Computer Use Policy - DWU Intranet - Divine Word University

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approval. Because the ICT Manager is responsible for the upkeep of the machinesand the Internet itself, all funds from the use of ICT resources will be directed to theICT account for the purposes of transparency and accountability.5.0 INTERNET, EMAIL AND INTRANET POLICYInternet and email polices will be described in separate sections since there aredifferent foci. However, both these sections should be read together.5.1 INTRODUCTIONDWU recognises that electronic mail (email) and Internet services are importantassets to both DWU and DWU members. DWU provides all staff with email in orderto facilitate the functioning of DWU work. Internet services for staff members areexpected to increase in the future.5.2 PURPOSEThe purpose of this policy is to explain how and in what circumstances the Internetand email services can be used by staff members.5.3 POLICYEmail and Internet systems, including their contents, are considered to be theproperty of DWU and to be used for work purposes only. Messages created, sent,and received using DWU’s email system are the property of DWU and may besubject to access and disclosure by DWU. Improper use of these systems mayresult in legal claims against both the member and DWU and may result indisciplinary action up to and including termination, against the offending member.Use of DWU’s email system is permitted for personal use if it is infrequent andoccasional however, such messages become property of DWU. DWU's email andInternet system may not be used to solicit any commercial ventures, religious orpolitical causes, outside organisations, or other non-job related solicitations. Inaddition, DWU's email and Internet system are not to be used to create anyoffensive or disruptive messages. Offensive or disruptive messages include thosethat contain sexual connotations, racial slurs, gender-specific comments, or anyother comment that offensively addresses someone's age, gender, sexualorientation, religious or political beliefs, national origin, or disability.The email and Internet system are also not to be used to send/upload or receive ordownload any materials or information without the prior authorisation of DWU. Anymembers who discover a violation to this policy are responsible for notifying theICT Manager immediately. Any member who is in violation of this policy or uses theemail and/or Internet system improperly will be subject to discipline up to andincluding dismissal.5.4 GUIDELINES FOR USING EMAILEmail communication must be used like other business communications andcomply with any codes of conduct which already apply to the member. Emailmessages should be composed carefully to convey the intended message.6
Email uses resources on DWU’s servers and network bandwidth. This shouldalways be a consideration when using email.SecurityAll University members should be aware that email messages are not secure,consider carefully any private or sensitive information you send in an email.Content of email messagesIn the To: field include the email address/es of individuals who your messagedirectly applies to.In the CC: field include the email address/es of individuals who you would like toread the email for their information only.Addresses placed in the BCC: will not be visible to other recipients of the email.Subject line: Always include a subject line that reflects the content of the message.Chain lettersA chain letter is an email directing recipients to send out multiple copies of it, sothat its circulation increases exponentially. Messages of this kind usually promisebenefits for sending the message on to others e.g. blessings, good luck, money ormerchandise. They are hoaxes and their content should be ignored and the emailmessage deleted. People with ill intentions create chain letters to waste time andInternet resources. DWU forbids the distribution of chain letters on its emailsystem. If you are concerned about a chain letter raise it with the ICT Manager.Mass Emails (mailing lists)Sending mass emails should be limited to situations where it is necessary to informall staff of relevant information.Use of the mass email to all DWU staff is strongly discouraged. The reason to notuse ‘broadcast’ is that when an email is sent to ‘broadcast’ it is duplicated once forevery email address it is sent to. (Example: if you send an email to ‘broadcast’ itwill be sent to the email addresses of over 150 employees. If the email you sentwas one megabyte in size when you sent it, after you have sent it, it would take atotal of 150 megabytes of disk space on the email server). Mass emails should notinclude any attachments.When replying to mass emails ensure you are replying only to the sender ratherthan the entire mailing list. To reply to the original sender, you choose rather than .It is strongly recommended that all staff use the Intranet to broadcast messages forall staff. The Internet is further discussed below.5.5 GUIDELINES FOR USING INTERNETThe Internet is recognised as a tool for research and information. As such it isgrowing in importance for the rapid dissemination and acquisition of knowledge.Divine Word University is gradually making Internet resources available to itsmembers. In part, some limitations exist due to the national infrastructure of ourcountry and others exist due to high costs of provision. As resources become7
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Computer Use Policy - DWU Intranet - Divine Word University

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