College Email Usage Rules and Regulations
1. Purpose
The purpose of these rules and regulations is to ensure the appropriate use of the college’s email system by students, faculty, and staff, promoting effective communication, maintaining security, and upholding the institution's standards.
2. Scope
These rules apply to all users of the college email system, including students, faculty, staff, and authorized guests.
3. General Use and Ownership
- Institutional Property: The email system and all accounts are the property of the college. The college reserves the right to monitor, access, and disclose email content when necessary.
- Primary Use: College email accounts are to be used for academic, administrative, and official college business. Personal use should be minimal and must not interfere with college responsibilities.
- Prohibited Use: Users must not use college email for:
- Personal commercial purposes or financial gain.
- Unlawful activities or to disseminate defamatory, discriminatory, or harassing content.
- Activities that may damage the college’s reputation.
4. Account Security
- Password Protection: Users must create strong passwords and change them regularly. Passwords should not be shared or disclosed to others.
- Unauthorized Access: Users must not attempt to access another individual’s email account or use another person’s credentials.
5. Email Content and Communication
- Professionalism: Emails should be professional in tone, language, and appearance. Avoid using informal language, slang, or inappropriate humor.
- Confidentiality: Users must not share sensitive or confidential information through email unless necessary. When required, use encryption or other secure methods.
- Attachments: Minimize the size of attachments to avoid overloading the email system. Use shared drives or cloud storage for large files.
- Signatures: Include a professional signature with your name, position, department, and contact information.
- Subject Lines: Use clear and descriptive subject lines to convey the email’s purpose effectively.
- Response Time: Faculty and staff should respond to emails within 48 hours during business days. Students should check their email regularly and respond promptly to faculty and administrative messages.
- Auto-Reply: Set up an auto-reply message during absences or when unable to respond to emails for an extended period.
6. Usage Guidelines for Students
- Course-Related Communication: Use email for communicating with faculty and administration regarding coursework, assignments, and academic inquiries.
- Group Projects: Utilize email for coordinating with group members on collaborative projects.
- Etiquette: Respect faculty and peers by using polite and respectful language in all communications.
- Email Checks: Regularly check your college email for important announcements, deadlines, and updates from the college administration.
7. Usage Guidelines for Faculty
- Student Interaction: Use email to communicate with students regarding class schedules, assignments, feedback, and academic support.
- Administrative Communication: Coordinate with administrative staff and other faculty members via email for college operations and academic planning.
- Professional Development: Share and receive information related to professional development, research, and academic opportunities through email.
8. Maintenance and Housekeeping
- Inbox Management: Regularly clean your inbox by archiving or deleting old emails to maintain system efficiency.
- Email Retention: Important emails should be backed up or saved in a secure location. Follow the college’s email retention policy for keeping or discarding emails.
- Quota Management: Be mindful of storage quotas and avoid exceeding the allocated space for email accounts.
9. Surrendering Email Accounts
- Completion of Course or Transfer: Upon completion of their course or transfer to another institution, students and faculty are required to surrender their email accounts.
- Contact IT Cell: Users must contact the IT Cell either physically or via email to initiate the process of surrendering their email accounts.
- Physical Contact: Visit the IT Cell office during working hours.
- Email Contact: Send a request to the IT Cell at itcell@kgpsrinagar.edu.in.
- Data Backup: Before surrendering the account, ensure that all necessary data is backed up and saved securely.
10. Violations and Consequences
- Reporting Violations: Any suspected breach of these rules should be reported to the IT Cell or appropriate authority.
- Consequences: Violations of this policy may result in disciplinary action, including but not limited to suspension of email privileges, academic penalties, or legal action as deemed appropriate by the college.
11. Policy Review
This policy will be reviewed annually and updated as necessary to ensure its effectiveness and relevance.
12. Contact Information
For any questions, assistance, or to report issues regarding this policy, please contact the IT Cell at itcell@kgpsrinagar.edu.in.
