(1) For the purpose of this policy:
(2) The University encourages the use of electronic mail (e-mail) to enhance communications and the sharing of knowledge and ideas. University e-mail services are intended to allow greater efficiency and support to teaching, learning, research and administration activities.
(3) This Policy is supported by the Computing Conditions of Use Policy.
(4) The purpose of this policy is to set out guidelines for the use of electronic mail (e-mail) as a mechanism for general communications within the University. It seeks to define the governance, code of practice and acceptable use of e-mail services within Southern Cross University.
(5) The Policy has been formulated to;
(6) This Policy applies to:
(7) This policy applies only to electronic mail in its electronic form. E-mail in any other form, such as a printed copy, is subject to other University policies, including provisions related to secure handling and disclosure.
(8) This Policy addresses detail necessary for the overall E-mail Policy to operate effectively throughout the University. It covers the areas of:
(9) Accounts for e-mail services are issued to students for as long as they are considered students of the University. The creation of e-mail accounts is an automated process once students are admitted to the University and entered into the Student Administration System. By using the account the student agrees to be bound by this policy and the Computing Conditions of Use Policy.
(10) The SCU student e-mail address is viewed and used as the University's primary form of written communication with students.
(11) As a condition of enrolment, students are responsible for and obliged to have Internet access and regularly access SCU e-mail (by SCU webmail or forwarding the SCU e-mail to their preferred e-mail address).
(12) Forwarding of student e-mail to a private e-mail address is permitted under the following conditions.
(13) The use of a student's SCU e-mail address will prevent duplication of administration in maintaining personal e-mail addresses across multiple systems, maintain integrity of the University's central e-mail system and ensure e-mail correspondence from within the University to the student is sent to a consistent address.
(14) E-mail accounts are issued to staff for the period they are a staff member of the University. The creation of e-mail accounts is an automated process once the staff member has accepted employment and their details have been entered into the Human Resource System. By using the account the staff member agrees to be bound by this policy and the Computing Conditions of Use Policy.
(15) The University may provide access to an e-mail account for members of SCU's governing bodies, trainee staff, private contractors, bona-fide visitors and industry partners. Access to the University's bulk all-staff e-mails will only be provided in situations where it is deemed necessary for safety and security and the day-to-day performance of their role. Applications for an e-mail account on this basis are to be made through Technology Services via a Non-Standard Account form and must be authorised by a University Executive Dean, Head of School /Head, Department /Head, Centre or Head, Directorate. By using the account the individual agrees to be bound by this policy and the Computing Conditions of Use Policy.
(16) The creation of a generic account or alias e-mail address will be restricted to and only created where absolutely necessary, for which the use should specifically aid in process and workflow. To ensure consistency in the University's e-mail naming convention and identify responsibility for the use and e-mail address, applications for a generic account or alias e-mail are to be made through Technology Services via a Non-Standard Account form and must be authorised by a University Executive Dean, Head of School /Head, Department /Head, Centre or Head, Directorate.
(17) Before a generic e-mail address is created a Non-Standard Account form must be completed with the necessary signatures and acceptance of responsibility for the e-mail address.
(18) The University provides an on-line directory service of all e-mail addresses. There is unrestricted access to staff e-mail addresses from the corporate website to assist the public in contacting staff. The directory contains a clear statement on the appropriate use of this directory.
(19) In order to uphold National Privacy principles access to student e-mail addresses is restricted and only available to University staff members.
(20) University staff and students have the right to request their e-mail addresses be withdrawn from the corporate directory and or website by contacting the relevant IT Service Desk.
(21) To ensure the effectiveness and appropriateness of e-mail communication, the University utilises a number of bulk e-mail addresses for the broadcast and dissemination of information to staff and students.
(22) All staff and student accounts are subscribed to this service. Postings made to these e-mail addresses must directly relate to the business of the University as outlined in the guidelines, Section 6, Part E of this Policy.
(23) The University maintains a list of approved senders. To reduce the amount of unwanted and unsolicited email received by staff and students, only messages from approved senders will be forwarded automatically to the bulk email addresses. All other postings made to bulk email address will be vetted for appropriateness. If considered not appropriate the sender will be notified and post may be recommended for inclusion in SCU News.
(24) Postings to the Bulk staff emails will be vetted by the Director, Technology Services or their nominee.
(25) Postings to the Bulk student addresses will be vetted by the Director, Student Services or their nominee.
(26) Postings to the Bulk email addresses from students in relation to their studies must be approved by their relevant Head of School.
(27) E-mail Broadcast Message attachments
(28) The use of attachments to the staff and student bulk e-mail addresses is restricted to minimise the risk of virus propagation and ensure the e-mail system is not adversely affected by the distribution of large attachments. Postings that contain attachments will be diverted to Technology Services where they are forwarded on or a solution negotiated.
(29) Users of discussion forums must be current staff or students of SCU.
(30) Staff and student e-mail discussion and debate that falls outside of the appropriate use of the staff and student e-mail aliases may take place via E-mail Lists such as forum-l. The use of e-mail lists provides staff and students the ability to subscribe or unsubscribe at any point in time providing staff and students with the option or choice to enter into discussion and debate while keeping staff and student bulk e-mail addresses free for formal communication.
(31) The use of SCU discussion forums is to be in accordance with all laws and acts of Australia, and relevant Southern Cross University statutes, rules and policies including, but not limited to:
(32) Discussion forums are made available for the use of all Southern Cross University staff and students regardless of their gender, race or ethnicity, disability or impairment, socioeconomic status, religious or political convictions, age, or sexual orientation. SCU recognises, supports, and celebrates the cultural diversity of our community. Language or content that is considered by a reasonable person to be threatening, defamatory, abusive or discriminatory is in breach of the University's Code of Conduct, relevant policies and statutes, and is not permitted on SCU discussion forums. Harassment and bullying are not tolerated.
(33) The law of defamation is complex, and seeks to balance free speech with the right of an individual or organisation to protect their reputation. Users are advised to research the issue of defamation and to ensure that they do not unintentionally post defamatory content on the discussion forums.
(34) Ongoing discussion of or requests for advice regarding personal issues (including financial, legal, relationship or medical matters) are not permitted on the discussion forums. Staff may access assistance with personal matters via the Employee Assistance Program. Assistance for students is available via Student Services.
(35) The use of SCU discussion forums must be in accordance with Australian copyright legislation. Users of discussion forums are advised to familiarise themselves with copyright legislation and to ensure that they do not infringe copyright legislation. It is not permissible to copy and paste large amounts of information from websites, news articles or other public documents without written permission of the copyright owner. Where permission has been granted, it should be noted at the end of the post, "Posted with written permission of (name of copyright owner)".
(36) Posts on the 'Classifieds' forums pertaining to the exchange of copyrighted material (including software, video games, CDs and DVDs) must clearly specify that the item is original, not an unauthorised or evaluation copy. Posts pertaining to the exchange of copyrighted software preloaded on a computer must clearly specify that the original media (disks, manuals, etc.) are included.
(37) Commercial advertising is not permitted on any SCU discussion forum. Commercial advertising includes, but is not limited to:
(38) Whilst every effort is made to maintain a positive online environment, it is possible that something that is offensive in a specific context or in respect to a particular culture may be published on the forums in error. If a user finds any content on the forums to be offensive, they should report the matter. Please refer to the University Complaints Management Framework.
(39) The University recognises that privacy and freedom of speech principles hold important implications for the use of e-mail. The University reflects these principles within the context of the University's legal and other obligations. Subject to this part, the University will not inspect or disclose without the recipient's or sender's consent.
(40) No access to a University e-mail may be given to any person if the e-mail has not been addressed or sent by them otherwise than:
(41) The Director, Technology Services may provide a staff member with a copy of a University e-mail which has not been sent by or addressed to them if the request correctly demonstrates:
(42) The Director, Technology Services shall:
(43) In order to provide a copy of an e-mail, the Director, Technology Services, or appointed staff by Director, Technology Services, may examine the e-mails of the e-mail user in order to determine which is the correct e-mail and whether the information contained in the application relating to the e-mail is accurate.
(44) Any person who receives a copy of the e-mail pursuant to this part shall not provide or show the e-mail or its contents to any person who is not authorised by law to view it as part of their duties as a University staff member.
(45) The Director, Technology Services shall provide the University Lawyer with details of any access to an e-mail provided in accordance with this part. Where the Director, Technology Services is prohibited from disclosing such information by virtue of the Protected Disclosures Act 1994 or any other law, they shall provide de-identified information as is permitted by law.
(46) A person who is dissatisfied with any decision of the Director, Technology Services may appeal through the University Complaints Framework. The Director, Technology Services shall take no further action in relation to an application after receiving notice of such an appeal.
(47) The provisions of the part do not apply to e-mail addressed to a group or business area (e.g. firstname.lastname@example.org ). These e-mails may be accessed by anyone who has been authorised to do so by the Cost Centre Head or a Supervisor.
