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Policy
Purpose: 

Principle

The University of Kansas Medical Center provides electronic mail ("email") for use by faculty, staff, students, and select affiliates when engaging in activities related to instruction, research, clinical practice, public service, management, and administrative support. Email is an official communication mechanism for the University; University employees and students should regularly check email to assure they are receiving communications important to the University's mission-related activities.

Purpose

The purpose of this policy is to assure that email is responsibly used and managed and that privacy, confidentiality, security, and other concerns related to email are addressed.

Applies to: 

Resources Covered By This Policy

The University's email system.

Individuals and Groups Covered by This Policy

This policy applies to all KUMC faculty, staff and students; employees of Kansas University Physicians, Inc (UKP); as well as vendors, contractors or any others who are assigned a University email account.

Campus: 
Medical Center, Kansas City
Wichita
Salina
Policy Statement: 

Email accounts

Each faculty and staff member, when beginning employment, and each student, when enrolling, is issued a KUMC email account with an address on the kumc.edu domain. This is the account used for University business and official University communications.

Email accounts are intended to be used for University business. KUMC permits limited personal use of University email provided that such use does not interfere with KUMC operations, does not generate incremental identifiable costs to the Medical Center, and does not negatively impact job performance. However, as the volume of email for both professional and personal purposes continues to increase, KUMC encourages both employees and students to separate personal from professional email by acquiring a personal email account. There are a number of free sources of personal email accounts on the Internet; see the comprehensive directories at http://www.emailaddresses.com/ or http://www.fepg.net/. Your home Internet Service Provider probably offers an email option as part of your service package.

You may not use KUMC email for commercial purposes, for personal financial gain, to support candidate or party fund raising, or to support outside organizations not otherwise authorized to use University facilities. If you wish to use KUMC email in support of external organizations (charities, for example), you need to secure approval of the Executive Vice Chancellor or the EVC's designate. The EVC will ordinarily approve such use only when it furthers KUMC's mission and goals.

KUMC email accounts are the property of the State of Kansas. Employees who are leaving the University may not delete, forward or copy email without the approval of their Chair or Director. The University disables email accounts of graduating students approximately 90 days after graduation; email accounts of students who withdraw during the academic year are disabled immediately. The University disables employee email accounts upon termination from the University; emeritus faculty (only) who wish to retain their email accounts should have their departments contact the Director of Information Security.

Privacy and confidentiality

The University supports a climate of trust and respect and does not ordinarily read, monitor, or screen electronic mail. University employees who read, disseminate or otherwise compromise the email of others without the express direction of the Executive Vice Chancellor or his designate are subject to disciplinary action, including dismissal.

Nevertheless, the University cannot assure the confidentiality or privacy of email. The University is a public institution and all University information, including all email communication, may be accessed through force of law. Authorized technicians access email systems to perform system maintenance. Schools or departments may need to access employee accounts to retrieve information important to conducting their business. The Executive Vice Chancellor or his designate may authorize access to employee or student email in a number of circumstances including, but not limited to:

  • Situations involving the health or safety of people or property
  • Possible violations of University codes of conduct, regulations, policies, or laws
  • Other legal responsibilities or obligations of the University
  • The need to locate information required for University business

Responsible email practice

Please apply common sense and civility to your use of email. Responsible email practice includes:

  • Email is not a reliably confidential communication medium. Use KUMC email only for communications that you would comfortably read in the local newspapers or otherwise see in the public record.
  • Identify yourself clearly and accurately in all electronic communications. Concealing or misrepresenting your name or affiliation to dissociate yourself from your communication is never appropriate.
  • Respect and maintain the integrity of the original author(s). Alteration of the source of electronic mail, message, or posting is unethical and possibly illegal. Treat email files and attachments as private and confidential, unless the author(s) make them explicitly available to others.
  • Ensure that your email account is used only by you and your account password is known only to you.
  • Be careful at public or other shared workstations to completely log off after using email.
  • Use care that your use of email does not disseminate computer viruses or other programs that may damage or place excessive load on email or other University resources.
  • Refrain from sending chain email (which is illegal) and spam.

Broadcast (bulk) email

The University manages several email accounts that provide broadcast communication capability to faculty, staff, and students. Select individuals (only) are authorized to use these accounts. Those individuals must follow the terms of the Campus-wide Communication Guidelines.

Under no circumstances may an individual use broadcast email for personal purposes (as, for example, to sell a personal item or promote a non-KUMC event).

Security

KUMC email stored on campus servers or transmitted among campus addresses is encrypted and secure. Email sent over the Internet (all email sent to non-kumc.edu addresses) is not encrypted and is not secure (including all KUMC email forwarded off-campus to personal email accounts). As a result, members of campus who routinely send or receive sensitive information in their email should not automatically forward their email to a non-kumc.edu address.

To email sensitive information off-campus, see Secure Email at the University of Kansas Medical Center.

The University's email system is protected by antivirus software at email gateways and servers. Certain types of file attachments which may compromise security are blocked from entering or leaving the campus (note: does not apply to standard file types such as .doc, .xls, .ppt, and .pdf). Attachments larger than 25 megabytes are also blocked.

Mailbox sizes, Deleting, Archiving

All University, UKP, and UKSM-W (including MPA) faculty and staff are provided with 5 gigabytes of storage for their mailbox. If you believe you require an exemption from the limit, please contact the Director of Enterprise IT Architecture.

Spam management

The KUMC SPAM Firewall reduces the flow of mass-mailing and other junk email into the Medical Center. SPAM-management is enabled by default for all employees and students. Learn more about the KUMC Spam Firewall, including information on how to opt out of the SPAM-management system.

Exclusions or Special Circumstances: 

This policy applies to everyone at all campuses and sites of the University of Kansas Medical Center. There are no exemptions.

Consequences: 

The use of email for illegal or unethical purposes, for abusive and harassing activities or other violations of the rights of others, or for purposes inconsistent with University policy or regulation may result in termination of email access, disciplinary action, or dismissal.

Contact: 

For information on this policy, please contact:

Steve Selaya
Director of Enterprise IT Architecture
University of Kansas Medical Center
3901 Rainbow Blvd
Kansas City, Kansas 66160
(913) 588-4900

Michael Harmelink
Associate Vice Chancellor for Information Resources
Chief Information Officer
University of Kansas Medical Center
3901 Rainbow Blvd
Kansas City, Kansas 66160
(913) 588-4900

Approved by: 
Chief Information Officer, KUMC
Approved on: 
Sunday, July 1, 2001
Effective on: 
Sunday, July 1, 2001
Review Cycle: 
Annual (As Needed)
Definitions: 

Broadcast email: sending email to groups of employees or students, whether through Address Book Groups, personal groups or distribution lists, or other means.

Email: The University's email system; also, individual email communications

Webmail: the browser-based access to the University's email system available at https://mail.kumc.edu

Sensitive information: Sensitive information is defined in the University's operational protocol titled Sensitive Information in Electronic and Paper-Based Formats.

Spam: Unsolicited "junk" e-mail sent to large numbers of people, typically to promote products or services

Keywords: 
email, faculty, staff
Review, Approval & Change History: 

2014-03-31: Revised contact information and moved into KU Policy Library.

2012-12-28: Revised Security section.

2012-04-27: Reviewed with no changes.

2011-03-13: Reviewed with no changes.

 

Information Access & Technology Categories: 
Information Technology

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