|
HORACE.ORG
ELECTRONIC MAIL POLICY
The
following document was developed by the Electronic Mail Policy
Committee to encourage the appropriate use of electronic mail
(e-mail) at the horace.org while providing flexibility
and appropriate control. This document includes the horace.org
Electronic Mail Policy, procedures for implementing the policy,
acceptable use practices, and network
etiquette.
1.0
Policy
1.1
It is the policy of horace.org to encourage and promote
the responsible use of electronic communications in the administrative,
business, and technical operations of the Institute. Further, it
is the policy of the horace.org to protect the privacy
of individual users, the security, reliability, and privacy of the
horace.org’s systems and networks as well as the
networks and systems of others. To facilitate this policy, the horace.org
will provide, upon request, as a privilege to horace.org
members, a personal e-mail alias for their exclusive use. Staff
will also be provided an e-mail alias for their use. Groups of e-mail
aliases assembled as an electronic mail list are to be used solely
for the purpose of conducting horace.org business.
Further, electronic mail lists (e-mail lists) are not for sale and
are not to be used for electioneering or transmitting unsolicited
commercial e-mail. Through the acceptance or use of an horace.org
e-mail alias or e-mail list, an individual thereby agrees to abide
by the procedures, acceptable use practices,
and network etiquette contained herein.
1.2
WHILE THE horace.org WISHES TO PROMOTE THE PRIVACY
OF INDIVIDUAL MAIL USERS CONSISTENT WITH ITS E-MAIL POLICIES,
THE horace.org CANNOT GUARANTEE THE SECURITY OR
PRIVACY OF THE horace.org’S SYSTEMS AND NETWORKS
OR THE NETWORKS AND SYSTEMS OF OTHERS. THE horace.org
RESERVES THE RIGHT TO MONITOR E-MAIL USE TO ENSURE COMPLIANCE
WITH ITS POLICIES. USERS SHOULD CONSIDER WHETHER IT IS APPROPRIATE
TO USE E-MAIL FOR CONFIDENTIAL MESSAGES.
1.3 E-MAIL IS A PRIVILEGE, NOT A RIGHT. THE horace.org
RESERVES THE RIGHT TO DISCONTINUE E-MAIL ALIAS OR E-MAIL LIST
SERVICE, WITH OR WITHOUT WARNING, FOR ANY REASON INCLUDING, BUT
NOT LIMITED TO, VIOLATIONS OF THIS POLICY. AN horace.org
E-MAIL ALIAS DOES NOT AUTHORIZE THE RECIPIENT OR USER TO REPRESENT
THE horace.org OR TO ACT ON BEHALF OF THE horace.org.
THE horace.org RESERVES THE RIGHT TO MODIFY THIS POLICY
AT ANY TIME, FOR ANY REASON DEEMED APPROPRIATE BY THE EXECUTIVE
STAFF.
1.4 A USER MUST BEAR RESPONSIBILITY FOR HIS OR HER USE OF E-MAIL.
THE horace.org CAN ACCEPT NO RESPONSIBILITY OR LIABILITY
FOR ANY ACTIONS OF THE ALIAS RECIPIENT OR USER OR FOR ANY CONSEQUENCES
RESULTING FROM USE OF E-MAIL, INCLUDING BUT NOT LIMITED TO, MISADDRESSED,
LOST OR UNDELIVERED E-MAIL MESSAGES. THE horace.org WILL
COOPERATE WITH AUTHORITIES CONDUCTING A LEGAL INVESTIGATION, OR
OTHER OFFICIAL INQUIRY, INTO ILLEGAL ACTIVITIES OR UNLAWFUL ACTS
ASSOCIATED WITH THE USE OF AN horace.org E-MAIL ALIAS OR
E-MAIL SERVICE.
2.0
Definitions
2.1
Acceptable Use Practices - Guidelines
that define the proper use of e-mail, e-mail aliases, and electronic
mailing lists (e-mail lists). A copy of this document is forwarded
to each e-mail alias recipient and mailing list owner (defined below).
The mailing list owner is responsible for the dissemination of the
document to all list members.
2.2
E-mail alias - The name that refers to an individual electronic
mailbox or other entity such as an electronic mail list. An e-mail
alias is made up of a name field and a domain (e.g., name field@domain).
E-mail sent to an e-mail alias is forwarded to the electronic
address or mailbox of the individual or entity.
