Use of the Extension and Colleges computing systems are a privilege. Computer resources for these institutions are to be used for legal business and learning activity, and may not be used for purposes which are illegal, unethical or damaging to the reputation of the University or its members.

The following policies on acceptable use and e-mail use apply to users of the University of Wisconsin Extension and Colleges computing network and resources. These rules do not override, but work in conjunction with other system and university policies found through the links below.

• Board of Regents Policy on Use of University Information Technology Resources
• UW-Extension Guidelines for Appropriate Use of University of Wisconsin-Extension Information Technology Resources
• UW Colleges Computing and Networking Usage Guidelines Resources

Acceptable Use: Network Computer Systems

Impermissible activity includes but is not limited to, the following:

• Harassment
• Libel or slander
• Fraud or misrepresentation
• Destruction of or damage to equipment, software, or data belonging to the University
• Unauthorized access to the University network
• Deliberate misrepresentation of user identity
• Unauthorized copying of software and/or violating copyright protection laws and guidelines
• Violation of computer system security
• Use of unapproved mailing lists
• Use of computing facilities for private business purposes unrelated to the job duties of the University
• Downloading and / or running of destructive or disruptive programs
• Displaying or transmitting via the network material that is threatening, obscene or pornographic
• Intentional or negligent distribution of computer viruses
• Discrimination of personal information (i.e. Social Security Numbers)

E-mail Usage Policy

Users are responsible for conducting themselves in an ethical and lawful manner when using the University of Wisconsin Extension and Colleges Exchange e-mail system. When creating e-mail messages it is recommended users follow the basic standards required of written business communications. The following applies to the Exchange e-mail environment for Extension and Colleges faculty, staff and students, which is managed and maintained by the Central Information Technology department.

Prohibited Use of E-mail

Unless required by position or function, users shall not use the Extension and Colleges Exchange email services to create, view, save, receive, or send material related to the following:

• Creating or exchanging obscene messages, including pornographic material
• Sending e-mail that promotes discrimination on the basis of race, gender, national origin, age, marital status, sexual orientation, religion, or disability
• Sending e-mail that contains a threatening or excessively violent message
• Exchanging proprietary information, trade secrets, or other confidential information to anyone not affiliated with the University
• Creating, forwarding, or exchanging SPAM, chain letters, solicitations, or advertising through global distribution lists
• Creating, storing, or exchanging e-mail that violates material protected under copyright laws
• Altering a message from another user without their permission
• Improperly using someone else's e-mail account without their permission

The above list of prohibited actions is by way of an example only and is not intended to be exhaustive.

Privacy

The content of an email message transmitted or stored on computing systems, whether personal or business related is not necessarily protected from public disclosure and may be considered a public record under Wisconsin law. However, users should not assume that their information is automatically subject to public inspection under the Wisconsin Open Records Law and should contact the appropriate authority if an Open Records Law request is received.

Mailbox Limits and Attachments

The storage capacity of any system used to store e-mail and attachments may eventually be exceeded through normal use. A warning message will be issued by the system to inform a user that they are close to reaching the size limit of their mailbox; however, mailbox size limits can be increased to ensure that business needs of the user are being met.

In addition, the central e-mail system blocks attachments that are known to cause damage to computer systems or install unwanted applications without the user's permission or knowledge (i.e. spyware).

The following recommended mailbox size limits have been put in place to maximize the efficiency of the e-mail storage system.

• Total size limit of 500MB for an employee's mailbox. Various warnings will be issued by the system to inform the user that they are close to reaching the size limit of the mailbox. The ability to send or receive mail will not be blocked.
• Mailbox size limits may be increased based on business needs. Those requests should be directed to the Help Desk.
• Mailbox size limits may be automatically increased in the future as data storage capabilities increase.
• There is a send/receive message size restriction of 20MB per e-mail by all users. If there is a business need to send or receive larger messages, please contact the Help Desk for resolution.
• Many attachments to email messages can carry damaging files and those attachments known to be damaging will be blocked by the email system.

Created: Monday, March 3, 2008
Assistant Vice Chancellor of Information Technology