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Guidelines on Email Use

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    1  Overview

    Email use is intended to support University business and help the University fulfill its mission to create, communicate and conserve knowledge. The use of University email is a privilege granted to students, faculty, staff and affiliates of the University. The University reserves the right to withdraw this privilege if it is abused.This document spells out specific rules on the use of Tulane University's Email services. These specific rules are defined by the Information Security Office to serve as an implementation guide to the electronic communications requirements of the Acceptable Use Policy (AUP). This list of rules are not exhaustive and the AUP remains the primary document for acceptable use of Tulane University network and computing resources including email. Please contact the Information Security Officer (security@tulane.edu) if you require more information.

    2  Specific Rules

    The following rules apply when using Tulane University email:

    • All emails are required to comply with federal, state and local law, University policies and standards of professional and ethical behavior.
    • All communications sent using the University's email services must clearly identify the sender unless the receipient has explicitly requested anonymous comments.
    • Email users must exercise caution when forwarding messages. University sensitive information must not be forwarded to any party outside the University without proper authorisation.
    • Protected information such as personally identifiable information, protected health information, social secuirty numbers and credit card information should not be sent by email unless the email transmission or content is secured and encrypted in accordance with relevant laws and regulations and conforms to relevant University policies. 
    • Regardless of the circumstances, individual passwords must never be shared or revealed to anyone else besides the authorized user. Technology Services will NEVER request your password via email.

    The use of University email for following is prohibited:

    • Creating or disseminating inappropriate or offensive messages, including racial or sexist slurs, pornography, harassing communication and threats of violence.
    • Implying or stating in an e-mail that you represent or speak on behalf of the University, or any organizational part of the University, unless authorized to do so.
    • Creating or facilitating misleading or forged commnunications.
    • Developing or using unapproved list-serves. Technology Services and the various School IT Services (if applicable) develop the official University list-serves.

    3  Waiver

    • Tulane cannot guarantee that electronic communications will be private.
    • While as a general rule Technology Services will not read emails, the University reserves the right (as permitted by federal and state law) to log and examine any and all email traffic on University provided systems and to retrieve and examine any emails and files when necessary, particularly but not limited to the following situations:
      • information is required in a court proceeding
      • an individual is suspected of an infraction of University policies and regulations, or federal, state or local law
      • if a state or federal agency requests the data as part of an authorized investigation
      • during the course of problem resolution

            Advance approval by theInformation Security Office, or University Counsel is required for all such monitoring.

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