Email, Collaboration, and Communications Policy
Policy Statement
This email, collaboration, and communications policy serves as a set of rules and guidelines governing the way employees use email, collaboration, and communication channels to provide the best experience possible. This policy is in place to mitigate risks to EIU and individuals within the university, to assist the university in understanding our legal requirements, to aid in preventing the spread of confidential information, and to promote a professional and productive work environment.
Entities Affected by This Policy
Employees, students, and any individual who uses EIU email, collaboration, and communication platforms.
Contacts
EIU Information Security, phone 217-581-1939, email info-sec@eiu.edu
Principle
Email and Messaging
These procedures will focus on supporting our own email system. It allows us to provide the best possible experience for our users and ensure their emails are always delivered securely and reliably.
- Only use approved email and messaging platforms for EIU communication. Please visit our help article for more information (selfhelp-article.php?id=94)
- Email should be used in accordance with IGP #129 - Use of Technology Resources by Employees (/auditing/igp/129) with minimal usage for personal business, preferably none.
- Employee and annuitant emails are not to be automatically forwarded to an external email service.
- Email is not a secure platform and has limitations for use. Follow our information classification guidelines for what is approved to email. (/panthertech/policies_classification.php)
- Mass emails to external addresses should only be sent by approval and in accordance with the 2003 CAN-SPAM Act.
- Mass emails will be approved by University Marketing.
- Mass internal emails will be approved by the appropriate vice president.
- Non-desired mail could get the domain eiu.edu on block lists which prevents proper routing of email off campus.