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Email Policy

Ref. No. Executive sponsor Policy steward Approval authority First approved Last reviewed Effective date Next review
52.11 Vice President, College Services and Strategy Chief Information Officer, Digital Innovation and Technology Executive Council Aug. 23, 2016 Apr. 5, 2022 Apr. 6, 2022 2027
  1. Purpose
    1. Email represents your digital identification with the College and serves as an individual’s access to electronic collaboration and business tools. 
    2. The purpose of this policy is to clearly identify NSCC’s email service as a College-owned and managed resource and business tool; it enables compliance with all applicable legislation.
    3. This policy guides users in the effective and efficient management of their email, while representing the values and priorities of the College.
  1. Scope
    1. This policy applies to all individuals who have been provided with an NSCC email account.
  1. Definitions
None
  1. Policy
    1. Expectations for Use
      1. Email is a tool that must be used appropriately by email account holders. NSCC emails serve an important purpose for the College as the digital identity of account holders.
        1. Employees must only use their NSCC email account for carrying out their work for the College.
          Students must only use their NSCC email account for College purposes.
        2. All College communications will only be sent to college provided student emails.
        3. NSCC employees must follow the approved Email signature template.
        4. Email must be used in a way that aligns with College policies, values and expected behaviours. A list of examples of unacceptable email use can be found in Appendix A.
    2. Legislation and Privacy Expectations
      1. There should be no expectation of privacy in regard to email messages sent by or received from College email accounts or from College computers:
        1. Email, whether or not created or stored on NSCC equipment, constitutes a College record.
        2. Emails are subject to disclosure under Nova Scotia’s Freedom of Information and Protection of Privacy Act (FOIPOP).
        3. Email messages can be searched, screened, and reviewed by the College without notice to the user.
      2. It is the responsibility of the sender to not knowingly use email to violate or contradict any applicable legislation such as Canada’s Anti-Spam Legislation (CASL) or FOIPOP.
    3. Security and Integrity
      1. NSCC email account holders should consult the appropriate related procedures when needing to:
        1. Send a message to a large number of external email recipients.
        2. Create a generic email address (e.g. dining@nscc.ca,  ).
        3. Send a College-wide email message to an internal NSCC distribution list (including but not limited to all staff or all students).
        4. Send a Campus-wide email (including but not limited to “all staff on a specific campus” and “all students on a specific campus”).

  1. Policy Supports

Policies and Procedures

33.01 Student Community Standards Policy 
42.01 Employee Code of Conduct 
41.01 Respectful Community Policy 
52.12 Accessing NSCC Email Distribution Lists (login required)
52.13 Emailing a Large Number of External Recipients (login required)
52.14 Requesting a Generic NSCC Email Address (login required)

Supporting Documentation & Resources

NSCC Email Best Practices (login required)
Approved Email Signature template (login required)
Canada’s Anti-Spam Legislation (CASL) Frequently Asked Questions (login required)

  1. Appendix A: Unacceptable Use
    1. Any message (business or personal) that contains content or language that has been identified as unacceptable is in violation of this policy. The following list, although not exhaustive, includes examples of unacceptable activities:
      1. Knowingly disseminating harassing, abusive, malicious, sexually explicit, threatening, intimidating or illegal information or images, including jokes or cartoons.
      2. Distributing any unsolicited email that is not related to College business and is sent without a reasonable expectation that the recipient would welcome such mail. Examples include but are not limited to unverified virus alerts, “for sale” or ads of a personal nature.
      3. Gaining unauthorized access to email or to breach any security measures on any electronic mail system, or to intercept any email transmissions without proper authorization.
      4. Using another person’s email account except as an “authorized delegate” initiated by the user of that account or sending email messages that purport to be from another person.
      5. Using the email system in any manner that would bring the College into disrepute or would harm its standing in the community.
      6. Sending large file attachments or embedded images to multiple recipients, which could result in an undue burden on the email system.
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