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Summary: Find out about UCSD's electronic mail policies and learn good e-mail practices. |
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Applicability: The University's e-mail policy applies to:
- All e-mail services provided by UCSD
- All e-mail users
- All University records in the form of e-mail
Cautions:
- E-mail may be subject to disclosure under the California Public Records Act.
- The University may access or disclose e-mail under specified circumstances described in the policy.
- E-mail facility staff may inadvertently see the contents of e-mail messages in the course of their duties.
- E-mail facilities may have copies of e-mail on a backup system even after users have discarded the messages.
- Backup copies may be retained for periods of time and in locations unknown to senders and recipients.
- The security and confidentiality of e-mail cannot be guaranteed; password protections are not foolproof.
- It is possible for senders of e-mail to mask their identity.
- Recipients are able to forward e-mail without the author's 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.
- University e-mail addresses are owned by the Regents of the University of California.
- E-mail sent by the University with the primary purpose of promoting University commerical products or services must comply with the CAN-SPAM act (PDF).
You should:
- Think twice before you click on the "send" button.
- Comply with University policies and state and federal laws that apply to e-mail.
- Make administrative e-mail available to your supervisor if requested.
- Protect the confidentiality of information you encounter inadvertently in e-mail or other records.
- Follow campus procedures for authorization and notification if you must access another person’s e-mail.
- Respect the privacy of other people’s e-mail and only access or disclose other people’s e-mail with prior consent.
- Only seek out, use, or disclose personal or confidential information when you have authorization to do so.
- Use personal and professional courtesy and considerations in e-mail.
- 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 backup practices of the e-mail facilities you use.
- Ask for advice if you are not sure what the policy allows.
- Follow laws and UC policies regarding theft and abuse of facilities and resources.
- Never send or forward "spam" or chain letters.
- Only use e-mail for lawful activities, and not for commercial purposes or personal financial gain (except where permitted by academic policy).
- Use e-mail to give the impression that you represent the University only when you have authorization to do so.
- Rely on other forms of record retention in addition to e-mail.
- Never use e-mail in violation of other University policies (such as harassment, copyright violations).
- Never knowingly interfere with other people’s use of e-mail or disrupt University e-mail and other services.
- Never let personal use of e-mail interfere with your employment or other obligations to the University.
- Never increase costs to the University by excessive personal use of e-mail.
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Notice: This is a summary of campus business services. In case of conflict in interpretation, the actual policies apply. |
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Last reviewed/updated on May 01, 2008 (see more info)
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