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Email Usage Policy


1.       PURPOSE

The Hillsborough Community College (HCC) electronic mail system is available to every HCC faculty and staff member who has a current network account and a valid password. The e-mail system, which is an integral component of the college's technological resources, is owned by the college and managed by the Office of Information Technology staff for the benefit of the HCC community. The acceptable use of the e-mail system is consistent with the mission of the college, and used to promote and support education, research, professional development and public service. The college reserves the right, if circumstances warrant, to access, inspect, and disclose the contents of messages created, sent or received using the e-mail system.

2.       SCOPE

It is the responsibility of all e-mail account holders to manage the use, message content and size of their e-mail account. Reading e-mail daily, removing old messages and deleting messages and attachments of unknown origin are among the most common practices that help ensure an efficient e-mail system. A secure system also requires e-mail account holders to choose and change periodically unique passwords, as well as exiting the e-mail system before leaving - even if briefly - their workstations.

3.       POLICY

3.1.     Email is the official communication method of the College.  Use of the College email system must be in accordance with all applicable policies. Unacceptable use of the e-mail system puts both the offending individual and the college at risk. Unacceptable use of the e-mail system includes, but is not limited to:


·         Unauthorized attempts to access another's e-mail account.

·         Sharing e-mail account passwords.

·         Violating federal, state or local laws or statutes pertaining to electronic communications.

·         Sending harassing, threatening, abusive or obscene messages.

·         Sending messages not previously approved by a member of the Senior Management Team for political, commercial, fundraising or profit making purposes.

·         Broadcasting excessively large amounts of data (chain letters, graphic presentations, etc.) in such a way as to cause network congestion and failure.

·         Penalties for unacceptable use of the college e-mail system may range from temporary/permanent loss of e-mail privileges to expulsion/termination.


In addition to individual e-mail accounts the college's administration from time to time may authorize the creation of special purpose e-mail "lists" to facilitate internal college communications. Such lists are subject to the same usage rules as individual e-mail accounts.

4.       REVISION





Initial policy draft.



Policy designated as official policy

Gorham, Stephen