Millis Public Schools Employee Email Policy
4.21.11
Introduction
The Millis Public School District (MPS) provides electronic mail (email) resources
for its employees. For purposes of this document, an employee is defined as one who
receives a regular payroll check generated by MPS and is currently employed by the
school District. Email is defined as a document created, transmitted and/or received
through the MPS mail system using either a personal computer or a computer owned by
the school district. The school district's Statement of Employee Email Policy defines
the policies that will ensure the continuous service of the MPS Employee Mail
System.
Statement of Employee Email Policy
Employees should be aware that any email generated is considered public record,
and subject to the Massachusetts Public Records law, G. L. C. 66,
http://www.sec.state.ma.us/arc/arcrmu/rmubul/bul199.htm
(Appendix A) as well as the United States Electronic Communications Privacy Act,
18 U.S. Code Sections 2501 and 2701.
http://www.usdoj.gov/criminal/cybercrime/s&smanual2002.htm
(Appendix B). Email correspondence may be subject to public inspection and may be
used as evidence in litigation. Employees should also know that while every attempt
will be made to secure the Employee Mail System, MPS cannot guarantee the privacy of
email sent, received or stored due to the nature of electronic communication
technology.
Acceptable Use of the Employee Mail System
The purpose of the Employee Mail System is to provide MPS authorized users with
the ability to communicate through email for educational purposes. Communication with
peers for academic or school related business purposes is acceptable, as well as
email to students, parents and the community. Employees should be aware, however,
that any written communication is considered to be a legal document and may be used
as evidence in litigation.
Unacceptable uses of the Employee Mail System
- Allowing an unauthorized user to access the system.
- Using email for personal monetary gain that is not related to school
business.
- Harassing other authorized users or generating harassing email to anyone.
- Sending information that violates copyright laws, such as copied images,
documents and music files.
- Using abusive, objectionable, or threatening language deemed inappropriate in
email messages to others.
- On-line gambling.
- Posting items for sale or rent for personal monetary gain.
- Distribution of pornographic or other offensive materials or images.
- Generation of email using a false identity, or pretending to be someone else
(spoofmg). Generation of junk emails, chain letters or SP AM.
- Any unauthorized use of the system, including attempt of disruption of
services, interception of other users emails, or attempt to breach the security of
the mail system.
Rights of Millis Public School District
The Millis Public School District, as owner of the Employee Mail System, has the
right to obtain, copy and archive all documents or communications created using the
system. These documents may be subject to public inspection, under the Massachusetts
Public Records Law (appendix A). Deleting a document from a personal mailbox only
removes the electronic pointer to the document stored on the server. Employees should
be aware that even if a document is deleted from their mailbox, the document
continues to be stored on the mail system for a period of approximately three
years.
MPS may also monitor any email communications at any time for the purpose of
maintaining the integrity and continued operation of the Employee Mail System without
providing notification to the employee. To the extent of the law, MPS also retains
the right to disclose the contents of an employee's mail without the consent of the
employee. Disclosure of email would occur if requested by authorized personnel or law
enforcement officials, as a response to a request for information in an investigation
of unacceptable use or misconduct. An employee should be aware that their email
content is subject to review at any time by authorized personnel.
Confidentiality
The confidentiality of any message or material should not be assumed. Even when a
message or material is erased, it may still be possible to retrieve and read that
message or material. Further, the use of passwords for security does not guarantee
confidentiality. Notwithstanding the Millis Public Schools' right to retrieve and
read any electronic mail or Internet messages or material, such messages or material
should be treated as confidential by other users and accessed only by the intended
recipient. Users are responsible for maintaining the confidentiality of material on
the systems. Certain departments may have additional confidentiality obligations
regarding records, for which additional policies will be implemented. Without prior
management authorization, users are not permitted to retrieve or read e-mail messages
that are not sent to them; with prior management authorization, the contents of such
electronic mail, Internet [or voicemail] messages or materials are subject to being
accessed and/or be disclosed to others.
Termination of Services
Millis Public School District reserves the right to terminate an employee's use of
the Employee Mail System for inappropriate or unacceptable use as outlined in this
document. Employees should be aware that should their mail services be terminated,
other disciplinary actions might be taken as well.
First Reading: May 6,2008
Second Reading: June 25,2008
Approval: June 25, 2008
Millis Public Schools Employee Email Policy
Employee Signature Page
I have received and reviewed a copy of the Millis Public School's Employee Email
Policy. I agree to abide by the terms and conditions under which Millis grants
employees access to its email system. I understand that a violation or violations of
this policy may be grounds for revocation of my right to use the District's email
system and/or other disciplinary action.
Millis Public School's Employee Name (Printed):
Signature:
Date: