Email: Appropriate Use

The university's email policy applies to:

• All email services provided by UC San Diego
• All email users
• All university records in the form of email

Cautions:

• Email may be subject to disclosure under the California Public Records Act.
• The university may access or disclose email under specified circumstances described in the policy.
• Email facility staff may inadvertently see the contents of email messages in the course of their duties.
• email facilities may have copies of email 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 email cannot be guaranteed; password protections are not foolproof.
• It is possible for senders of email to mask their identity.
• Recipients are able to forward email 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 email addresses are owned by the Regents of the University of California.
• email sent by the university with the primary purpose of promoting university commercial 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 email.
• Make administrative email available to your supervisor if requested.
• Protect the confidentiality of information you encounter inadvertently in email or other records.
• Follow campus procedures for authorization and notification if you must access another person’s email.
• Respect the privacy of other people’s email and only access or disclose other people’s email 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 email.
• 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 email 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 email for lawful activities, and not for commercial purposes or personal financial gain (except where permitted by academic policy).
• Use email 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 email.
• Never use email in violation of other university policies (such as harassment, copyright violations).
• Never knowingly interfere with other people’s use of email or disrupt university email and other services.
• Never let personal use of email interfere with your employment or other obligations to the university.
• Never increase costs to the university by excessive personal use of email.