Email encourages informal communication because it is easy to use. However, unlike a telephone call, email creates a permanent record that is archived and may be retrievable at a later date, even though the user has deleted it. Email is subject to the District document retention policy. Be cautious about what you send and to whom. Do not say anything in an email that you would not want quoted on the front page of the city’s newspapers. Email invites sharing and a push of the forward button will resend your message worldwide.
Email attachments may introduce viruses. This is likely if the attachment arrives from an unknown source via the Internet. If the sender is unknown consider routing the message to the IT staff who can safely open it for you. Attached files ending in “EXE,” “BAT,” or “COM” may be suspect. |
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2.1 |
School and Department Accounts |
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2.1.1 |
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Only Anchorage School District staff members will be granted accounts on ASD e-mail servers unless otherwise approved by the Chief Information Officer. |
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2.2 |
Electronic Communication |
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2.2.1 |
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Employees of the Anchorage School District are limited to one e-mail account. |
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2.2.2 |
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Users are allowed to post announcements and general information regarding retirements, surplus, want ads, etc. in the Outlook public folders. |
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2.2.3 |
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When sending email 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. |
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2.2.4 |
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The local building e-mail contact person must request the creation and deletion of staff e-mail accounts. |
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2.2.5 |
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Email groups will be allowed. Site e-mail contacts are responsible for providing current staffing information to the Help Desk. The Chief Information Officer must approve requests for additional groups. |
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2.2.6 |
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An “E-mail Help” document explaining e-mail operations and procedures will be provided to the building e-mail contact. |
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2.2.7 |
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E-mail enclosure size is limited to 3 MB between local servers. Enclosure size for Internet e-mail is set at 3MB. |
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2.2.8 |
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Outlook items older than 90 days will be purged from the servers on a regular basis. Current deletion guidelines are posted at the Anchorage School District Internet Website http://home.asdk12.org. |
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2.2.9 |
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Staff members may not use their District-provided e-mail account for monetary gain, political/religious advocacy, union activities or private business enterprises. |
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2.2.10 |
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The sharing of ASD e-mail accounts is prohibited. |
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2.2.11 |
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Correspondence from the Union to the employee concerning union issues is governed by negotiated agreement. |
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2.2.12 |
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Unacceptable use is defined to include, but is not limited to, the following:
- Any authorized attempts to read, copy, modify or delete email messages of other users.
- Use of email to upload, download or resend copyrighted or pornographic material.
- Use of email to harass or discriminate against someone.
- Use of email to post chain letters or engage in “spamming” (sending annoying or unnecessary messages to a large number of people).
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2.3 |
Student E-mail Guidelines |
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2.3.1 |
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The Anchorage School District does not provide student e-mail accounts on ASD servers. |
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2.3.2 |
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The ASD reserves the right to limit student access to personal e-mail accounts on school premises. |
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2.3.3 |
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Students are responsible for the content, operation, and use of personal e-mail accounts. The District may monitor student email account content and activity. |
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2.3.4 |
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Students’ use of e-mail accounts continues to be governed by the Internet User Agreement signed by both the students and their parents or guardians. |
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2.3.5 |
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Noncompliance with the Internet Guidelines or the Anchorage School District Internet and Electronic Communications Student Agreement may result in the termination of computer access privileges, disciplinary and/or legal action. |
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2.4 |
Non-Anchorage School District Employee E-mail
Guidelines |
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2.4.1 |
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The Anchorage School District does not provide non-Anchorage School District employees E-mail accounts on ASD servers. |
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2.4.2 |
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The ASD reserves the right to limit non-Anchorage School District employees access to personal E-mail accounts on school premises. |
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2.4.3 |
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Non-Anchorage School District employees are responsible for the content, operation, and use of personal E-mail accounts. The District may monitor the content and activity of email accounts accessed by District computers. |
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2.4.4 |
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Non-Anchorage School District employees’ use of E-mail accounts continues to be governed by the policies set forth in the Internet User Agreement form signed by the non-Anchorage School District employee. |
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2.4.5 |
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Noncompliance with the Internet Guidelines or the Anchorage School District Internet and Electronic Communications Community Member Agreement may result in the termination of computer access privileges, disciplinary and/or legal action. |
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2.5 |
Deleting Email/User Accounts |
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Email accounts will be disabled for 30 days prior to permanent deletion. Disabled accounts will not appear in the Global Address Book. The following procedures will be used to disable, and then permanently delete mail accounts. |
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2.5.1 |
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Use automated process run nightly to disable all accounts of employees with inactive status in both HR and Payroll records on IFAS.
- Verify that an employee has terminated, not taken another ASD position.
- If a terminated employee has taken a temporary/substitute position, set the email password 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.
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2.5.2 |
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Disable email accounts upon request by an appropriate supervisor. Submit requests to Help Desk. |
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2.5.3 |
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Disable account for 30 days.
- If the owner of the disabled email 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 .pst file containing emails from the terminated employee’s account.
- If there is no response within 30 days, permanently delete the account.
- All email account deletions will be suspended between June 1 and September 30, unless specifically requested by appropriate supervisor.
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