Purpose: This policy outlines the appropriate use of all electronic communications tools and media provided to Millikin University employees.
Applies to: All Millikin University communications systems including but not limited to: any messaging, collaboration, publishing, broadcast, or distribution system that depends on electronic communications resources to create, send, forward, reply to, transmit, distribute, broadcast, store, hold, copy, download, display, view, read, or print electronic records for purposes of communication across electronic communications network systems between or among individuals or groups, that is either explicitly denoted as a system for electronic communications or is implicitly used for such purposes.
Employees are required to access and review Millikin University email on a frequent and consistent basis in order to stay current with University-related communications.
Employees should refrain from using their Millikin email account for personal business.
Employee emails are limited to a maximum size of 500MB for on-campus messages and 200MB for messages sent off-campus, including attachments.
Employees must recognize that certain communications may be time-critical.
The electronic communication systems are intended for business use and, as such, employee email accounts or other electronic communication systems may not be used to create or transmit unsolicited bulk messages (commonly known as “spam”), content intended for commercial gain, or content which violates applicable state or federal laws.
Users are solely responsible for any content they create or transmit while using the systems.
The University is not responsible for any content received by the user from another person or entity, and furthermore is not liable for any physical, emotional or mechanical damage arising from use of the system.
Email is purged from all folders within GroupWise after it is 180 days old. A utility runs once a week that deletes all emails older than 180 days, including those stored in cabinet folders.
Upon termination of employment with the university, the employee’s email account and other system accounts will be terminated unless the employee is an alumni or currently registered student of Millikin or retires from Millikin and requests that the email account remain active.
In the event an employee with an email account and system accounts enrolls as a student at Millikin, the accounts in use by that person will remain subject to the applicable employee electronic communications policy.
Employee email and system accounts are University-owned and subject to inactivation at the University’s sole discretion.
Each employee email message will automatically contain the following at the bottom of each message as part of the signature. This message is attached at the system level and is not optional for employees of the university.
CONFIDENTIALITY NOTICE: This e-mail message and any attachments are for the sole use of the intended recipient(s) and may contain confidential and privileged information. Do not read, copy, forward, or print this e-mail message or any attachments unless you are the intended recipient. If you are not the intended recipient, please notify the sender and delete all copies and printouts of this e-mail message and/or attachments.
Each employee email signature may contain and is limited to the following additional information in signatures.
Campus office location