(48) The University reserves the right to instigate measures to reduce the prevalence of unwanted or unsolicited e-mail (Spam).
(49) In accordance with the Workplace Surveillance Act 2005, the University will not prevent or cause to be prevented, delivery of an e-mail sent to or by a user unless
(50) The University will not prevent delivery of an e-mail if:
(51) From time to time, the University may investigate alleged breaches of the law or University policies by staff using its IT systems and facilities and this can involve accessing the staff member's computer and electronic records.
(52) E-mail of staff members and students are not routinely read or monitored. However e-mails are records of the University and should be managed accordingly and will be accessible in that context. An e-mail may also be subject of an application under Freedom of Information or privacy legislation.
(53) The University has the responsibility to ensure the service it provides is used appropriately, and in order to do so may exercise its legal right to read any e-mail via its systems.
(54) University system administrators as part of their role have full access to the e-mail system and during the course of their work may be required to access personal mailboxes to correct system errors or investigate allegations of misuse. Systems administrators like all employees are bound by the University's Code of Conduct and work in accordance with the Data Protection Principles of the NSW Privacy Committee.
(55) The University may access and monitor staff and student use of the University e-mail system in the following ways:
(56) The naming convention must remain consistent in order for System Administrators to be able to perform their jobs efficiently and also to reduce confusion amongst employees, students and the public.
(57) Your e-mail address is in the form email@example.com as issued by Technology Services. Any other form of address will not be supported. If there are staff members with same first and last names, middle initials will be used in the address firstname.lastname@example.org.
(58) Your e-mail address is in the form email@example.com as issued by Technology Services. (e.g. firstname.lastname@example.org. When there are students with the same name, different numbers will be used in the address (e.g. email@example.com.) Any other form of address will not be supported.
(59) University staff must be aware that the correspondence and discussion into which they enter when using a University e-mail account may be construed to be representative of the University's position. Where the staff member does not have the authority or is not aware of the University's position or where their personal views may vary from that of the University, such correspondence must clearly state that the opinion expressed is that of the writer, and not necessarily that of the University, or words to that effect.
(60) Where a staff member is representing the views of the University, then a notation must be included in the e-mail identifying the individual and the position held within the University.
(61) To ensure efficient operation of the e-mail system the System Administrator will automatically delete Student e-mail older than 90 days which is left on or uncollected from the e-mail server.
(62) All significant electronic mail communications must be dealt with and archived in accordance with the University's policy and procedures pertaining to corporate records management.
(63) The university will not maintain an e-mail account for an individual who is no longer affiliated with the University; therefore the University will terminate the person's e-mail account in accordance with the relevant staff or student access matrix.
(64) It is the responsibility of students and staff to maintain currency of private e-mail addresses.
(65) E-mail support is made available to staff and students through the relevant IT Service Desk for each campus unless a Service Level Agreement has been negotiated.
(66) It is the user's responsibility to backup their e-mail data. Administrators of University e-mail services are not obliged to retrieve e-mail from backup facilities upon the user's request.
(67) As a first point of resolution to e-mail application problems, staff and students have available to them FAQs (frequently asked questions) on the Technology Services website which will provide answers to the most common questions. Additionally, staff and students can discuss any matter relating to SCU e-mail applications by contacting the relevant IT Service Desk. For quick reference the 'help' functions of the e-mail applications are also available.
(68) Training will be made available for staff and students on the basic introduction to e-mail applications listed as part of the University's Standard Operating Environment (SOE), this will ensure staff and students are familiar with the University's e-mail system. Technology Services will determine training session times and availability.
(69) The University does not operate a secure encrypted e-mail system and cannot guarantee the confidentiality of any information stored on any University computer or transmitted through its network. This should be taken into account when dealing with correspondence of a confidential or sensitive nature. Measures are taken for security of University e-mail. However, due to the increased occurrence and sophistication of viruses and hackers, there are many unknown risks that cannot be guarded against.
(70) Users of e-mail must be aware that it is subject to the full range of laws applying to other communications, including copyright, breach of confidence, defamation, privacy, contempt of court, harassment, vilification, and anti-discrimination legislation, the creation of contractual obligation, record keeping and criminal laws. E-mail can be the subject of a subpoena or legal discovery order
(71) The use of e-mail may be subject to the NSW and Commonwealth Privacy Acts and the University Privacy Management Plan.
(72) E-mail messages sent and received through the e-mail services provided by the University are records of University activities. E-mail messages have the same status as other written communications or records, and are to be treated accordingly. E-mail messages may constitute State Records under the State Records Act 1998, and users of e-mail must be aware of the disposal and retention requirements imposed under the Act.
