Electronic Mail Policy

Purpose of Policy:

To provide security and efficient support services when conducting Stetson University business via electronic mail.

Scope:

This policy applies to all electronic mail sent or received with the intention to conduct university business or represent the University.

Definitions:

  • Corporate email: university-assigned email address (@stetson.edu or @law.stetson.edu)
  • Viruses / Malware: Many common issues that users experience with their computers are caused by viruses, spyware, malware or other unwanted software, which often manifests as fake virus warnings, pop-ups, sudden changes in browser settings, toolbars, extreme and sudden slowdowns, etc.
  • Clickbait: News that is promoted with dramatic or misleading headlines that do not reflect the content of the actual story.

Policy:

All employees of Stetson University are required to use a university-provided or approved electronic mail service when conducting university business via electronic mail.

Stetson University business must be conducted using an assigned stetson.edu (law.stetson.edu) email address.

Stetson University does not monitor all email activity but retains the right to do so.

Inappropriate Use of Company Email

By using the corporate email address, university employees must bear in mind that they represent the university and should be mindful of the image they project. This sensitivity must be manifested in all communications.

The employees must not:

  • Send out marketing information that has not been vetted and approved by the Office of Marketing and Communications regarding, among other specifications, the university’s brand guidelines and editorial style.
  • Sign up for engagement with other websites that are suspect, either for legal or ethical reasons. This includes any registration website that has not been created in collaboration with the Registrar or Web Services.
  • Send out insulting or hateful messages or content that may negatively impact or harm other people.
  • Send unsolicited offensive emails to other people, including colleagues.

Guide to Appropriate Use

Employees can use their corporate email to boost their professional standing while furthering the interest of the university. Employees are therefore encouraged to:

  • Correspond with customers, prospective customers, partners, and business associates in a manner that creates trust in the university.
  • Market their email contacts to strengthen and extend business networks at trade fairs, conferences, and even at social gatherings.

Tips on Email Security

Email is an extremely sensitive medium that can compromise the university’s reputation, and security of data and equipment due to email hacker attacks, viruses, and other malware. To prevent this and avoid a potential disaster, employees must:

  • Remember passwords rather than recording them in written form, which can risk unauthorized access. Alternatively, use a password storage software solution.
  • Select strong passwords that comply with the university’s Information Technology - Password Policy.
  • Avoid opening attachments and links for content that is not well understood or appears suspicious.
  • Cross-check emails and names of unknown senders to ascertain their legitimacy.
  • Be suspicious of clickbait titles with dramatic or misleading headlines and delete such emails if possible.
  • Be wary of inconsistencies or stylistic red flags such as too many mistakes, capital letters, or excessive exclamation marks.
  • Contact the IT department if there are concerns regarding the safety of email.

Responsibilities

  • Prospects of Disciplinary Action

Disciplinary action could be taken against employees who demonstrate ignorance or outright disregard of this policy. Such action could include termination of the employment contract, depending on severity.

Disciplinary action could be taken against students who demonstrate ignorance or outright disregard of this policy. Such action to be determined in accordance with the Student Code of Community Standards for DeLand based students and the Code of Student Professionalism and Conduct for the College of Law.

Procedures:

To contact the IT department for assistance or to report concerns, send an email to [email protected] or call (386) 822-7217.

Frequency of Review:

The Responsible Office will conduct a review of this policy one year after the original effective date to determine whether changes are needed. Thereafter, a review of this policy will be made not less than once every three years, initiated by the Responsible Office. 

Related Information: