Fill and Sign the Electronic Mail Email Policy Empire State College Form

- 1 - E-MAIL POLICY This policy describes ________________________ guidelines with regard to access to and disclosure of electronic mail messages sent or received by ________________________ employees with use of the ________________________ e-mail system. ________________ respects the individual privacy of its employees. However, employee privacy does not extend to the employee's work-related conduct or to the use of Company-provided equipment or supplies. You should be aware that the following guidelines may affect your privacy in the workplace. Management's Right to Access Information The electronic mail system has been installed by ________________________ to facilitate business communications. Although each employee has an individual password to access this system, it belongs to the Company and the contents of e-mail communications are accessible at all times by ________________________ management for any business purpose. These systems may be subject to periodic unannounced inspections, and should be treated like other shared filing systems. All system passwords and encryption keys must be available to Company management, and you may not use passwords that are unknown to your supervisor or install encryption programs without turning over encryption keys to your supervisor. All e-mail messages are Company records. The contents of e-mail, properly obtained for legitimate business purposes, may be disclosed within the Company without your permission. Therefore, you should not assume that messages are confidential. Back-up copies of e-mail may be maintained and referenced for business and legal reasons. Personal Use of E-Mail Because ________________________ provides the electronic mail system to assist you in the performance of your job, you should use it for official Company business. Incidental and occasional personal use of e-mail is permitted by ________________________, but these messages will be treated the same as other messages. ________________________ reserves the right to access and disclose as necessary all messages sent over its e-mail system, without regard to content. Since your personal messages can be accessed by ________________________ management without prior notice, you should not use e-mail to transmit any messages you would not want read by a third party. For example, you should not use the ________________________ e-mail for gossip, including personal information about yourself or others, for forwarding messages under circumstances likely to embarrass the sender, or for emotional responses to business correspondence or work situations. In any event, you should not use these systems for such purposes as soliciting or proselytizing for commercial ventures, religious or personal causes or outside organizations or other similar, non-job-related solicitations. If ___________________ discovers that you are misusing the e-mail system, you will be subject to disciplinary action up to and including termination. - 2 - Forbidden Content of E-Mail Communications You may not use ________________________'s e-mail system in any way that may be seen as insulting, disruptive, or offensive by other persons, or harmful to morale. Examples of forbidden transmissions include sexually-explicit messages, cartoons, or jokes; unwelcome propositions or love letters; ethnic or racial slurs; or any other message that can be construed to be harassment or disparagement of others based on their sex, race, sexual orientation, age, national origin, or religious or political beliefs. Use of the Company provided e- mail system in violation of this guideline will result in disciplinary action, up to and including termination. Password and Encryption Key Security and Integrity Employees are prohibited from the unauthorized use of the passwords and encryption keys of other employees to gain access to the other employee's e-mail messages.