Email Policy and Information

A Quick Guide to the Pacific Union College Electronic Mail Policy

This is a summary. Please refer to the full text of the Pacific Union College
Computer-Internet-Network Use Policy for further detail.

Warning
Email may be subject to disclosure under the California Public Records
Act. The College may access or disclose your email under specified
circumstances described in the Computer-Internet-Network Use Policy.

• Information Technology Systems and Services (ITSS) staff may
  inadvertently see the contents of email messages in the course of their duties.
  
• Your email facility may have copies of email on a back-up system even
  after you have discarded the messages
  
• The security and confidentiality of email cannot be guaranteed. Password
  protection is not foolproof.
  
• It is possible for senders of email to mask their identity.
  
• Recipients are able to forward your email without your knowledge or
  consent.
  
• The contents of forwarded messages can be changed from the original.
  
• Policy violations may result in restriction of access to College information
  technology resources and other serious consequences.
  
• Federal and California Penal Codes make certain computer crimes felony
  offenses.
  
• Your College email address is owned by Pacific Union College and is
  permanently assigned for your use.
  

You are encouraged to:

• Think twice before you click the "send" button.
  
• Comply with College policies and state and federal laws that apply to
  email.
  
• Protect the confidentiality of information you encounter inadvertently in
  email or other records.
  
• Follow campus procedures for authorization and notification if you must
  access another person's email.
  
• Respect the privacy of other people's email.
  
• Use personal and professional courtesy and considerations in email.
  
• Employ protection such as passwords to deter potential intruders.
  
• Check with the sender if there is any doubt about the authenticity of a
  message.
  
• Request information on the back-up practices of the email facilities you
  use.
  
• Ask for advice if you are not sure what the Policy allows.

You should not:

• Violate law and PUC policy by theft or abuse of PUC facilities and resources.
• Seek out, use, or disclose personal or confidential information unless
  authorized.
• Access or disclose other people's email without prior consent.
• Knowingly interfere with other people's use of email.
• Send "spam" or chain letters.
• Knowingly disrupt College electronic mail and other services.

In the summer of 2009, PUC’s email service was outsourced to Microsoft’s Office
365 for education no cost solution. Services have been improved and
expanded for all users in this integrated solution, which now includes:

• 50GB for every mailbox
  
• 1TB OneDrive storage with online collaboration tools and Microsoft
  Office web applications.
  
• Webmail that works well in most browsers.
  
• Recovery of deleted messages for up to 14 days and recovery of deleted
  mailboxes for up to 30 days.
  
• Multiple redundancy and backups.
  
• The cost saving advantage of PUC not maintaining the email service and
  servers.
  
• Latest Microsoft Office free for current students and employees.
  
• Sharepoint and Lync services.
  

This is a reminder of some of the trade-offs of the implementation of this free service.

• Office 365 is a developing service. As we get updates to newer versions
  of applications, things may change in the look and usage of the applications.
  We get the newest updates when Microsoft releases them, but cannot “opt out”
  of upgrades which are released.
  
• Because the email is hosted offsite it is not being archived by PUC or
  Microsoft. Archiving is a paid service. Therefore, we advise all PUC email
  users to archive emails manually. If you need assistance, please enter an
  IT request on PUC ITSS Helpdesk
  
• Support can take longer to resolve issues than if services were hosted in
  house.
  

We also suggest the “File or archive your email messages” course from the Microsoft website https://support.office.com/en-in/article/Manage-your-mailbox-IV-Archive-old-messages-b00f7c18-2a0b-41f9-81c7-8bcb7ad78adc

Minor infractions of the policy, when accidental, or unintended, will generally be resolved informally by the Information Technology Systems and Services management. Repeated minor infractions or serious misconduct may result in the loss of system access. Additionally, any misuse may be prosecuted under applicable laws. Users may also be held accountable under applicable College policies. Any offense which violates local, state, or federal laws may result in the immediate loss of college computing resource privileges and will be referred to appropriate College offices or law enforcement authorities.

By my use of any PUC computing facilities, I agree to abide by the stated guidelines and policies.