E-Mail Policy

Responsible Administrator: CIO (Chief Information Officer)

Responsible Office: Office of Information Communications Technology

Issued Date: Feb 18, 2016

Revision Date:

Authority: Office of the President

 

POLICY STATEMENT

The e-mail system at University of Southern Philippines Foundation is an official means of communication. Emails are routinely sent to the “University of Southern Philippines Foundation Family” and the University of Southern Philippines Foundation University “Student Body” and/or other subgroups of individuals affiliated with the University. It is the policy of University of Southern Philippines Foundation to ensure appropriate, safe, and effective e-mail use.

GENERAL RULE

Emails should be directed to the concerned office.  Please refer to E-mail Use/Etiquette for details.

Ex. Email to inquire regarding foreign students records should be sent to the intlstudsec@uspf.edu.phRegistrar’s Office.

STATEMENT OF PURPOSE

This policy is intended to help the University of Southern Philippines Foundation to provide a convenient means to communicate within and outside of the University and to protect the security of the University’s computer network.

APPLICABILTY

This e-mail policy is applicable to all administrators, faculty, staff, and students

at University of Southern Philippines Foundation University.

 

DEFINITIONS

  1. Auto Responder – A predetermined response to anyone who sends an email to a certain address. Employees who will not have access to email for an extended period of time commonly use auto responder to notify senders of their absence.
  2. “The University of Southern Philippines Foundation Family” – E-mail recipients including University employees and students.
  3. Data Leakage – (also called data loss) refers to data that is pilfered in small amounts or otherwise removed from the network or computer systems.
  1. Leakage is sometimes malicious; other times, used inadvertently by users with good intentions.
  1. Chain E-mail – An e-mail which in the body or the subject requests the recipient(s) to forward the e-mail to multiple persons.
  1. E-mail – (short for electronic mail) refers to electronic communication sent between networked computer users and/or between networked and other users.
  1. Encryption – The process of encoding data with an algorithm so that it is unintelligible and secure.
  2. Spam – Unsolicited bulk e-mail which normally includes advertisements, but which can include malware, links to infected websites, or other malicious or objectionable content.
  3. The “Student Body” – E-mail recipients including all University of Southern Philippines Foundation University students above 13 years old.

 

GUIDELINES

Email users should check their emails everyday. E-mail users at University of Southern Philippines Foundation are strongly encouraged to use personal and professional courtesies and considerations in e-mails. University management has established general guidelines for the use of the e-mail system.

However, because these guidelines do not encompass many possible situations, it is ultimately at the discretion of University management to determine appropriate and inappropriate e-mail usage. The University’s guidelines under respective headings follow.

Appropriate E-mail Usage includes (but is not limited to):

  • Use related to the University’s mission, vision and objectives;
  • Use for the purpose of or in support of educational research; and
  • Use related to the administrative and other support activities of the University.

Inappropriate E-mail Usage includes (but is not limited to): Use, which violates the Law of the Republic of the Philippines, and other laws and/or University policies;

  • Sending or forwarding chain e-mails;
  • Sending or forwarding e-mails which harass or intimidate;
  • Sending or forwarding spam, solicitations, junk mail, threats, or pyramid schemes;
  • Sending or forwarding information of a pornographic, immoral or obscene nature;
  • Sending or forwarding the illegal download of music and/or literary material;
  • Sending or forwarding e-mails which may cause embarrassment, and/or damage to the reputation of an individual or the University.
  • Sending or forwarding e-mails that may cause disruption to the workplace environment or which may create a hostile workplace. (This includes sending emails that are intentionally inflammatory, or that include information not conducive to a professional work environment.)
  • Using the University’s e-mail system for commercial use.

