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UNCP Home About UNC Pembroke Administration Policies and Regulations All Regulations REG 08.00.03 - Departmental Email Accounts Regulation
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REG 08.00.03 - Departmental Email Accounts Regulation

NOTICE: This policy/regulation is presented in its format as of the date of posting to this website. The university is in the process of conducting a thorough review of all its policies and regulations. This policy has not yet been reviewed/vetted in accordance with REG 01.20.01.

Authority: Vice Chancellor for Finance and Administration

History:

  • First issued: October 9, 2009.

Related Policies: 

Additional References:


Contact Information:  Associate Vice Chancellor for Information Technology and CIO, (910.521.6883)

1. PURPOSE

1.1 This regulation establishes the guidelines by which all units of The University of North Carolina at Pembroke (UNCP) may obtain and use departmental email accounts.

2. OVERVIEW

2.1 Any official unit of the university may obtain a departmental email account upon application to the Division of Information Technology. The application shall be made by the chair, director or manager of the unit, and approved by the appropriate vice chancellor.

2.2 A departmental email account shall only be used for official business of the university and shall not be used for any purpose other than sending or receiving email associated with the official business of the unit to whom the account is assigned. All guidelines and restrictions of other email accounts shall apply to departmental email accounts, unless otherwise specified in this regulation.

2.3 The chair, director or manager of the unit shall ensure that the departmental email account is used in accordance with this and other policies and regulations of UNCP and additional guidelines established by the Division of Information Technology. The chair, director or manager shall accept the ultimate responsibility for checking the account for new messages and for checking messages sent by the departmental email account.

2.4 The chair, director or manager of the unit shall control access to the departmental email account and may grant access to the account as desired within limits as established by other UNCP policies and regulations. The chair, director or manager shall manage any passwords or other access codes associated with the account. The departmental email account is subject to the same restrictions as an individual’s UNCP email account and the chair, director or manager of the unit shall be accountable for any message sent from the account.

2.5 The departmental email account shall only be used for sending or receiving email and shall not have access to other email or network resources.

3. RANGE OF DISCIPLINARY SANCTIONS

3.1 Persons in violation of this regulation are subject to a full range of sanctions, including, but not limited to, the loss of computer or network access privileges, disciplinary action and/or dismissal from UNCP. Any sanctions against employees will be imposed through procedures consistent with any applicable state regulations. Some violations may constitute criminal or civil offenses, as defined by local, state and federal laws, and the university may prosecute any such violations to the full extent of the law.

3.2 UNCP may suspend computer or network access privileges immediately and without prior notice to a user if necessary to preserve the safety or integrity of UNCP’s network or to prevent or investigate violation of applicable federal, state or local law or UNCP policy. The user and their supervisor must be sent written or electronic notice of any such intentional suspension of access and the reasons for it, and notice of the time, date and location for a meeting at which continued suspension of access may be discussed with the associate or assistant CIO or his/her designee, who must reconsider his or her suspension decision in light of the information received in the meeting. Following the meeting, the associate or assistant CIO or his/her designee shall send a copy of his or her decision upon reconsideration to the user and their supervisor. The notification should also advise the user that he or she may appeal the decision to the associate vice chancellor for information resources.