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A. Purpose of the Policy
There is an expanding reliance on electronic communication among students,
faculty, staff, and administration at Abraham Baldwin Agricultural
College (ABAC). This is motivated by the convenience, speed,
cost-effectiveness, and environmental advantages of using e-mail rather
than printed communication. Because of this increasing reliance and
acceptance of electronic communication, e-mail is considered an official
means for communication within ABAC.
Implementation of this policy ensures that students have access to this
critical form of communication.
B. Scope
This student e-mail policy provides guidelines regarding the following
aspects of e-mail as an official means of communication:
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College use of e-mail;
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Assignment of student e-mail addresses;
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Student use of and responsibilities associated with assigned
e-mail addresses; and
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Expectations of e-mail communication among faculty,
staff, and students.
C. Policy
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College use of student e-mail
E-mail is an official means for communication within ABAC. Therefore,
the College has the right to send communications to students via
e-mail and the right to expect that those communications will be received
and read in a timely fashion.
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Assignment of student e-mail addresses
The Office of
Information Technology and Services (OITS) will assign all students an official
College e-mail address at the time the student is admitted. It is to this official address that the College
will send e-mail communications; this official address will be the
address listed in Banner, the student information system for the
College. All student correspondence to ABAC faculty and staff must
originate from the student's official College e-mail address.
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Expectations regarding student use of e-mail
Students are expected to check their official e-mail address on a frequent
and consistent basis in order to stay current with College communications.
The campus recommends checking e-mail daily, in recognition
that certain communications may be time-critical.
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Educational uses of e-mail
The students' official College e-mail address will serve as the e-mail
account for communications with faculty for both instructional and
advising purposes.
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Appropriate use of student e-mail
In general, e-mail is not appropriate for transmitting sensitive or
confidential information. Social Security Numbers (SSNs), grades,
banking/financial data, or any personal information that could adversely
affect your personal safety should not be transmitted via e-mail. Furthermore,
D. Procedures
The Information Technology Advisory Committee
will review this policy as needed. Changes will be made by
recommendation of the Information Technology Advisory Committee and
approval by the President's Cabinet.
Students with questions or comments about this policy should contact the
Office of Information Technology and Services.
E. Responsible Organization
The Office of Information Technology and Services
will be responsible for updates to this policy. Policy violations will
be addressed by the Office of Student Enrollment Services in accordance
with the Policy
on Student Use of Technology Resources.
F. Guidelines for all students, staff and faculty
When using ABAC’s e-mail, whether through provided
software (e.g., Eudora) and/or hardware (e.g., an ABAC provided
personal computer), individuals must follow certain rules and
guidelines. Employees have the same responsibilities using e-mail as
with using other forms of communication. Employees must obey laws
against fraud, defamation, harassment, and obscenity, solicitation
of illegal acts, and threatening or inciting violence. Be aware that
uninvited amorous or sexual messages are likely to be construed as
harassment. If you are bothered by uninvited email, ask the sender
to stop, and then, if necessary, consult the system administrator at
techsupport@abac.edu.
Rules
for Use of e-mail
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Users shall take
full responsibility for messages that they transmit through the
college's computers and network facilities.
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No one shall use
ABAC's computers to transmit fraudulent, defamatory, harassing,
obscene, or threatening messages, or any communications
prohibited by law.
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Use of ABAC e-mail
to circulate chain letters and pyramid schemes is prohibited.
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Participating in
schemes to deliberately flood a computer with excessive amounts
of email is prohibited.
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The use of ABAC
e-mail to distribute hoaxes, pranks, and con games (which are
common on the Internet) is prohibited.
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Those who set up
and use mailing lists should be careful that individuals' casual
replies to messages are not automatically copied to the entire
list.
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Use caution when
sending out any message that appears to be an official
communication from ABAC. If the header identifies your message
as coming from an administrative office or from the office of
someone other than yourself, recipients will presume that you
are speaking for that office or person.
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Distribution of
personal classified advertisements or solicitations should be
sent to the campus using the ABAC Classifieds at
www.abac.edu/classifieds/sendmailad.cfm.
Employee attendance at e-mail training
sessions offered throughout each term is encouraged.
Adopted: Fall 2006
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