Email

  • Email Policy Statement: The University of Gibraltar operates an email facility based on Microsoft Exchange Server. This policy sets rules and provides guidance for the use of the University of Gibraltar email service.
  • Applicability: The policy applies to all full-time and part-time employees of the University of Gibraltar, non-executive directors, contracted third parties (including agency staff), students/trainees, other staff on placement with the University of Gibraltar, and staff of partner organisations with approved access.
    All users must accept this policy to make use of, or access to, the University’s information systems and services.
  • Further Information: The use of email is a fast and effective electronic means of communicating and gathering information that can enhance the efficiency and effectiveness of staff in the University of Gibraltar.
    Email carries the same legal status as other written documents and should be used with the same care.
    Email allows electronic communications over a period of time to be maintained and systematically managed and referenced.
    Email is not 100% reliable and staff/students should not rely solely on email for critical business processes.
    Email is just another form of communication and should not become a replacement for other communication forms. Emails can be very easily misinterpreted due to the quick nature of its use.
  • Core Principles: Staff/students will have access to email in accordance with this policy.
    Personal use of the facilities will be limited and size of emails restricted.
    Guidance on e-mail etiquette will be observed.
    Guidance on housekeeping to ensure efficiency in the operation of the network and personal folders will be observed.
  • Email Etiquette: All e-mail messages should be written in lower case as using CAPITAL letters is considered to be aggressive.
    The subject field should always be used to add a short description of the contents of the e-mail. This will assist the recipient in prioritising opening of e-mail and aids future retrieval of opened messages.
    Care should be taken with content. Nothing should be written in an e-mail that would not be written in a letter or said to someone face to face.
    The same conventions should be used as when sending a letter by post, e.g. using the same style of salutation.
    When communicating to external parties, staff must always start with introducing themselves and the University or if responding thanking the recipient for their email/interest.
  • The University of Gibraltar Signature: Emails should be signed off with the name, title and contact details of the sender. This can be added to a signature file so that it appears automatically.
  • Disclaimer (added automatically by the email server): The content of this message and attachments contain confidential information for the attention of the addressee. You are hereby notified that any use, reproduction, distribution or dissemination of content and attached documents electronically, mechanically or otherwise is strictly prohibited without the prior written consent of the author. If you have received this message in error please notify the sender immediately. Any views or opinions expressed in this message or any attachments are those of the individual and may not necessarily reflect the views of the employer. E-mail communications are not secure therefore the sender and employer will not accept legal responsibility for the contents of this message.
    Please consider the environment before printing this email.
  • Email Policy: When preparing an email always use the signature format above, if you are having trouble setting this up contact the ICT department for further help. The disclaimer is added automatically by the email server.
    Never amend any messages received, would you change a letter/fax received before resending it?
    Never send emails from another users account.
    Check emails before sending to ensure that the contents are both accurate and fit for purpose. Normally users do not spend as much time on emails as they do on written letters or documents, thus the quality of what you want to express can be misinterpreted.
    Emails may be sent with attachments, these can be of a large size. If you are unsure about the size of the attachment you can check with the ICT department. It would also be good practice to check with the person you are sending the email too.
    Use the ‘Out of Office’ facility if you are not going to be available. The message could state the following;
    “I will be away from the office until the 24 Jan 2016, please call XXXX for any urgent matters”
    The mailing of adult material including pornography, erotic images, artwork, whether in pictorial, text based, audio or video format as such actions will be considered as gross misconduct and will result in disciplinary proceedings.
    If you are unsure about an attachment received, do not open it just contact the ICT Helpdesk and seek advice.
    All staff should be aware of emails that circulate requesting the submission of personal/student details. We do not encourage the release of any information unless the source of the email is a confirmed source.
    Expressly agree with the intended recipient(s) that the use of e-mail is an acceptable form of communication bearing in mind that if the material is confidential, privileged or commercially sensitive then un-encrypted email is not secure.
    If the email message or attachment contains information that is time-critical, be aware that e-mail is not necessarily an instant communication and consider whether it is the most appropriate means of communication.
    If you have sent an important document, always telephone to confirm that the email has been received and read. Ensure that important emails have been attached with a read receipt. For help with read receipts please contact the ICT helpdesk.
    The University of Gibraltar email is not encrypted and must therefore be considered an insecure form of communication.
    Personal use of email is discouraged, limited personal use will be permitted provided that the content of messages is appropriate, i.e. is not likely to cause offence. Staff should regard this facility as a privilege that should normally be exercised in their own time without detriment to the job and not abused. Inappropriate or excessive use may result in disciplinary action and/or removal of facilities. However, staff should be aware that both private and business use of e-mail will be subject to monitoring.
    The University of Gibraltar keeps backups off the mail server system. This means that if you delete personal email from the live system a copy could be available on our backup system and the information will be retained indefinitely. It would be a very difficult, costly and time-consuming exercise to delete any particular email from our backup system. If this is agreed, it would be according to the University Of Gibraltar’s ICT schedule, and only on the basis that all the very considerable costs involved were paid in advance by the person making the request.
    Our email system is monitored and by making personal use of our facilities for sending and receiving email you signify your agreement to abide by the conditions imposed for their use, and signify your consent to the University of Gibraltar monitoring your personal email.