Guidelines on the Use of E-mail

1. E-mail is a corporate asset and is critical to communications in the University. All staff and students of the University are entitled to an e-mail account.
2. It is in the interests of the University that all staff and students use e-mail as their standard mode of written communication. E-mail:
   1. is transported quicker than paper, and is often quicker to write.
   2. can be used to inform large numbers of staff and students quickly about important business or academic activities.
   3. can be accessed remotely.
   4. can be filed and recalled more easily.
   5. is backed up by computer services.
   6. helps BSU to fulfil its environmental policy by reducing use of non-replaceable resources.
3. However, e-mail is not suitable for every communication, particularly where the contents are highly confidential.
4. The ease with which e-mail can be stored and distributed also introduces some new responsibilities. In particular users should:
   1. manage their accounts to ensure that they do not get too full.
   2. not use an attachment when a plain text e-mail message will do.
   3. use the facilities of the website and/or Outlook Public Folders to give access to documents wherever possible, rather than distribute multiple copies.
   4. be careful to prevent the spread of viruses and in particular never open an attachment whose sender is unknown to the recipient.
   5. preserve the same standards of courtesy as for a paper or a face-to-face communication.
5. Users should also use distribution lists with care. In particular users should:
   1. not send messages on non-business matters to large distribution lists (e.g. 'staff') when the contents are of interest only to a few, unless the circumstances are exceptional.
   2. use the most limited distribution list compatible with the purpose (e.g. use "Sion Hill Staff" to send a message about someone's lights left on in the Sion Hill car park, not "staff").
   3. not send attachments to large distribution lists except when unavoidable.
6. Users should also note that the use of email is subject to the requirements of the BSU Regulations for the Use of Computer Facilities and the Data Protection Policy. Staff should also note the storage restrictions described in the Email Management Policy.
7. Should a member of staff become absent for long periods or has left the University, access to their email account or voicemail redirection can only be granted by the Vice-Chancellor or a nominee, ie a Deputy Vice-Chancellor, see: Institutional access to Staff account form