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Email Policy

Responsible Executive: Vice President for Administration

Responsible Office: Executive Administrative and Advancement Unit

Effective Date:8/10/2020

Last Reviewed: 9/21/2023

Revised:9/21/2023

POLICY STATEMENT

HJ International Graduate School for Peace and Public Leadership’s (“HJI’s” or the “Institution’s”) faculty, staff, and students are accorded various technical and informational resources, including but not limited to, computing devices and software, email accounts, and access to informational systems. These are the property of HJI and not of the individual student, staff, or faculty member.

For purposes of this Policy, “email” is defined to include all HJI-provided electronic services encompassing email, calendaring, contacts, contact management, mailing lists, and list management. All information published within these systems is the property of HJ International Graduate School for Peace and Public Leadership and is not to be used or redistributed for non-HJI purposes. The primary requirement for an HJI email account is a formal relationship to HJI, as defined below. This pertains to all students, staff, and faculty. When students, staff, and faculty are in a joint role or have more than one job position at HJI (such as both student and staff), they will have only one HJI email account.

HJI provides email accounts to faculty, staff, and enrolled students. Usage of the HJI email system indicates that you will abide by this Policy. Once your appointment, job, or studies end, your email and all related services such as mailing lists and remote access will be terminated. Any questions or requests regarding this Policy should be forwarded to the HJI Webmaster at: webmaster@hji.edu.

SCOPE

All HJI faculty, staff, enrolled students, invited users, and approved consultants qualify for an email account and are expected to follow HJI’s email terms of use.

POLICY

  1. Email Account
  1. Departmental Accounts

Specified individuals within each department are authorized to request departmental accounts by submitting a request to the Office of the President. Departmental Accounts will be reviewed on a periodic basis and terminated if they are no longer in use. When a change in personnel results in a new individual becoming responsible for a particular department, all previously existing departmental email accounts will become his/her responsibility.

Departmental email accounts are intended for institutional use only. If it is reported that a supervisor of a departmental email account has used the account for personal purposes, he/she will be required to delete such emails. At the time of the handover of the responsibility for a departmental account due to changes in personnel, if it is determined that justifiable circumstances led to the sending or receiving of emails of a private or personal nature at any time using the departmental account, the outgoing account supervisor will be permitted to forward copies of specific individual email messages to a personal email account.

  1. Change in Eligibility

Should an individual’s circumstances change such that he or she is no longer eligible for a “uts.edu” email account, HJI will terminate the email account.

  1. Separation from HJI and Impact on Email Accounts

There are a variety of ways in which faculty, staff, students, consultants, and invited users separate from HJI.

  1. Termination – Staff, Faculty

Staff and Faculty will immediately lose access to HJI email accounts upon termination or resignation. HJI will automatically deactivate access to the HJI email system and all other HJI services and systems including any further forwarding service.

  1. Graduation from HJI – Staff, Faculty

Students remain eligible to have email accounts until they graduate or cease to be enrolled. Students who graduate from HJI will have their email accounts terminated in the last week of July, regardless of when in the academic year graduation occurs.

HJI graduates may be issued an HJI alumni/alumnae email account after graduation.

  1. Retirement from HJI

Staff and faculty who retire from HJI may be eligible for an HJI email account upon request.

  1. Leaves of Absence

When a student, faculty, or staff member is officially on a leave of absence,the email account will remain active during the approved period of leave.

B. Email Terms of Use

  1. Ownership of Data

All technical, informational, and data resources provided by HJI to students, staff, and faculty, including but not limited to computing devices and software, email accounts, and access to informational systems, are the property of HJI and not of the individual student, staff, or faculty member.

For purposes of this policy, “email” is defined to include all offerings encompassing email, calendaring, contacts and contact management, and mailing lists and list management. All information published on these systems is HJI property and not to be used or redistributed for non-business purposes.

