Email Policy

Overview

Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can pose many legal, privacy, and security risks; thus, it’s important for users to understand the appropriate use of electronic communications.

Purpose

The purpose of this email policy is to ensure the proper use of the Pitt Community College email system and make users aware of what Pitt Community College deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within the Pitt Community College Network.

Scope

This policy covers the appropriate use of any email sent from a Pitt Community College email address and applies to all employees, vendors, and agents operating on behalf of Pitt Community College.

Policy

1. All use of email must be consistent with Pitt Community College policies and procedures of ethical conduct, safety, compliance with applicable laws, and proper business practices. 
2. All Pitt Community College data contained within an email message or an attachment must be secured based on data contained within that email.
3. All emails sent and received from Pitt Community College email accounts are archived. All Pitt Community College emails are subject to public review through public records requests.
4. The Pitt Community College email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Pitt Community College employee should report the matter to their supervisor immediately.
5. Users are prohibited from automatically forwarding Pitt Community College email to a third-party email system. Individual messages which are forwarded by the user must not contain Pitt Community College confidential or above information.
6. Users are prohibited from using unauthorized third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail, etc. to conduct Pitt Community College business, to create or memorialize any binding transactions, or to store or retain email on behalf of Pitt Community College.  Such communications and transactions should be conducted through Pitt Community College email accounts.
7. Pitt Community College employees shall have no expectation of privacy in anything they store, send or receive on the College’s email system.
8. Pitt Community College may monitor messages without prior notice.
9. Pitt Community College IT reserves the right to block bulk emails that do not pertain to work-related functions [example: sales ads for grocery stores, etc.].
10. Upon termination of employment, the end user will no longer have access to the Pitt Community College email account.
    After a student has reached the criteria to be deemed an inactive student, currently defined as not being in attendance for two consecutive semesters, their access to all computing resources, including email, will be terminated.
11. Any email that contains confidential information that must be sent via email has to be encrypted. Once the email is sent, it must be deleted from your sent items as well as your deleted items.

Policy Compliance

1. Compliance Measurement
   • The Pitt Community College IT Department will verify compliance with this policy through various methods, including but not limited to business tool reports, internal and external audits, and feedback to the policy owner.
2. Exceptions
   • Any exception to the policy must be approved by the AVP of Information Technology & Services in advance.