Umm Al-Qura University

Umm Al-Qura University

Email Policy


- 2019/04/09

Email Policy:

This policy defines the acceptable use of the university's email service.

Overview

This policy applies to all employees, academic staff, students and guests of Umm Al-Qura University.

Scope

The objective of this policy is to ensure optimum and secure usage of the email service by academic staff, employees, students, and guests.

Objective

Policy:

  1. Users must use the university's official email services in official business, and should not use free email services such as Yahoo, Gmail and Hotmail.
  2. Password sharing is prohibited.
  3. Users should not use university email in private transactions.
  4. Users are only allowed to send emails and attachments that conform to the religious, cultural, political and moral values of the state. Furthermore, it is not permitted to send messages that may harm the university, ruin its image, or tarnish its reputation.
  5. Users are prohibited from participating in publishing emails for personal, commercial, religious or political reasons.
  6. Users are prohibited from participating in publishing emails for charitable purposes.
  7. Information may be exchanged via email only in accordance with data classification and information processing procedures.
  8. Users are allowed to check their email accounts, but are not allowed to upload any university information to their own email account.
  9. The following disclaimer must be appended to all emails issued by the university: "The content of this email, together with any attachments, statements and opinions made therein, is of a confidential nature that belongs solely to the addressee. In case you were not the intended recipient of the message or you received the message by mistake, please notify the sender and delete the message and any attached files from your system. You are not entitled to copy, print, distribute or use this email or any of its attachments or permit, or disclose its contents to any other party in any form, without the prior consent of the sender. In case of violation of the above, the offender may be held legally accountable."

Operational Policies and Procedures:

  1. Users shall use email forwarding with due care, and should not forward junk, spam, or marketing emails.
  2. Users are not permitted to send, reply or forward emails containing confidential information, or are considered to contain material that breaches intellectual property rights.
  3. Users are prohibited from sending, replying, or forwarding emails that contain attachments that are infected with viruses or any malicious software.
  4. Users should not open spam emails, and they should delete them from the system.
  5. Users are prohibited from using the university email system to impersonate someone else.
  6. Users are prohibited from sending, forwarding, transferring, distributing or replying to emails when using someone else's email system.
  7. Users are prohibited from entering any changes to the content, date, time, source, people, addresses, or other information in the email.
  8. Users must check and ensure that email attachments are virus-free and do not contain any malicious code.
  9. Users must use signatures and disclaimers approved at the university, with all emails.
  10. Users should not register or share their email address on websites for purposes not related to work.
  11. Users should not use the automatic forwarding feature to or from external email addresses.
  12. When using an email on a mobile phone such as smart phones, you must provide the mobile phone with the feature of an automatic security lock and password when you are not using the phone.
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