KENTUCKY STATE UNIVERSITY POLICIES AND PROCEDURES

USE OF UNIVERSITY ELECTRONIC MAIL (E-MAIL)

1. Policy

PURPOSE: To provide guidelines concerning access to and disclosure of electronic email messages sent or received by employees who use the electronic mail system and on the proper use of the electronic mail system generally. Users are reminded that all usage of KSU’s information technology resources, including electronic mail, is subject to all University policies including the information technology appropriate usage policy.

POLICY: The University encourages the use of electronic mail and respects the privacy of users. It does not wish to inspect or monitor electronic mail routinely or to be the arbiter of its contents. Nonetheless, electronic mail and data stored in the University's electronic systems are the property of the University. University management may access e-mail accounts for any reason, including:

1. Troubleshooting hardware and software problems
2. Preventing unauthorized access and system misuse
3. Retrieving business related information*
4. Investigating reports of violation of University policy or local, state, or federal law*
5. Complying with legal requests for information*
6. Rerouting or disposing of undeliverable mail
7. Note: IT will need approval from the Division Vice President, Legal Consul or appropriate designee to access specific mail and data for these purposes. The extent of the access will be limited to what is reasonably necessary to acquire the information.

Archiving electronic mail is strongly encouraged.

Only Public Relations and other cabinet designated KSU personnel can send electronic mail addressed to the entire campus (Staff, Faculty and Students). Any electronic mail that is to be sent to the entire campus must first be approved by the Vice President of the Division of the sender prior to being sent to Public Relations. Please contact KSU Public Relations for further details on this policy. Any email sent to a specific group (Staff or Faculty or Students), but not the entire campus must be approved by the head of the

Division. The electronic mail and other information systems are not to be used in a way that may be disruptive, offensive to others, harmful to morale, or would result in a breach of confidential information.