Campus Community Email Policy

The UTB/TSC Publications Office has standards for messages sent out to faculty, staff and students. This "mass email" must:

• be deemed "newsworthy" and related to upcoming university programs, activities, events that may have an interest to faculty and staff

• be submitted on a timely basis, at least one week prior to event/activity

• be submitted in writing or via email (no phone calls)

• not be personal in nature (parties, anniversaries, etc.)

• be no more than four paragraphs; the last paragraph should contain contact information for more information

• be written in third person, not first person (from perspective of an outsider, without using "I" "we" "our" "you" etc.)

• have approval of the Director of Publications and the appropriate Vice President. For example, a news item from an office or department in the Division of Academic Affairs must have approval of the Office of the Provost/Vice President of Academic Affairs

• must meet criteria set forth by the Campus email Policy

Information about activities by student organizations will be distributed via email to students only through the Office of Student Activities.

Campus Email Use Policy

 UTB/TSC provides many computing and network resources for use by students, faculty, staff and other persons affiliated with UTB/TSC. Members of UTB/TSC community are encouraged to use electronic mail, or email, for University-related activities and to facilitate the efficient exchange of useful information. Access to email is a privilege and certain responsibilities accompany that privilege. Users of email are expected to be ethical and responsible in their use.

Access to and the responsible use of modern information resources are essential to the pursuit and achievement of excellence at UTB/TSC. UTB/TSC encourages appropriate use of email to enhance productivity through the efficient exchange of information in furtherance of education, research, public service and the expression of ideas. Use of these resources must be consistent with these goals. As a responsible member of UTB/TSC community, you are expected to act in accord with the following general guidelines based on common sense, common decency, and civility applied to the networked computing environment.

Messages sent as electronic mail should meet the same standards for distribution or display as if they were tangible documents or instruments. Identify yourself clearly and accurately in all electronic communications. Concealing or misrepresenting your name or affiliation to dissociate yourself from responsibility for your actions is never appropriate. Alteration of the source of electronic mail, message or posting is unethical and possibly illegal.

All electronic mail files belong to somebody. They should be assumed to be private and confidential unless the owner has explicitly made them available to others.

• Be sensitive to the inherent limitations of shared network resources. No computer security system can absolutely prevent a determined person from accessing stored information that they are not authorized to access. While UTB/TSC has no interest in regulating the content of electronic mail, it cannot guarantee the privacy or confidentiality of electronic documents. Good judgment dictates the creation only of electronic documents that may become available to the public.
   

• Respect the rights of others. Do not send abusive, threatening, or harassing materials. Civil discourse is at the heart of a University community free of intimidation and harassment and based upon a respect for individuals as well as a desire to learn from others. While debate on controversial issues is inevitable and essential, bear in mind that it is your responsibility to do so in a way that actually advances the cause of learning and mutual understanding.
   

• You are expected to promote efficient use of network resources consistent with the instructional, research, public service and administrative goals of UTB/TSC. Show consideration for others and refrain from engaging in any use that would interfere with their work or disrupt the intended use of network resources. You should especially avoid wasteful and disruptive practices, such as sending “chain letters,” “broadcast” messages or unwanted material.
   

• email and other network resources may not be used for commercial purposes or for personal financial gain. This does not preclude the use of email to assist in the investigation and support of vendors’ products, such as the discussion of a product’s relative advantages and disadvantages by users of the product, the distribution of information or technical support material by request or vendor responses to questions about their products, as long as the responses are not in the nature of a solicitation.
   

• The same standards of conduct expected of students, faculty and staff regarding the use of telephones, libraries, and other institutional resources apply to the use of email. You will be held no less accountable for your actions in situations involving email than you would be in dealing with other printed media. You are expected to abide by the security restrictions on all systems and information to which you have access. You should avoid any communication where the meaning of the message, or its transmission or distribution, would be illegal, unethical or irresponsible. Conduct which involves the use of information resources to violate a university policy or regulation, or to violate another's rights, is a serious abuse subject to limitation of your privileges and appropriate disciplinary action.