E-mail Policies and Procedures

Purpose:

George Fox University maintains an electronic messaging system to support academic and administrative communications, and to support the social and service needs of our community. As the electronic messaging system has a finite capacity, policies have been adopted to safeguard its continued operation. Additional policies have been adopted to support the code of conduct of the University.

Policies:

Non-mission uses. Messages with the primary purpose of advertising or conducting a business other than the University's are prohibited. Any other use of the electronic messaging system should be cleared with the Network Administrator before being pursued.

Deleted messages (trash) are permanently deleted by an automated process 30 days after you delete your e-mail.  You have the option of permanently deleting your trash manually.  After the deletion process there is no way to recover a message.

Attachments to e-mail messages should be kept under 25 MB in size; however, other non-GFU e-mail systems may set attachment limits much lower, resulting in delivery failure. Users sending or receiving larger attachments are encouraged to upload items to your Foxfiles account for sharing these items.

Sending unsolicited e-mail especially to multiple users and/or conferences (sometimes called "spam" or "junk mail") is prohibited.

Sending chain letters is prohibited. A chain letter is defined as any letter, for any purpose, that urges the receiver to forward the letter on to additional addresses. Chain letters grow exponentially and may be classified as spam by our e-mail provider, resulting in your account being locked.

Sending "broadcast" messages is prohibited except by those individuals who have been authorized to do so. A broadcast message is defined as a message sent directly to a large audience and is usually but not always unsolicited.

Valid return addresses are required on all messages sent by George Fox users. Failure to include a return address constitutes an anonymous message, which is prohibited. Intentionally providing a false or misleading return address is also prohibited. Providing another user's return address constitutes forgery.

E-mail "aliases" (alternative user names and/or addresses) are not provided by the system, except for legitimate University business. Directors or supervisors of departments and programs may request e-mail aliases that describe the general purpose or function of the department or program. All such requests must be made to the Service Desk and must be approved by the Director of Administrative Computing. Whenever possible, e-mail aliases and web aliases should be equivalent.

User names (and hence e-mail addresses) are created automatically when your GFU account is created in our University computer system. Requests to change user name will be processed following verification of a user's legal name change.  User name change requests verification is initiated in the following offices:  Applicants contact Admissions, Students contact the Registrar, Employees contact Human Resources, and Alumni contact Alumni Services.

All network servers, equipment, and software are University managed.  The University reserves the right to access and monitor data contained in or passing through University-owned equipment and software, including but not limited to personal, conference and business related e-mail. Standard examples of such access include:

  • At user request.
  • At Director or higher level supervisor's request to pull University-related messages from an employee's e-mail account when the employee is unavailable.
  • As needed by Network Services to maintain efficient network, server and workstation operations.
  • As needed to comply with University policy.
  • At the request of a University authorized official.
  • As required to comply with local, state, and federal authorities.

Policy violations. If violations of University policies and/or community standards are suspected, the University reserves the right to take action. Actions may include, but are not limited to, further investigation of suspected violations, access to e-mail and network traffic (i.e. network "sniffers"), and possible disciplinary action. If violations of policies are confirmed, disciplinary actions may include suspension of e-mail privileges, referral to the appropriate University authorized officials and other actions as deemed necessary.

Procedures

Account Setup
  • The IT department automatically processes new or changes to existing accounts based on data triggers in the University computer system initiated by the Admissions, Registrar’s, Human Resources or Alumni offices that a person has joined or changed affiliations with the George Fox community.
  • Appropriate access service and level is assigned based on account affiliation.
Account Deletion
  • If a student leaves the University (based on data in the Registrar’s system), he or she will receive notices that his or her e-mail account will expire in 15-30 days.  Instructions will be provided in the e-mail regarding necessary actions on your part. The University reserves the right to alter the expiration timeline.
  • If an employee leaves the University, the University reserves the right to determine the expiration timeline according to Human Resources procedures.
Alias Requests
  • E-mail ‘display name’ changes can be requested through the IT Service Desk. (This will not alter your e-mail address, only change the display name in the searching the global address book.)
  • Special aliases can be created for University-related departments. Such aliases must be requested by a supervisor and require the approval of Director of Administrative Computing.
  • It is the responsibility of the department to inform the Service Desk if any changes or deletions need to be made to an alias.

Download E-mail Policies and Procedures.  Revised 08/16/2010.

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