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Employee Email

August 2011


PURPOSE OF EMAIL COMMUNICATION

SAU 70 provides an email system to its employees in order to facilitate work-related communication between employees. The SAU 70 email system is not intended for personal correspondence. Employees are strongly encouraged to maintain a separate, personal email account. Employees can obtain advice and help from their school’s Technology Coordinator regarding many no-cost options.


CONFIDENTIALITY

While electronic communications shall, wherever possible, be respected as private exchanges, employees should be aware that email content sent over the SAU computer system is NOT confidential. All emails received by or sent from the SAU email system are the property of the SAU. SAU administrators have, and will continue to have, access to review email content either originating in or being transmitted to the SAU’s email server.

Employees are advised that communication over employer-provided email systems is not entitled to the constitutional protection of freedom of speech, may be regulated by employers in terms of content and appropriateness, and may be subject to right-to-know laws under certain circumstances. Staff-to-staff and staff-to-parent communications regarding individual students may, under certain circumstances, fall under this category; check with your school’s Principal, Special Education Director, or the office of the Superintendent for clarification.


APPROPRIATE USE OF EMAIL SYSTEM

No email or other electronic communications may be sent which attempts to hide the identity of the sender, or represent the sender as someone else, or appear to come from another entity. Do not send email messages using another person’s email account.

The SAU computer system may not be used for commercial use or the promotion of individual political advocacy, union advocacy, or religious advocacy positions. Employees may use Gmail applications to advertise occasional personal property sales and other opportunities. Under no circumstances can the staff use the system to promote general private commercial business activities or ventures (e.g., promotion of a staff member’s family-owned travel agency).

Employees are not to participate in email “chain letters,” or use the SAU’s email or computer systems in a manner to engage in any other activity that is illegal, against SAU or district policy, or contrary to the SAU’s interest.

Employees should not use “Blind Carbon Copy”, or engage in the practice of forwarding two-party communications to a third party as a means of obscuring the third party’s awareness of the communication. Bcc should only be used to protect the privacy of all recipients in the case of a large mailing (for example, to a list of parents).


EMAIL CONTENT

As with all our external and internal communications, email content must be professional. Whenever possible, emails should be short, to the point, and factual. Email content should not include incendiary, obscene, discriminatory, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you should promptly inform your Principal/Supervisor.

In writing emails, staff should maintain a tone of civility and avoid language or content that would embarrass you or the SAU were they to be printed in public. If an email cannot be displayed publicly in its current state, consider rephrasing it, or using other means of communication. Finally, staff should keep in mind that some issues are best addressed through phone calls or face-to-face meetings.


CORRESPONDENCE WITH STUDENTS

Adult employees should not give or accept invitations to be included in student social networks such as Facebook, MySpace, etc. All email correspondence with students should occur through the SAU server and through district email and/or district sponsored web communications.


NON-COMPLIANCE WITH THIS POLICY

The SAU reserves the right to review the content of an employee’s email at will and to terminate an employee’s email account without notice. Violation of this policy may subject the employee to disciplinary action. Severe or repeated violations of this policy may result in termination of employment and/or legal action. The SAU reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.


POST-EMPLOYMENT

Upon termination of employment for any reason, the employee’s school email account, including any sent or saved messages and any attachments, will be deleted 30 days after the employee’s last day of work. It is the employee’s responsibility to save copies of any email data that he or she wishes to preserve before that time. There will NOT be warnings or reminders.

If an employee arranges to perform continuing work with the school district after the termination of his or her employment and wishes to keep his or her email account active, he or she must seek “sponsorship” through a department head in the form of a letter of explanation to the District Technology Supervisor detailing a) why the account should be extended, and b) the duration of the extension (no more than 1 calendar year from the date of termination). This sponsorship must be co-approved by the particular school’s Technology Coordinator.


Questions:

If you have any questions or comments about this Email Policy, please contact your Principal, or the Superintendent of Schools.