ILLINOIS GREAT RIVERS CONFERENCE
OF THE UNITED METHODIST CHURCH
NON-EMPLOYEE EMAIL POLICY

The purpose of this policy is to ensure the proper use of IGRC's email system and make users aware of what IGRC deems as acceptable and unacceptable use of its email system. The IGRC reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.

LEGAL RISKS

Email is a communication tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that users are aware of the legal risks of email:

  • If you send emails with any libelous, defamatory, offensive, racist or obscene remarks, you and IGRC can be held liable.
  • If you forward emails with any libelous, defamatory, offensive, racist or obscene remarks, you and IGRC can be held liable.
  • If you unlawfully forward confidential information, you and IGRC can be held liable.
  • If you unlawfully forward or copy messages without permission, you and IGRC can be held liable for copyright infringement.
  • If you send an attachment that contains a virus, you and IGRC can be held liable.

By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of email. If any user disregards the rules set out in this Email Policy, the user will be fully liable and IGRC will disassociate itself from the user as far as legally possible.

LEGAL REQUIREMENTS

The following rules are required by law and are to be strictly adhered to. It is prohibited to:

  • Send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an email of this nature, you must promptly notify IGRC staff.
  • Forward a message without acquiring permission from the sender first.
  • Send unsolicited email messages.
  • Forge or attempt to forge email messages.
  • Disguise or attempt to disguise your identity when sending mail.
  • Send email messages using another person's email account.
  • Copy a message or attachment belonging to another user without permission of the originator.

BEST PRACTICES

IGRC considers email as an important means of communication and recognizes the importance of proper email content. Users should take the same care in drafting an email as they would for any other communication. Therefore IGRC wishes users to adhere to the following guidelines:

  • Writing emails:
    • Do not send unnecessary attachments. Compress attachments larger than 200K before sending them.
    • Do not write emails in capitals.
    • Do not use cc: or bcc: fields unless the cc: or bcc: recipient is aware that you will be copying a mail to him/her and knows what action, if any, to take.
    • If you forward mails, state clearly what action you expect the recipient to take.
    • Only send emails of which the content could be displayed on a public notice board. If they cannot be displayed publicly in their current state, consider rephrasing the email, using other means of communication, or protecting information by using a password (see confidential).
    • Only mark emails as important if they really are important.
    • Do not format emails using HTML or embed pictures in messages.
  • Maintenance:
    • Delete any email messages that you do not need to have a copy of, and set your email client to automatically empty your 'deleted items' on closing.

PERSONAL USE

It is strictly forbidden to use IGRC's email system for anything other than legitimate purposes. Therefore, the sending of chain letters, junk mail, and executables is prohibited. All messages distributed via the IGRC's email system are IGRC's property.

CONFIDENTIAL INFORMATION

Never send any confidential information via email.

PASSWORDS

The use of passwords to gain access to the computer system or to secure specific files does not provide users with an expectation of privacy in the respective system or document.

EMAIL RETENTION

All deleted emails will be removed after 30 days.

EMAIL ACCOUNTS

All email accounts maintained on our email systems are property of IGRC. Passwords should not be given to other people. Email accounts not used for 60 days will be deactivated and possibly deleted.

SYSTEM MONITORING

Users expressly waive any right of privacy in anything they create, store, send or receive on the IGRC's email system. IGRC can, but is not obliged to, monitor emails without prior notification. If there is evidence that you are not adhering to the guidelines set out in this policy, the IGRC reserves the right to delete the account without prior notice.

QUESTIONS

If you have any questions or comments about this Email Policy, please contact Mike Hembrough (mhembrough@igrc.org). If you do not have any questions IGRC presumes that you understand and are aware of the rules and guidelines in this Email Policy and will adhere to them.

DECLARATION

I have read, understand and acknowledge receipt of the Email policy. I will comply with the guidelines set out in this policy and understand that failure to do so might result in legal action.

I understand and agree - take me to the new account request form.
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