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.
Employee emails are limited to a maximum size of 500 MB for on-campus messages and 200 MB for message sent off-campus, including attachments.
Employees must recognize that certain communications may be time-critical.
Email attachments are limited to 200 MB for internal messages, and 20 MB for external messages.
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.
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 Electronic Communications Policy for Employees.
Employee email and system accounts are University-owned and subject to inactivation at the University's sole discretion.
Millikin employees (not Contracted Employees) are provided 4 GB of mailbox storage for Millikin email. When the email account reaches 90% capacity, the user receives a warning message stating that s/he is approaching the storage limit. When this limit is reached, new email messages cannot be received and the user receives email notification that the storage limit has been reached. The user must then delete or archive old emails to allow the account to receive new messages. Email messages will be retained for 4 years. A utility will run that automatically deletes any messages older than 4 years. Messages in any folders and sub-folders are not excluded from this retention policy.
Contracted employees have no size restriction on their mailbox storage for Millikin email. Email messages will be retained for 180 days.
Each employee email message will automatically contain the following at the bottom of each messages 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 email 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 email 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 email message and/or attachments.
Each employee email signature may contain and is limited to the following additional information in signatures.
- Millikin University
- Campus address
- Campus office location
- Phone number
- Fax number
- Office hours
- Department hours