STUDENTS' PROPER USE OF DISTRICT-ISSUED E-MAIL ACCOUNT

STUDENTS' PROPER USE OF DISTRICT-ISSUED E-MAIL ACCOUNT

ag7540.07Adopted December 5, 2023

7540.07 - STUDENTS’ PROPER USE OF DISTRICT-ISSUED E-MAIL ACCOUNT

Students assigned a school e-mail account are required to utilize it for all school‑related electronic communications, including those to staff members and individuals and/or organizations outside the District with whom they are communicating for school-related projects and assignments. Further, as directed and authorized by their teachers, students shall use their school-assigned e-mail account when signing-up/registering for access to various online educational services, including mobile applications/apps that will be utilized by the student for educational purposes. All use of their District-issued e-mail account must be for educational/school-related purposes. Use of a District-issued e-mail account for personal purposes is prohibited.

E-mail sent through the District’s network and using the District’s e-mail system/provider may be retained indefinitely and is subject to monitoring as set forth in Board of Education Policy 7540.03. 

The following procedures are established so that the District’s e-mail and Internet capabilities are not compromised and e-mail messages are maintained in accordance with State and Federal law.

OPERATIONAL CONSIDERATIONS

  1. Types of E-Mail Prohibited
     
    1. General Rule:  Do not put anything in an e-mail that you would not want seen on the front-page of the local newspaper.
    2. Do not send e-mails of 25 mb or more.  (For example, this would most likely be the following:  multiple attachments on one (1) e-mail, pictures, PowerPoint presentations, Adobe files, jpg images, etc.)
    3. Do not use the District’s e-mail system to send announcements such as the following:
       
      1. parties
      2. items for sale
  1. Do not forward or start e-mails with the following:
     
    1. jokes
    2. pictures
    3. similar fun forwards intended to amuse the reader
  2. Do not subscribe to the following through your District e-mail account:
     
    1. daily jokes
    2. daily horoscopes
    3. daily recipes
    4. vacation information
    5. similar items of information or amusement
    6. Social Media notification
    7. Retail notifications

Please use your own personal e-mail account for such items.

  1. Do not respond to chain letters via your District e-mail account.  These letters often come from outside sources, which increase the risk of e-mail based virus infection. Such e-mails multiply exponentially and cost the District in terms of time, money, and resources.
  2. Do not use your District e-mail account to communicate with friends and family throughout the school day, except in case of emergency and when they cannot be reached by telephone.
  1. Proper Use of the Distribution Lists in the District’s Global Address Book
     
    1. Generally, students should address their e-mails to (a) specific person(s).
    2. When using a class/club/athletic team/organization-wide distribution list, all members of the class/club/athletic team/organization should be intended targets. Distribution lists are only to be used when it is necessary to convey information to every member of a group. This includes all distribution lists.
    3. It is your responsibility to know to whom your information will be sent if you choose to utilize a class/club/athletic team/organization-wide distribution list
  2. Mailbox Management/Maintenance/Cleanup
     
    1. Subject Lines

      Fill in the subject line on your e-mail both to help your recipient identify the purpose of the message.  Subject lines should be as descriptive as possible.

      The following are some examples of poor and good subject lines for the same message:
       
      Poor, confusing subject lines Better, descriptive subject lines
      “helpful info” “contact info”
      “report”  “English paper re:  __________”
      “help” ”Can we meet to discuss tomorrow’s test”
      “important” “Today’s meeting of the Chess Club is canceled”
      “today?”“Do you want to sit together at lunch today?”
      “news” “English exam rescheduled until next week”
    2. Each e-mail user is responsible for keeping his/her e-mail account at a manageable size.
    3. If you do not maintain your mailbox and permit its size to grow beyond the recommended levels, your mailbox could become corrupt. The District's staff is not responsible if the mailbox cannot be recovered due to lack of user maintenance.
    4. Your District e-mail account is not meant to be a storage folder.

© Neola 2023