930  Electronic Mail Acceptable Use

Approved by President
Effective Date: September 18, 2020
Responsible Division: Information Technology
Responsible Office:  Information Technology
Responsible Officer: 
Vice President for Information Technology

I. Purpose

This policy establishes guidelines and minimum requirements governing the acceptable use of electronic mail (email) services provided by Middle Tennessee State University (MTSU or University). By establishing and maintaining compliance with this policy, risks and costs can be mitigated, while the valuable potential of this communication tool is realized. The objectives of this policy are to assure that:

A.  All email used to conduct University business is transmitted via an approved University email system. An approved email system is a system that has been risk assessed and approved by Information Technology Division (ITD) Information Security Services.

B.  The use of University provided email services is related to, or for the benefit of, MTSU and the State of Tennessee.

C.  Users understand that email messages and documents may be subject to the same laws, regulations, policies, and other requirements as information communicated in other written forms and formats.

D.  Disruptions to University activities from inappropriate use of University provided email services are avoided.

E.  Users are provided information describing their personal responsibilities regarding confidentiality, privacy, and acceptable use of University provided email services as defined by this policy.

II. Scope

This policy applies to all University faculty, staff, students, retirees, and holders of specially-granted accounts (hereinafter referred to as users) whose access to, or use of, email services is funded by the University and the State of Tennessee or is available through equipment or software services owned or leased by the University.

III. Principles of Acceptable Use

As with any state-provided resource, the use of email services should be dedicated to legitimate University activities and is governed by rules of conduct similar to those applicable to the use of other information technology resources. The use of email services is a privilege that imposes certain responsibilities and obligations on State users and is subject to State policies and local, state, and federal laws.

Acceptable use must be legal, ethical, reflect honesty, and show restraint in the consumption of shared resources. It demonstrates respect for intellectual property, ownership of information, system security mechanisms, and the individual's rights to privacy and freedom from intimidation, harassment, and unwarranted annoyance.

All email users should:

A.  comply with state and University policies and procedures;

B.  be courteous and follow accepted standards of etiquette;

C.  protect others' privacy and confidentiality;

D.  be responsible for the use of their email accounts; and

E.  use information technology resources efficiently and productively.

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