Guidelines and Rules
Topics on this page
- Hazards
- Spam
- Bulk Email
- Email as Public Record
- Employee Use of UW Email
- Etiquette
- Other Guidelines and Rules
Hazards
It is important to remember the following points about email:
- You are responsible for properly managing your computer to minimize your chances of getting infected by viruses and worms, and for promptly disinfecting your computer if it becomes infected. Viruses and worms not only interfere with the operation of your computer, but they will try to spread to other UW computers as well. Infected computers not only do not work well, but they can generate network traffic that interferes with the operation of UW networks.
- You should not use email for official record-keeping purposes. Email messages containing public record material should be printed out and filed. (See the state policy on records retention.)
- Email should not be considered private. Confidential information should not be sent by email.
- Email is not as reliable as we would like. While every effort is made to deliver email reliably and quickly, the volume and the routing patterns sometimes cause delays or even lost mail. If you think your message may not have gotten through, it is a good idea to check.
Spam
Spam is unwanted commercial email. Spam is a hassle for everyone and a major burden on the UW email system.
- You can filter out most spam by going to the Email Delivery Manager and clicking on "Junk Email Filter"
- Do not let attackers use your computer to send spam. Once viruses and worms infect your computer, they often will use your computer to send out spam, as well as try to infect other computers. Manage your computer properly to help make it secure from such infections.
Bulk Email
Sending out large numbers of email messages can interfere with the operation of UW Email service for everyone and can get the UW on blacklists that prevent other UW Email from getting through. Before doing any large mailouts, see the Bulk email at the UW page.
Email as Public Record
Faculty and staff should be aware that mail messages are public records when they are created or received in the transaction of public business. As such, they must be retained as evidence of official policies, actions, decisions or transactions in accordance with UW records retention practices:
- Management of Email (UW GS 5) - state policy on retention schedule
- RCW 42.56.070 - Documents and indexes to be made public
Employee Use of UW Email
UW Email is made available to UW faculty and staff solely for the purpose of facilitating effective business operations. See Email and Computer Usage by Faculty and Staff, a statement from the Provost and Executive Vice President, about personal use of UW Email.
Etiquette
If you receive a message that seems out of character for the sender, double-check before taking it seriously. If you repeatedly receive unwanted email, there are a few things you can do about it.
Email does not show subtleties of voice or body language. If you ever receive a message that makes you angry, do not under any circumstances respond immediately! Wait a while to cool off, and, if possible, meet and talk face-to-face.
Other email etiquette tips:
- Email can be misdirected, even when you are careful. Do not put something in an email message that you would not want read by everybody. And if you get someone else's message, let the sender know.
- Email is easily forwarded to someone else. Although this is convenient, it is not always appropriate. If you are unsure, ask the sender before forwarding the message.
- Email replies may go to more people than you realize. When replying to a message, be sure to look at the list of recipients.
- Email can be junk mail. Only send email to people who want to receive it. You may want to send people a message and you may think they want to receive it, but the final test is how the recipient feels about it. If the recipients feel it is spam, then it is spam and they are likely to take steps to filter out any further email you (or anyone else at the UW) may try to send them.
It is okay to stay logged into UW Email in order to be notified immediately when new mail arrives. However, when you leave your office, you should either logout or make sure your computer keyboard is locked in order to prevent unauthorized use of your account.
Other Guidelines and Rules
Please also take the time to review the general guidelines and rules on the use of UW computing and networking resources:
