E-mail creates a permanent record that may be archived and retrievable at a later date, even though the user has deleted it. E-mail is subject to the district document retention policy. Be cautious about what you send and to whom. E-mail is a public record which may be examined by any individual at anytime.
E-mail attachments may introduce viruses. Be cautious if you are unsure of the origin of an e-mail; if the e-mail includes an attachment, do NOT open it – delete it immediately.
3.1. School and Department Accounts
3.1.1. Only ASD staff members will be granted accounts on district e-mail servers unless otherwise approved by the Chief Information Officer.
3.2. Electronic Communication
3.2.1. ASD employees are limited to one e-mail account.
3.2.2. Users are allowed to post announcements and general information regarding retirements, surplus, want ads, etc. in the Outlook public folders.
3.2.3. When sending e-mail to a long list of recipients it is recommended that the BCC field be used. This practice reduces the chances of having addresses used in a spam attack.
3.2.4. E-mail groups are allowed. The Principal/supervisor or their designees are responsible for providing current staffing information to the Help Desk.
3.2.5. An “E-mail Help” document explaining e-mail operations is posted on the District Connection.
3.2.6. E-mail enclosure size is limited to 10 MB.
3.2.7. E-mail items older than 90 days may be purged from the servers.
3.2.8. Staff members may not use their district-provided e-mail account for monetary gain, political/religious advocacy, union activities not approved by negotiated agreement, or private business enterprises.
3.2.9. The sharing of ASD e-mail accounts is prohibited.
3.2.10. Correspondence from and union to the employee concerning union issues is governed by negotiated agreement.
3.2.11. Unacceptable use is defined to include, but is not limited to, the following:
- Any unauthorized attempts to read, copy, modify or delete e-mail messages of other users.
- Use of e-mail to upload, download or resend copyrighted or pornographic material.
- Use of e-mail to harass or discriminate against someone.
- Use of e-mail to post chain letters or engage in “spamming” (sending annoying or unnecessary messages to a large number of people).
3.2.12. ASD has an anti-spam appliance in place. Spam is unsolicited e-mail sent in large quantities, not just unwanted e-mail. Unwanted e-mail sent directly to users and not in a mass mailing may still appear in mailboxes. True spam e-mail will be quarantined in a location outside of mailboxes where users can view it if they wish. Instructions for viewing and managing spam can be found on the District Connection.
3.3. Student E-mail Guidelines
3.3.1. The district does not provide student e-mail accounts on ASD servers.
3.3.2. ASD reserves the right to limit student access to personal e-mail accounts on school premises.
3.3.3. Students are responsible for the content, operation, and use of personal e-mail accounts. The district may monitor student e-mail account content and activity accessed by any district resource.
3.3.4. Students’ use of e-mail accounts continues to be governed by the Student Internet and Electronic Communication Agreement signed by both the students and their parents or guardians.
3.3.5. Noncompliance with the Internet and Electronic Communication Guidelines or the Student Internet and Electronic Communication Agreement may result in the termination of computer access privileges, disciplinary and/or legal action.
3.4. Non-Anchorage School District Employee E-mail Guidelines
3.4.1. The district does not provide non-employees ASD domain e-mail accounts (xxx@asdk12.org). An approved personal e-mail account may be added to the district’s global e-mail directory to be used for ASD business.
3.4.2. The district reserves the right to limit non employee’s access to personal e-mail accounts.
3.4.3. Non-employees are responsible for the content, operation, and use of their personal e-mail accounts. The district may monitor the content and activity of any e-mail accounts accessed by district network resources.
3.4.4. Non-employees’ use of e-mail accounts continues to be governed by the guidelines set forth in the signed Staff and Community Internet and Electronic Communication Agreement form.
3.4.5. Noncompliance with the Internet and Electronic Communication Guidelines or the Staff and Community Internet and Electronic Communication Agreement may result in the termination of computer access privileges, disciplinary and/or legal action.
3.5. Deleting E-mail/User Accounts at the End of their Service
E-mail accounts will be disabled for 30 days prior to permanent deletion. Disabled accounts will not appear in the district’s global address book. The following procedures will be used to disable and then permanently delete mail accounts.
3.5.1. An automated process will run nightly to disable all accounts of employees with an inactive status in both HR and Payroll records on IFAS.
- It will be verified that an employee has terminated, not taken another ASD position.
- If a terminated employee has taken a temporary/substitute position, the e-mail password will be set to expire at the end of the temporary job, if known, or at the end of the school year.
- If the employee has any active record in IFAS, the account will not be disabled.
3.5.2. E-mail accounts will be disabled upon request by an appropriate supervisor. Requests will be submitted to the Help Desk.
3.5.3. Accounts that have been disabled for 30 days will follow these procedures.
- If the owner of the disabled e-mail account contacts the Help Desk, the account may be re-enabled after authorization is given by the supervisor.
- Upon request, supervisors will be given access to a file containing e-mails from the terminated employee’s account.
- If there is no response within 30 days, the account will be permanently deleted.
- All e-mail account deletions will be suspended between June 1 and September 30, unless specifically requested by the appropriate supervisor.
