E-Mail Policy
This policy is in support of the Acceptable Use Policy. All Users must adhere to the following guidelines when accessing and using the College's electronic mail systems:
- Users who access and use Keuka College's electronic mail systems must comply with all policies, standards, contracts and licenses of the College, as well as all applicable laws.
- Use of the College's electronic mail systems must be consistent with the Acceptable Use Policy and not interfere with the College's mission.
- Keuka College expects that users will use the electronic mail system for purposes related to their studies, teaching, research and service responsibilities; their discharge of duties as employees; and their official business with Keuka College. The primary use of the College's electronic mail systems must be related to the educational and business needs of the College. All electronic mail messages transmitted via the College's electronic mail systems are subject to Keuka College policies and applicable laws, whether or not the content of the mail is personal.
- While Keuka College respects the privacy of users and does not routinely monitor or regulate the content of electronic mail, Keuka College does not guarantee the privacy and confidentiality of electronic mail messages.
- All electronic mail systems and services, including but not limited to individual user electronic mail addresses and electronic mail files which are transmitted, received, or stored using the College's networks, servers, or systems are considered Keuka College records. Keuka College may find it necessary to access and disclose electronic mail messages to the extent required by law, to uphold contractual obligations or applicable College's policies and/or practices, or to diagnose and correct technical problems.
- Recipients may be required by law to disclose the contents of an e-mail. For instance, electronic mail sent to recipients at public educational institutions and public agencies may be subject to disclosure under governmental open record laws.
- Users should not assume that electronic mail systems are secure. Users who handle restricted, sensitive, or confidential institutional data should take extra care if using electronic mail to distribute this information. Users should use reasonable precautions to provide for the security of their electronic mail.
- Users are not allowed to alter the source of electronic mail, messages, or postings. Such alteration is against Keuka College policy and may be illegal.
- Users are only allowed to access their own electronic mail files and accounts, and are prohibited from accessing the electronic e-mail accounts of others unless they have received express authorization or proxy access rights.
- Users must not send electronic mail, messages, postings or materials which are harassing or motivated by bias on the grounds of, including but not limited to, race, color, sex, age, disability, veteran status, religion, national origin, sexual orientation, domestic violence victim status, genetic information or any other status protected under the law; which interfere unreasonably with a person's work or educational performance; or which create an intimidating, hostile or offensive learning/working environment.
- Users must use electronic mail systems in a manner consistent with Keuka College's shared values and all Keuka College policies.
- Keuka College's electronic mail systems may not be used for sending chain letters, spamming, or distributing files in violation of copyright laws.
- Keuka College is not responsible or liable for the content of materials sent or received by users via the College's electronic mail system.
- Access to the College's electronic mail system ends when users cease their relationship with the College. Graduating student users will have access to the College's electronic mail system until 6 months after their conferral date. Access to the College's electronic mail system for all other users will terminate on the user's date of separation from the College, unless otherwise directed by Human Resources.
- Keuka College is not responsible for personal information that may be lost or no longer accessible when a user's access to the College's electronic mail system has ended. User requests to regain access to a deactivated account may be denied.
This Supporting Policy applies to:
- all electronic mail systems operated by Keuka College or a third party on behalf of the College;
- all electronic mail systems connected to the Keuka College network;
- the transmission and receipt of data including electronic mail headers, summaries, and addresses associated with e-mail records and attached files or text;
- any transmission identified with an internet domain name assigned to the College (i.e., keuka.edu).