(73) Some laws and agreements require the University to give access to e-mail and information about e-mail to external parties outside the University. These include but are not limited to telecommunications legislation, freedom of information, court orders, subpoenas and agreements.
(74) E-mail should not be sent in such a way as to harass users. E-mail communications will be expressed professionally and courteously, in a manner which is not likely to cause unnecessary offence.
(75) It is the responsibility of the senders, recipients and managers of e-mail systems to exercise due diligence to ensure the protection of privacy and confidential communications. If the e-mail is of a private or confidential nature, staff are advised to state this in the body of the message.
(76) E-mail communication sent by University staff can include a disclaimer. It is not required, but if the use of a disclaimer is preferred (especially if messages are filtered) an example has been provided.
This e-mail is sent by Southern Cross University (ABN 41 995 651 524). This e-mail and any attachments are confidential and may include copyright material. Any unauthorised use of the e-mail is strictly prohibited. If you have received this e-mail in error, please contact the sender and then delete the e-mail immediately. SCU does not accept liability for any corruption, interception, tampering or viruses or any consequence thereof which may arise as a result of this e-mail.
E-mail communications with SCU may be subject to automated filtering, which could result in the delay or deletion of a legitimate e-mail before it is read by its intended recipient at SCU. Please tell us if you have concerns about this automatic filtering.
(77) Faculties, Schools, Departments, Centres and Directorates within the University may need to supplement the general policy to include such matters as the use of e-mail for submission of student assignments and other specific uses.
(78) The Custodian will recommend to the University Executive appropriate policy to meet the legislative and operational needs of the University.
(79) The policy will be reviewed periodically to ensure they remain valid and consistent.
(80) The Director, Technology Services is responsible for ensuring that the e-mail policy is observed with regard to the corporate e-mail services under the control and management of Technology Services.
(81) The Director, Technology Services will be responsible for establishing standards for E-mail and the equipment and protocols for which these systems operate.
(82) Each Head, Faculty /Head of School /Head, Department /Head, Centre /Cost Centre is responsible for providing education and awareness to ensure that all staff and students associated with their area comply with the e-mail policy and associated procedures.
(83) Staff and student e-mail accounts are automatically created
(84) Student e-mail accounts are created with the letter of offer. Staff e-mail accounts are created once details have been entered into the University's HRIS (Human Resources Information System).
(85) It is the responsibility of the staff member to follow-up on the details of their new e-mail account.
(86) The Non-Standard Account Request Form is available:
(87) Fill out the form and have it authorised by a University Executive Dean, Head of School /Head, Department /Head, Centre /Head, Directorate (relevant to the work area).
(88) Return the Non Standard Account form to Technology Services:
(89) Once the form has been signed, the account will be created by the Systems Administrators. If a contact name and/or number has been provided, the System Administrators will notify when the account is created.
(90) University staff and students can request their e-mail addresses to be removed from the corporate directories and/or website by:
(91) To post a message to a bulk e-mail address use one of the following SCU alias e-mails:
(92) Open a new e-mail message and type the above e-mail address in the 'To' field.
(93) Write your subject heading and message.
(94) Send message.
(95) A list of approved senders to the bulk e-mail addresses is maintained by Technology Services. All other e-mails sent will be subject to an approval process.
(96) If the message has an attachment it will be sent to Technology Services for approval.
(97) To retrieve a current list of all mailing lists:
(98) To subscribe to a Mailman list:
(99) Access your SCU e-mail online via MySCU's Webmail using any web browser and Internet connection. Whether you login to your e-mail on campus or at home, you will always be able to access all of your messages quickly and easily.
(100) You will need to enter your MySCU username and MySCU password at the login screen.
(101) Webmail allows you to read and send messages, sort and store your e-mail into folders and use the address book to organise your contacts just like a normal e-mail client. You have 25GB of e-mail quota - remember to delete e-mail that you no longer need.
(102) You can forward your SCU e-mail to a private e-mail address:
(103) As per the policy, an applicant will forward an application to the Director, Technology Services. The Director, Technology Services shall consider the options.
(104) If the applicant is not satisfied with the decision, the applicant can appeal through the University Complaints Management Framework.
(105) To add an e-mail privacy statement onto an e-mail. You will need to insert/type the privacy statement in the signature.
(106) For training session dates and times, information is available Technology Services website under Training and Support or by e-mailing firstname.lastname@example.org.
(107) The following are approved postings to the Staff and Student Bulk Email Addresses:
(108) If further clarification is required advice can be sought from the IT Service Desk.