‫ב "ה‬
MICHIGAN JEWISH INSTITUTE
Policy and Procedure Manual
Functional Area:
Title:
ELECTRONIC ASSETS MANAGEMENT
Policy No. EAM 1005
Use of MJI Email Services
Effective Date: January 1, 2013
Page No.
1 of 3
GENERAL PURPOSE:
This policy is intended to prevent tarnishing the public image of Michigan Jewish
Institute. When email goes out from Michigan Jewish Institute the general public will
tend to view that message as an official statement from the Michigan Jewish Institute.
This policy covers appropriate use of any email sent from a Michigan Jewish Institute
email address and applies to all employees, faculty, students, contractors, vendors and
agents (hereinafter, MJI user community) using MJI email services.
GLOSSARY OF SIGNIFICANT TERMS USED:
Email: The electronic transmission of information through a mail protocol such as
SMTP or IMAP. Typical email clients include Eudora and Microsoft Outlook.
Forwarded email: Email resent from an internal network to an outside point.
Chain mail: Email sent to successive people. Typically the body of the note has
direction to send out multiple copies of the note and promises good luck or money if the
direction is followed.
Sensitive Information: is considered sensitive if it can be damaging to Michigan
Jewish Institute, members of its user community or market standing.
Unauthorized Disclosure: The intentional or unintentional revealing of restricted
information to people, both inside and outside Michigan Jewish Institute, who do not
have a need to know that information.
Virus warning: Email containing warnings about virus or malware. The
overwhelming majority of these emails turn out to be a hoax and contain bogus
information usually intent only on frightening or misleading users.
BACKGROUND/POLICY:
Except as noted next, all members of the MJI user community are expected to routinely
Revised:
Printed February 12, 2013
‫ב "ה‬
MICHIGAN JEWISH INSTITUTE
Policy and Procedure Manual
Functional Area:
Title:
ELECTRONIC ASSETS MANAGEMENT
Policy No. EAM 1005
Use of MJI Email Services
Effective Date: January 1, 2013
Page No.
2 of 3
and uniformly use their assigned MJI email address when communicating with MJI
and/or communicating on behalf of MJI via email delivery. MJI is unable to
continuously update its email address book as members of the MJI user community
change their personal email addresses. Consequently, once MJI issues an email address
to any member of the MJI user community, that is the address MJI will use to
communicate with that member.
All members of the MJI user community are strongly urged to continuously monitor
their MJI email account to insure that they do not miss any messages sent to them by
MJI. Members of the MJI user community who do not know how to set this up on their
own messenger equipment (e.g., computers, smart phones, tablets, etc.) are requested
to contact the MJI IT department for help and instructions.
Prohibited Uses of MJI Email Services:
The Michigan Jewish Institute email system shall not to be used for the creation or
distribution of any disruptive or offensive messages, including offensive comments
about race, gender, color, disabilities, age, sexual orientation, pornography, religious
beliefs and practice, political beliefs, or national origin. Members of the MJI user
community who receive any emails with such content should immediately delete the
message and/or inform the MJI IT Department as may be deemed necessary.
Sending chain letters or joke emails from a Michigan Jewish Institute email account is
discouraged. Mass mailings, virus/malware warnings and other email broadcasts from
Michigan Jewish Institute shall be approved by MJI senior management before they are
sent.
These restrictions also apply to the forwarding of mail received by members of the MJI
user community.
Personal Use of MJI Email Services:
Using a reasonable amount of Michigan Jewish Institute resources for personal email is
permitted, but non-MJI related email if not deleted shall be saved in separate folders
Revised:
Printed February 12, 2013
‫ב "ה‬
MICHIGAN JEWISH INSTITUTE
Policy and Procedure Manual
Functional Area:
Title:
ELECTRONIC ASSETS MANAGEMENT
Policy No. EAM 1005
Use of MJI Email Services
Effective Date: January 1, 2013
Page No.
3 of 3
identified as being personal. There is no guarantee that such personal folders are
confidential and their contents may be viewed by MJI management staff as may be
deemed necessary. If space limitations dictate, personal folders are subject to deletion
by MJI IT staff who will alert the MJI user community before such deletions are to take
place.
Monitoring of Email Services:
Members of the MJI user community shall have no expectation of privacy in anything
they store, send or receive on MJI’s email system. Michigan Jewish Institute may
monitor messages without prior notice.
Any member of the MJI user community found to have violated this policy
may be subject to disciplinary action, up to and including termination of
their relationship with MJI.
See also Policy 1001 Internet Usage, for additional information on more general
MJI communications policies and procedures, including email services.
AUTHORIZATIONS: (at least one signature is necessary to enact this policy/procedure)
_______________________________
President
Revised:
______________________________
Dean Of Academic Administration
Printed February 12, 2013