  1. Proper Usage

Email is provided as a professional resource to assist HJI students, faculty, and staff in fulfilling the educational, research, and service goals of HJI. Incidental personal use is permitted as long as it does not:

  • have negative effects on any other email account
  • jeopardize the email system
  • get in the way of fulfilling your job
  • violate the law or any other provision of the HJI Social Media and Technology Use Policy
  • violate any other HJI policy or guideline.

Each user is responsible for using the email system in a professional, ethical, and lawful manner.

Material that is fraudulent, harassing, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate may not be sent by email or other forms of electronic communications. HJI reserves the right to revoke email and related privileges from any individual violating these policies.

  1. Prohibited Practices:
  • Disguising and or Impersonating Email Identities; “Spoofing”

Users should not disguise their identity or username while using the HJI email system or alter the From line or any other indications of origin on emails or postings. Behavior of this type violates the guidelines for student and professional conduct and is equivalent to fabricating identities on any other written document.

  • Chain Email

Users should not initiate or forward chain email. Chain email is a message sent to a number of people asking each recipient to send copies with the same request to a specific number of others.

  • Unsolicited Email

Users should not send unsolicited non-school related email to persons with whom they do not have a prior relationship.

  • Use of Computer Resources

Users should not deliberately perform acts that waste or monopolize computer resources. These acts include but are not limited to non-school related mass mailings, spamming, bulk emails, chain letters, subscribing to excessive listservs and mailing lists, or creating excessive unnecessary traffic on the servers.

  • Abuse

Email and other services are provided as a professional resource to assist our students, faculty, and staff in fulfilling the educational, research and service goals of HJI. Each user is responsible for using the email system in a professional, ethical, and lawful manner. Incidental personal use is permitted as long as it does not have any negative effects on any other email account, jeopardize the email system, interfere with fulfilling your job, or violate the law or any other HJI policy or guideline.

Those found to be abusing their HJI email account are subject to the rules and regulations governing the abuse of any school property or resources. Abuse includes, but is not limited to, the following instances:

  • Intentional and unauthorized access to other people’s email
  • Sending “spam”, chain letters, or any other type of unauthorized widespread distribution of unsolicited mail
  • Use of email for commercial activities or personal gain (except as specifically authorized by HJI policy and in accordance with HJI procedures)
  • Use of email for partisan political or lobbying activities
  • Sending of messages that constitute violations of HJI’s Student Code
  • Creation and use of a false or alias email address in order to impersonate another or send fraudulent communications
  • Use of email to transmit materials in a manner which violates copyright laws

In the event that you wish to report the receipt of abuse email, please forward it to webmaster@hji.edu.

  1. Privacy and Monitoring

The expectation of privacy for members of the HJI Community is not absolute, and the content of HJI email remains the property of the Institution. Any requests to gain access to email information will be directed to the HJI Vice President or the Director of Enrollment Management for approval.

Emails that are deemed fraudulent, harassing, profane, obscene, intimidating, defamatory, or otherwise possibly unlawful or inappropriate will be sent to the designated office for review.

  1. Forwarding

Manual or automated email forwarding is not prohibited. However, all HJI mail must be sent and replied to using a HJI email account.

  1. Software and Mailing List Distribution

Any software or documentation distributed by or downloaded from HJI services or sources is subject to copyright laws and may not be distributed. This includes but is not limited to all email directories, email mailing lists, bulletin boards, and software applications that are obtained from HJI or its computer servers via the web, email,or USB flash drives. Users willfully violating this policy will be reported to the proper organizations for the appropriate disciplinary action.

  1. Viruses

Users should not open attachments or click links in email from senders unknown to the user. In some cases, virus-infected messages may appear to be sent from friends, colleagues, or other legitimate sources. Attachments and links can contain dangerous computer viruses, which are frequently spread via email. Email users are therefore encouraged to exercise caution around suspicious messages to prevent the spread of malware. Anyone suspecting that they have a computer virus should contact IT at it@hji.edu.

  1. Web Access

Access to Electronic Mail through Web client software is subject to the same policies and guidelines as email obtained via a desktop client.

The above content is largely adapted from the established email policies of the Harvard Medical School and Brown University, as well as other U.S. universities.