IT: Campus E-mail Policy
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Rockford University E-mail Policy
Rockford University provides its computer systems and e-mail access for academic and administrative purposes. Access to these systems is a privilege, and every user is expected to use good judgment when using the e-mail system.

The Rockford University e-mail system is considered an official means of communication, and all members of the campus community are expected to check their e-mail on a regular basis. E-mail accounts will be created and deleted according to the Account Management Policy.

The e-mail messages express the views of the individual author and may not reflect the views or opinions of the University as a whole.

The Rockford University e-mail system should not be used to send messages containing material that is fraudulent, harassing, sexually explicit, profane (including slang or abbreviated profanity), obscene, intimidating, defaming, or otherwise unlawful or inappropriate. Violations of this nature are considered very severe; any offense will be handled swiftly and to the fullest extent allowed under Rockford University policy, including, where appropriate, academic dismissal, termination of employment, and civil or criminal action. Matters requiring sanctions will be handled in the following manner.
  • Students will be referred to the Office of Student Life and the Assistant Dean of Students;
  • Faculty will be referred to the Department Chair, Division Chair and/or Dean of the University;
  • Staff will be referred to their immediate manager, and/or their Vice President;
  • Human Resources will take appropriate action as outlined in the electronic resources policy for Faculty and Staff.
Policy Concerning Appropriate use of Broadcast E-mail Messages
Rockford University provides students, staff, and faculty the ability to send messages to the entire campus community using a public distribution list (one of the "All” lists). These types of messages are also called Broadcast Messages. Whenever possible should be used in lieu of a Broadcast Message.

Broadcast messages should:
  • Clearly reflect the contents of the message in the Subject line.
  • Have content of a nature similar to that posted on a physical bulletin board, for example a meeting or event announcement.
Broadcast messages should not be used:
  • to initiate a discussion or conversation;
  • as the proper venue for political appeals, editorializing, or partisan (including issue-partisan) lobbying; or
  • for personal financial gain in connection with outside (non-University) consulting, business or employment, except as authorized and approved by the University administration.
Further, users receiving Broadcast Messages should NOT use the ‘Reply to All’ button to respond to a Broadcast Message.

Improper use of broadcast messages will result in the consequences below. Users found in violation of this broadcast policy will be subject to discipline, which may include the following.
  • First offense: A reminder of appropriate use by the Director of Information Technology;
  • Second offense: The suspension of access to send broadcast email for four weeks;
  • Third offense: The matter will be escalated through the appropriate offices (e.g. Staff will be referred to their immediate manager, and/or their Vice President.).
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