University President's Office and Information Systems Security