Key Points on Use of E-mail at UCOP

Governing Policies
The University of California Electronic Communications Policy (ECP) governs the use of UCOP e-mail services. At UCOP, Acceptable Use of UCOP Electronic Information Resources identifies the allowable uses and allowable users of UCOP electronic information resources. Key points of these two policies are summarized below to guide use by the UCOP community of UCOP e-mail services.

Access to E-mail Services

  • Eligibility to access or to use UCOP e-mail services is a privilege granted at the discretion of UCOP. This privilege is subject to the normal conditions of use identified in Acceptable Use of UCOP Electronic Information Resources.
  • See UCOP IT Services to establish an employee's access to e-mail services, or to alter or cancel an employee's access to e-mail services.
  • All UCOP employees must accept the UCOP User Agreement for University of California Electronic Information Resources in order to receive access to UCOP IT Accounts.

Termination of UCOP E-mail Accounts
Effective October 15, 2009, all UCOP issued e-mail accounts are terminated once the user's relationship with the Office of the President has ended, whether due to retirement, separation, contract termination, or some other reason. UCOP does not provide e-mail accounts for emeritus faculty, executives, or other staff. No policy exceptions are allowed, regardless of the individual's appointment. See "Acceptable Use of UCOP Electronic Information Resources:"

  • Date of Account Termination
    Employee access to the e-mail account is terminated no later than the first day of separation. However, it may be terminated prior to separation to accommodate those cases, such as layoff or misconduct, in which employees may be informed to stop reporting to work and accessing e-mail before their date of separation.
  • Business Contact Information
    Managers may request that employees put an e-mail out-of-office message in place on or before their last day of work to provide business continuity information and, if the employees wish, personal contact information. The out-of-office message will remain active for 45 days after the account has been canceled; the employee will not have access to the account during this time.
  • Disposal of E-mail Files
    All e-mail files are deleted upon account deactivation.
  • Departmental Responsibilities
    Departments are responsible for
    • canceling the e-mail account,
    • informing the employee of the date the e-mail account will be terminated and therefore no longer accessible to that individual,
    • instructing the employee whether to install an out-of-office message to provide business or personal contact information,
    • instructing the employee to properly relocate or dispose of business and personal files, and
    • informing the employee that electronic communications records may be accessed after separation for business purposes and that the employee's electronic files, including e-mail, eventually will be destroyed. (See the UCOP guidelines on accessing employee e-mail and files for policy guidance.)

Restrictions

  • Use of University e-mail services may be restricted or rescinded by UCOP at its discretion when required by and consistent with law; when there is substantiated reason to believe that violations of law or University policies have taken place; when there are compelling circumstances; or under time-dependent, critical operational circumstances. See the UC Electronic Communications Policy for more details.
  • ITS at UCOP reserves the right to deny access to UCOP e-mail services when any use violates University policy, including any activity that directly or indirectly interferes with the operation of UCOP electronic communication resources.

Representation

  • UCOP e-mail services may not be used to give the impression that the user represents, gives opinions, or otherwise makes statements on behalf of the University or any unit of the University, unless appropriately authorized to do so.

Endorsements

  • UCOP e-mail users must abide by University and campus policies regarding endorsements.

False Identity and Anonymity

  • UCOP e-mail users shall not, either directly or by implication, employ a false identity (the name or electronic identification of another).
  • When not prohibited by law or other University policy, a supervisor may direct an employee to use the supervisor's identity to transact University business for which the supervisor is responsible. In such cases, an employee's use of the supervisor's electronic identity does not constitute a false identity

Interference

  • E-mail services shall not be used for purposes that could reasonably be expected to cause excessive strain on any electronic communications resources, or to cause interference with others' use of electronic communications resources.
  • UCOP e-mail users shall not
  1. send or forward chain letters or their equivalents in other services;
  2. "spam," that is, exploit electronic communications systems for purposes beyond their intended scope to amplify the widespread distribution of unsolicited electronic messages;
  3. "letter-bomb," that is, send an extremely large message or send multiple electronic messages to one or more recipients and so interfere with the recipients' use of electronic communications systems and services;
  4. intentionally engage in other practices such as "denial of service attacks" that impede the availability of electronic communications services.

Incidental Personal Use

  • As described in the Electronic Communications Policy, Section III.D.8, incidental personal use is allowed as long as such use does not
  1. interfere with the University's operation of electronic communications resources;
  2.  interfere with the user's employment or other obligations to the University, or
  3.  burden the University with noticeable incremental costs. When noticeable incremental costs for personal use are incurred, users shall follow campus guidelines and procedures for reimbursement to the University.

Requests to Examine E-mail without the User's Consent

  • The e-mail holder's consent is required for a department or other individual to examine the contents of the holder's e-mail, as stipulated in the ECP, Section IV.B, Access without Consent.