Common sense and University policy on email use
The Department relies heavily on email for communication between faculty, staff and students. It is imperative that email is used responsibly and in a manner that makes it an effective communication medium. Please remember the following when using email:
Do use a separate message for separate topics.
Do use short messages whenever possible.
Do know that attachments are not always retrievable by the recipient. They take quite a bit of time to download on most dial-in services, and they can use needed computer memory.
Do think twice – Email is an “immediate” medium. Tone of voice and facial expressions are missing. Think twice before sending out a message that could be perceived as negative. Print out a copy and set it aside for a while. If you still feel the message needs to be sent, then send it only to the person directly involved. Please be civil. Thank you!
Do think about the entire chain of emails that you may be forwarding. Do you mean to send ALL the messages? Or just the latest link in the chain?
Don’t automatically reply to all – Think about the names on the message that you are replying to, including those on the “cc” line. Don’t reply to everyone unless everyone has a real need to hear the reply.
Don’t use group addresses for any purpose other than the business uses for which the lists were created. Don’t send chain email.
Viruses are an unfortunate fact of life in this email-reliant environment. Make sure you protect yourself and your computer by keeping your virus protection software updated, and being very careful in what you download. UM’s Virus Busters site is an excellent resource for protecting yourself from email viruses.
Email viruses can forge a sender’s name. Before contacting someone you think sent you a virus, or worrying that you sent someone a virus, check UM’s Virus Busters site to see how viruses forge emails.
Don’t use UM group lists or other electronic resources for personal profit.
Do visit the Information Technology Policies and Guidelines at the University of Michigan website for further information: http://www.umich.edu/~policies/
If you do feel email is being used inappropriately, you can contact the ITCS User Advocate.
* All Departmental policies and procedures are subject to possible change as University and LSA policies change.
Updated 8/29/2004