 

Other Relevant E-mail Usage includes (but is not limited to):

  1. Confidential Data – E-mail is an insecure means of communication. The University requires that any e-mail containing confidential information, regardless of whether the recipient is internal or external to the University network, be encrypted. A user should consult personnel in the Office of Information Communication Technology regarding the encryption of confidential data.
  2. Data Leakage – E-mail poses a particular risk to the control of the University’s data. Unauthorized e-mailing of University data, confidential or otherwise, to external e-mail accounts for the purpose of saving this data external to the University’s systems is prohibited. The University has provided the facility to save these emails, including all attachments to the Cloud. If a user needs access to information from external systems (such as from home or while traveling), rather than e-mailing the data to a personal account or otherwise removing it from the University’s systems, the user should use the USPF provided email facility AT ALL TIMES.
  3. E-mail Contents – University e-mail users should not open e-mails that appear suspicious. If a user is particularly concerned about an e-mail, or believes that it contains illegal content, he or she should notify his or her supervisor or the ICT Office at helpdesk@uspf.edu.ph
  4. E-mail Deletion – Though the University’s email box is provided with UNLIMITED storage space per user account, the University management encourages users to periodically delete e-mails, which are no longer needed. However, the University strictly prohibits deleting e-mails in an attempt to hide a violation of a law, a violation of University policy, or which may be relevant to an active investigation or litigation.
  5. E-Mail Subject Line – As a means to ensure good customer service and to ensure that e-mails get appropriate attention, University management require completion of the e-mail subject line to reflect the nature of the e-mail.
  6. Mass E-mails – Only persons authorized by the Office of Information Communications Technology at University of Southern Philippines Foundation can send e-mails to large segments of the University’s population, such as all staff, faculty, or the student body.
  7. Personal E-mail Use – Personal use of the University’s e-mail system is permitted as long as such usage does not negatively impact the University’s computer network and/or the user’s job performance.
  8. E-mails to Multiple Recipients – The clarity of communications is important. Users should use caution in sending e-mail to make sure that all recipients included in an e mail are necessary; for example, some recipients may need to be aware of parts of an e-mail but not the e-mail in its entirety; in such cases, it may be beneficial to verbally communicate with those individuals rather than communicating through e-mail.
  9. Opening E-mail Attachments – Viruses, Trojans, and other malware can easily be delivered as an e-mail attachment. USPF users should be careful when opening attachments that are unexpected and/or from unknown sources.
  10. “Reply All” E-Mail Feature –E-mail users should use the “reply all” email feature sparingly. The feature should not be used if only the original sender(s) or particular (not all) persons need to receive the reply.
  11. Sending E-mails – Careful sending of an e-mail will help the University avoid the unintentional disclosure of sensitive or non-public information. An e-mail must be addressed and sent carefully. Users must take extreme caution when typing in addresses, particularly when email address autocomplete features are enabled.
  12. Sending Large E-mails – E-mail systems are not designed to transfer large files and as such e-mails should not contain attachments of excessive file size. University management recommends that e-mail users limit attachments to 10 megabytes or less.
  13. The Three Email Rule – If you exchange more than three e-mails on a topic, call the recipient; as appropriate, consider visiting the recipient.

 

Management’s Rights and Responsibilities Regarding E-mails

Computer use (including use of the e-mail system) at University of Southern Philippines Foundation is a privilege, not a right. University management has the right to deny computer use to individuals who have not complied with the University’s Generally Acceptable ICT Use Policy. Please visit thewww.uspf.edu.ph website for details.

The University owns and maintains all legal rights to its e-mail system and its computer network. University rights may include but are not limited to transmission and storage of file messages. This may include the interception and review of any e- mails, or other messages sent or received, inspection of data stored on personal file directories, hard disks, and removable media.

When a user leaves the University, or his or her email access is officially terminated for another reason, the University will disable the user’s access to the account by password change, disabling the account, or another method. The University is under no obligation to block the account from receiving e-mail, and may continue to forward inbound email sent to that account to another user, or set up an auto-response to notify the sender that the user is no longer employed by the University. The deactivation the account will be subject to the recommendation of the HRMD and will be executed by the ICT Office.

Any individual found to have violated this policy is subject to disciplinary action, which may include suspension, restriction of access, or more severe penalties up to and including termination of employment. Where illegal activities are suspected, the University may report such activities to the applicable authorities.

If any provision of this policy is found to be unenforceable or voided for any reason, such invalidation will not affect any remaining provisions, which will remain in force. An individual who has questions about this e-mail policy should contact the University’s Office of Information Communications Technology Office (helpdesk@uspf.edu.ph).

E-mail Use/Etiquette

To be a good netizen (network citizen) and to protect yourself and others, follow the USPF guidelines when sending electronic mail.

E-mail has a unique protocol related to specifics such the type of lettering. For example, using all CAPS in an e-mail is perceived as shouting.

What to Do

Write carefully. Once you send an email message, you cannot take it back or make it disappear. The reality is that your messages may be saved for a very long time. They may also be read inadvertently by others, or forwarded to others without your knowledge.

Use upper and lowercase text. Using all uppercase letters means SHOUTING. SEE WHAT I MEAN? Most people finding it annoying and harder to read.

Sign your messages with at least your name. It’s nice to add your email address, too, since some email programs make it difficult to see who the sender of the message was.

Address your messages carefully. Some addresses may belong to a group, even though the address appears to belong to just one person.

Use the To, Cc, and Bcc fields correctly. Here are a couple of simple guidelines:

  • When sending to several people who know each other, it’s okay to put their addresses in the Tofield.
  • When sending to many people who don’t know each other, put their addresses in the Bcc field instead.
    (Why? Addresses in the To field are visible to all recipients. Addresses in the Bcc field are not. Using the Bcc field means you’re protecting the email addresses, not sharing them broadly.)

Indicate humor or jokes with a sideways smiley face. :-)
The basic smiley is a colon, dash, and right parenthesis. There are many variations.
You can also include something like “<grin>” or “<sarcasm on>” to show your state of mind.

Be diplomatic. Criticism is always harsher when written, and email can be easily forwarded.

Be calm. You may have misunderstood what was meant. Don’t reply while you’re still angry (this is called “flaming”).

Be brief. Don’t include background images, pictures, animations, etc. unless they are critical to your message. When replying to a message, you don’t have to include the entire text of the original message. Include just enough to give the context of your response.

Watch out for viruses and other threats in attached files. Attached files are a common way to spread computer viruses. Generally speaking, just receiving an attachment cannot infect your computer. But opening or running an attachment can.

If you don’t know why you got an attachment, contact the sender directly to verify that it is what it appears to be. Some viruses can attach themselves without the sender even knowing it; some can hide where they actually came from. It is also a good idea to scan all attachments with up-to-date antivirus software before opening them.

What Not to Do

Don’t forward chain mail! These messages tell you to send or forward them to several other people. Don’t! Starting or continuing chain mail violates university policy.

Don’t get fooled by Internet hoaxes and computer virus myths. Before you forward a so-called virus alert to everyone you know, email the helpdesk@uspf.edu.ph to find out if it’s for real. It probably isn’t.

Don’t send unwanted email. It can be regarded as harassment, which is governed by university policies and codes. Sending email that someone else perceives as abusive or threatening may constitute criminal harassment.

Don’t send numerous unsolicited messages (“junk mail” or “spam”). Most people hate getting junk mail. It also slows down the networks and is generally a waste of resources.

Don’t forge messages. Altering electronic communications to hide your identity or impersonate another person is considered forgery and violates university policy. Even forgeries intended as pranks or jokes are considered violations.

Don’t forward emails unless you have the permission of the author. What they wrote may not have been intended for wider distribution, so it’s always better to ask.

Avoid large attachment to your emails, as this will cause delay on sending your email. All USPF Accountsare provided with unlimited storage space on your Google Drive. Share your file from your Google Drive instead.