Electronic Mail Service Policy Electronic Mail Service is one of the services available on the network system.

To enable users share information, to improve communication and to exchange ideas, the university encourages the use of mail service and, in effect, disk space will be provided on its campus mail server. For proper usage of the mail service, users are advised to firmly follow this policy. 1. Purpose This policy sets forth the AAUs policies with regard to review or disclosure of email messages sent or received by AAU staff and students using the AAU email system. It also sets forth policies on the proper use of the email system provided by AAU. The policy applies to: All electronic mail systems and services provided or owned by the university All users of email service All university email records in the possession of university employees or other email users of electronic mail services provided by the university. 2. Account request by eligible users All faculties, departments, staff, and regular and extension students are allowed to use the email system of the university. Hence they would be granted with mail account that enable them communicate through AAU network system.

Departments may request e-mail accounts for visiting scholars and other

guests who are in some way affiliated with the university. The Department takes responsibility for notifying the AAU Network Office when relationship of the account holder with AAU no longer exists.

 User questions on getting an account should be directed to their respective campus mail service coordinators as shown below: 3. Disk Space quotas Users of the AAU email system only get a limited amount of disk space on

the mail server for incoming mail. Currently, this quota will be 3 MB for faculty, department and staff with the possibility of applying for an increase in space if need be justified and 2 MB for regular and extension students. If users do not read their mail often enough, their disk space may fill up, and mail sent after users have exceeded their quota will be bounced back to the sender with an error message. There fore, make sure to download in coming mail as often as possible. 4. Client software Users are advised to use Netscape messaging or Microsoft Outlook Express for sending and receiving message through AAU network. This is required to enable the support group provide uniform services to all users. The mail support group is not responsible for training individuals on how to use the client software. However for technical support concerning mail communication (sending and receiving messages), users may contact mail support group of their respective campus. 5. Acceptable uses of E-mail The use of e-mail services is dependent on your complying with the university rules and regulations besides the stated policies hereunder. Anyone who does not comply with the following rules may have his/her account disabled and/or the university reserves the right to cancel the privilege of using mail services at any time.

 Mail account is used for non-commercial activities, provided that usage is in consistent with university policy. Personal use may not directly or indirectly interface with the university operation of computing facilities, nor burden the university with noticeable incremental cost. Use of the email system to engage in communications that are in violation of AAU policy including but not limited to transmission of abusive, obscene offensive or harassing messages, or messages that disclose personal information with out authorization is prohibited. No e-mail service will be used for junk or unsolicited bulk mail, and chain letters. The mail service may not be used for personal financial/monetary gain. Using the identity and password of someone else for access or otherwise attempting to evade, disable, or crack password or other security provisions is not allowed. University e-mail services shall not be provided in competition with commercial services to individuals or organizations outside the university. 6. Security and confidentiality Confidentiality The contents of email messages sent or received are

generally intended to be confidential, meaning that the contents of any email message are intended to be shared only by its sender and recipients. However, the fact that these messages occurred, messages sender (by whom) receiver (to whom), and date mailed (when) are not confidential.

Publishing your e-mail address users e-mail address is not private

information and we are free to include it in the Universitys Phone Book so that people from anywhere can look up your e-mail address based upon knowledge of your name.

Access to mail your mail on this system is usually considered private.

The University and coordinators of the e-mail system will also not read the
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content of mail unless there are urgent situation that makes it necessary to do so in the course of their duties. 7. Monitoring E mail messages Access to email services and facilities at AAU is a privilege and must be treated as such by all users. Abuse of these privileges can be a matter of legal action or official campus disciplinary procedures. Although the contents of email messages are not routinely monitored, the university reserves the right to monitor email where required to prevent the continued use of email messages for illegal purposes. 8. Mail Bouncing The University reserve the right to refuse mail from outside hosts that send unsolicited (bulk), mass or commercial messages, or messages, or messages that appear to contain viruses to university or other users, and to filter, refuse or discard such messages. 9. Account Disabling and Deletion To use the email service, users must be either currently an administrative

or academic staff of the university, or currently enrolled at the university as a student. If they are not, then their account may be disabled at any time without warning when an account audit is performed each month. Being disabled means that the account is still able to receive mail, but users will not be able to retrieve their message since they will not be able to log in to the system. If users account remains disabled for one month without being reactivated, then the next time an account audit is performed, it will be deleted and, hence, they will no longer be able to use e-mail service at AAU network. 10. Cautions

Users should be aware of the following: Misrepresentation of identity or source in the use of e-mail is unacceptable. However, as an email recipient, it is important to realize the authenticity of an email messages can not be assured at the present state of the technology, and that the authorship or the source of an email message may not be as indicated. The university can not and does not wish to be the arbiter of the contents of electronic mails. Neither can the university protects users from receiving electronic mails that they may find offensive. When you are using AAU network service, you agree to the terms and policies stated in this documents. So violations of policies governing the use of mail services may result in restriction of access to the AAU network resources.