Technology Services

Villanova Law School Electronic Mail Policy

Purpose of Policy

The purpose of this policy is to ensure the proper use of Villanova University School of Law's ("Law School") email system by its students, faculty, and staff. Electronic Mail is a tool provided by the Law School to complement traditional methods of communication and to improve education and administrative efficiency. Users have the responsibility to use this resource in an efficient, effective, ethical and lawful manner. A user manifests agreement to be bound by this policy by using the Law School email system. Violations of the policy may result in restriction of access to all Law School information technology resources, including the email system and may result in other appropriate disciplinary action, up to and including dismissal to the extent appropriate under other University and Law School policies.

Ownership of Email Data

The University, through the Law School, owns all email accounts and all data transmitted or stored using email capabilities.

Personal Use

While incidental personal use of email is acceptable, conducting business for profit using Law School resources is forbidden.

Privacy

While the Law School attempts to keep email messages secure, privacy is not guaranteed and users should have no general expectation of privacy in email messages sent through the Law School system. Under certain circumstances, it may be necessary for the IT staff or other appropriate Law School and University officials to access email files to maintain the system, to investigate security or abuse incidents or violations of this or other Law School and University policies. Such access will be on an "as needed" basis and any email accessed will be disclosed only to those individuals with a need-to-know or as required by law.

Data Retention

Individuals are responsible for saving email messages as they deem appropriate. Messages are automatically purged from Trash folders after 14 days. Old email from the system may be purged; however, appropriate notice ordinarily will be given at such time.

Due to finite resources, the Law School has the right to restrict the amount of user space on the email server as necessary, to revise the above retention policies with appropriate approval and advance notice, and to purge and remove email accounts of students who are no longer enrolled.

Data Backup

The email system is backed up on a regular basis as a way of recovering from a system-wide loss impacting the entire email system. User files and folders are not backed up individually, and the IT staff cannot accommodate requests to restore these files or folders. Each email user is responsible for backing up individual messages and folders as appropriate.

Expiration of Accounts

Student accounts will remain in effect for as long as the student remains enrolled at the Law School. If the student leaves the Law School prior to graduation, the account will be deleted.

Appropriate Use

When using email as an official means of communication, students, faculty and staff should apply the same professionalism, discretion, and standards that they would use in written business communication. Furthermore, students, faculty and staff should not communicate anything via email that one would not be prepared to say publicly.

Sending mass emails to the entire student body by individual students is prohibited. However, Student Organizations and the Student Bar Association ("SBA") may send mass emails in accordance with the mass email policy on file with the Office of Student Affairs and also available through the SBA.

User Responsibility

Each student is assigned a Law School email account and is re q u i red to check this account daily. Faculty and the Administration use email to communicate with students and for official notices. Students are deemed to have knowledge of all communications from the Faculty and Administration which are sent to their Law School email address.

Sharing of passwords is strictly prohibited. Each individual is responsible for his/her account, including the safeguarding of access to the account. All email originating from an account is deemed to be authored by the account owner, and it is the responsibility of that owner to ensure compliance with these guidelines.

Supported Mail Clients

Currently, the officially supported methods for accessing email are Microsoft Outlook Client and Webmail. Use of an alternate method, such as the Outlook client, is not supported by the Law School. If a problem is encountered with the use of an alternate method, Computer Services personnel will work with the individual to access email via the supported methods and will verify functionality of the supported environment. Law School IT staff is continually evaluating tools and technologies and reserves the right to modify the list of supported clients with appropriate notification.

Examples of Inappropriate Use

Any inappropriate email, examples of which are described below and elsewhere in this policy, is prohibited. Users receiving such email should immediately contact the Law School Technical Staff or appropriate Law School Administrators.

• The creation and exchange of messages that are harassing, obscene or threatening.
   
• The unauthorized exchange of proprietary information or any other privileged, confidential sensitive information.
   
• The creation and exchange of advertisements, solicitations, chain letters and other unofficial, unsolicited email.
   
• The creation and exchange of information in violation of any laws, including copyright laws, or University policies.
   
• The knowing transmission of a message containing a computer virus.
   
• The misrepresentation of the identity of the sender of an email.
   
• The use or attempt to use the accounts of others without their permission.

Spam and Viruses

Incoming email is scanned for viruses and for messages deemed to be 'SPAM', or unsolicited advertisements for products or services sent to a large distribution. Suspected messages are tagged "SPAM" or blocked from the user's inbox if the message is deemed a threat. Due to the complex nature of email, it is impossible to guarantee protection against all SPAM and virus infected messages. It is therefore incumbent on each individual to use proper care and consideration to prevent the spread of viruses. In many cases viruses appear to be sent from a friend or coworker, therefore attachments should only be opened when the user is sure of the nature of the message. If any doubt exists, the user should contact Computer Services.

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