1 Purpose
1.1 The purpose of this policy is to document the acceptable use of the University’s email system and associated resources.
1.2 This policy should be read in conjunction with the University’s IT Conditions of Use Policy, Institutional IT Accounts: Closure of Staff Accounts Policy, Institutional Access to Staff & Student IT Account Policy and the JANET Acceptable Use Policy.
2 Scope
2.1 The policy applies to all SGUL email account holders, students and staff. This includes temporary and contract staff, honorary staff and visiting staff.
2.2 The policy applies to all emails created in the course of carrying out University business, whether for teaching, research or administrative purposes.
3 Responsibilities
3.1 All users of the University’s email system are expected to ensure that their use is appropriate and that they comply with this policy.
3.2 The review and updating of this policy is the responsibility of the Information Governance Steering Group (IGSG), subject to final approval by the Executive Board.
4 General
4.1 All use of the SGUL email system must be in line with the University’s IT Conditions of Use and the JANET Acceptable Use Policy.
4.2 Staff and students should only ever use their SGUL email account when carrying out University business. Personal email accounts may not be used to conduct University business. Note: as the SGUL email account is a secure web-based service (Office 365) then it is accessible whenever a network connection is available, Wi-Fi or mobile, therefore it is not necessary to use personal email accounts.
4.3 Email should not be used for routine storage purposes. Documents, files and other important information should be downloaded to the relevant University system or appropriate network drive.
4.4 Students and staff should not use their SGUL email account for inappropriate activities such as the transmission of spam, the circulation of offensive or defamatory content, the unlawful distribution of copyright materials or other similar activities as described in the IT Conditions of Use and JANET Acceptable Use policies.
4.5 The University urges staff to leave their work at work and to resist responding to emails sent to them outside of their normal working hours. Managers are also encouraged to set a good example by not sending emails outside of their work hours to their staff, wherever possible.
4.5.1 Many staff work flexible hours and therefore emails maybe sent early or late in the day or even at weekends. Those who do should consider making the following statement at the bottom of their email.
“I work flexibly and sometimes send emails early/late in the day or at weekends. I do not expect you to read, respond or action this email outside your own normal working hours.
4.6 Staff who hold professional roles outside of their University role, but the role is within a similar context, and wish to include this within their work email signature block must first seek approval from their line manager before doing so.
4.7 Staff and students are urged to follow the advice provided in the university’s email etiquette guidance which can be found under email guidelines on the portal.
5 Data Protection
5.1 Users should bear in mind that emails where individuals are discussed, or that otherwise contain the personal data of identifiable individuals, may be disclosable under a data protection request.
5.2 Office Message Encryption is available via both SGUL Outlook desktop and OWA (Outlook Web Access) and should be used when sending personal data by email.
5.3 Special category personal data, e.g. information relating to an individual’s physical or mental health, should never be sent using standard unprotected email.
5.4 Users may not routinely forward emails containing SGUL personal data to a personal email account or any other non-SGUL email account that they have access to with the exception of their own @sgul.kingston.ac.uk. account.
6 Formal Procedures
6.1 Communications relating to complaints, disciplinary procedures, conduct and compliance issues and all other formal University processes must be sent from SGUL email addresses only, and not from personal email accounts. The only exception to this is where a student or staff member’s SGUL account has been suspended or their access has been terminated.
6.2 Access to a student or staff member’s email account to investigate allegations of misconduct will only be provided in accordance with the University’s Institutional Access to Staff & Student IT Accounts policy.
7 Business Continuity
7.1 Staff leavers must ensure that all relevant emails are handed over to their replacement or appropriate colleague before leaving the University.
7.2 Access to emails in the accounts of staff on long term leave, e.g. due to sickness, will only be granted in accordance with the University’s Institutional Access to Staff & Student IT Accounts Policy.
8 University Mailing Lists
8.1 The University uses mailing lists to communicate important operational information to its members. Staff and students are expected to ensure that they read and take note of the information in these emails.
8.2 Membership of ‘approved mailing lists such as “all staff’ and ‘all students’ is not optional, and current staff and students cannot request to be unsubscribed from these lists.
9 Personal Use
9.1 ‘Reasonable’ personal use of SGUL email is permitted provided that it does not conflict with, or negatively impact on, the terms of your contract of employment or other obligations you have to SGUL as your employer.
9.2 Personal use of SGUL email must not be contrary to the University’s regulations, policies or procedures relevant to the use of this resource.
9.3 Personal use of SGUL email is a concession that can be withdrawn at any time.
10 Monitoring
10.1 Monitoring of the use of University IT resources, including email, may occur for the purposes of managing security or network performance issues.
10.2 Monitoring may also occur for the purposes of detecting or preventing breaches of SGUL regulations or possible misuse of University facilities.
10.3 Please refer to the University’s IT Conditions of Use policy for more detailed information about monitoring.