Policy and Procedures

E-Mail Guidelines

Lee College encourages appropriate use of E-Mail to enhance productivity through the efficient exchange of information in pursuit of education and research. Use of these resources must be consistent with the mission and goals of the college. As a responsible member of the college community, you are expected to act in accord with the following general guidelines.

Messages sent as electronic mail should meet the same standards for distribution or display as if they were tangible documents or instruments. Identify yourself clearly and accurately in all electronic communications. Alteration of the source of electronic mail, message or posting is unethical and possibly illegal.

Be sensitive to the inherent limitations of shared network resources. No computer security system can absolutely prevent a determined person from accessing stored information that they are not authorized to access.

1. Be considerate. Too much information in one message is a burden on recipients. Screens are harder to read than words on paper.
2. Don't send junk mail. Refrain from using E-Mail for unnecessary broadcasting. For example, chain letters are an inappropriate use of E-Mail and can cause excessive loading of mail facilities.
3. Assume the messages you send and receive are permanent; therefore, don't say anything in E-Mail that you might not want to be made public or forwarded to others.
4. Be aware that E-Mail might not be as private as you may wish because it works through shared technology. If confidentiality and privacy are very important, it may be advisable and more appropriate to use other communication methods.
5. Cite your information clearly and correctly, even if you are paraphrasing. If you are sending information from another source, pay attention to whether the material is copyrighted. Copyright laws apply to E-Mail as well as to printed media.
6. Don't forward confidential mail to others without first obtaining permission.
7. Don't expect instant response to your mail. Not everyone anxiously awaits your message. If you are uncertain of a recipient's E-Mail habits or are not getting any response to your message, a phone call or memo may be quicker and more effective.

Sources:

Abridged from Business Communication Quarterly (September 1995). University of Texas at Austin E-Mail Policy (April, 1994).