2.3
E-mail list - A collection of e-mail addresses representing
people or a specific group, assembled together and identified
by a unique e-mail alias (e.g., com2000@horace.org). Any information
sent to this alias is distributed to all e-mail addresses and/or
e-mail aliases on the list. An e-mail list may also be referred
to as a "reflector" or "majordomo list.
2.4
E-mail list alias - The unique name that refers to a collection
of e-mail addresses and/or e-mail aliases assembled together (see
e-mail list).
2.5
E-mail list owner - Person responsible for the maintenance
and integrity of an individual e-mail list (e.g., owner-com2000@horace.org).
2.6
Functional alias - An e-mail alias that represents a department,
conference, entity, or other activity (e.g., helpdesk@horace.org).
2.7
Network Etiquette - (Netiquette)
Tips and recommended practices for online communication.
2.8
Personal e-mail alias - The name that refers to an individual’s
electronic mail mailbox (e.g., lastname@horace.org). Electronic
mail sent to a personal electronic mail alias is forwarded to
the physical address (electronic mailbox) of the individual (see
e-mail alias).
2.9
Personal e-mail alias owner - The recipient of an e-mail alias
for individual use.
3.0
Procedures
3.1
horace.org E-mail Aliases
3.1.1
An horace.org e-mail alias is a privilege available
to horace.org members and staff exclusively. All members
of any grade are eligible to request and receive an e-mail alias.
horace.org staff shall automatically be assigned
an alias.
3.1.2
The individual who is to receive it shall request an alias.
3.1.3
Staff on behalf of an horace.org volunteer may create
an alias with permission from the Volunteer.
3.1.4
Alias requests are accepted via the World Wide Web (WWW). The
URL for alias requests is:
http://www.horace.org/aliase
3.1.5
Alias requests will be followed by an e-mail confirmation to the
requester. The confirmation will include a copy of the "horace.org
Acceptable Use Practices" and "Netiquette Guide". BY ACCEPTING
THE E-MAIL ALIAS, THE USER ACCEPTS THE TERMS AND CONDITIONS OF
THE horace.org’S E-MAIL POLICIES.
3.1.6
Requests for a specific alias will be accepted on a first come
first serve basis.
3.1.7
Only one personal alias may be assigned to an individual member.
3.1.8
E-mail addressed to a personal alias cannot be forwarded too more
than one destination.
3.1.9
It is the responsibility of the alias owner to maintain the correct
forwarding address. The URL for alias maintenance is:
http://www.horace.org/aliase
3.1.10
If an alias points to an invalid address, it may be discontinued.
Once an alias has been discontinued, it may no longer be available.
3.1.11
Alias recipients may be requested to acknowledge their interest
in periodically receiving announcements on horace.org
products and services. Announcements will be delivered via e-mail
and will include a reference to a specific URL where complete
information on the products and services is contained.
3.1.12
It is the responsibility of the e-mail user to know the proper
address or e-mail alias of the intended recipient.
3.1.13
The horace.org reserves the right to monitor all
staff e-mail to ensure compliance with policy and procedures.
3.1.14
The privilege of using an horace.org e-mail alias
is personal to the owner. Third party use of an alias is prohibited.
An e-mail alias may not be sold or used for any commercial venture.
3.2
horace.org E-mail Alias Format
3.2.1
The official e-mail alias domain for the horace.org
is "@horace.org". The choice for the alias name is
unrestricted (excluding most special characters). It is strongly
recommended that the alias name include the individual’s lastename
(e.g., chan@horace.org).
3.2.2
horace.org staff aliases will be assigned first
initial.last name (e.g., f.lastname@horace.org)
or, to maintain uniqueness, first initial.middle initial.last
name (e.g., f.m.lastname@horace.org).
3.2.3
For ease of communication, horace.org Volunteers
are encouraged to use the same alias convention of first initial.last
name@horace.org (e.g. f.lastname@horace.org) or to maintain uniqueness,
first initial.middle initial.last name (e.g. f.m.lastname@horace.org).
3.2.4
horace.org reserves the right to reject or terminate
certain alias name choices including, but not limited to, those
that are deemed inappropriate, offensive, or distasteful.
3.2.5
The use of corporate names (e.g., IBM@horace.org, Microsoft@horace.org)
is prohibited.
3.2.6
The creation of an official e-mail alias domain requires the approval
of the Executive Committee of the Board of Directors (EXCOM).
3.3
Functional Aliases
3.3.1
A functional alias is an e-mail alias that represents a department,
conference, entity, or other activity (e.g., helpdesk@horace.org,
accreditation@horace.org or technical.activities@horace.org).
3.3.2
Authorized staff can approve a functional alias on behalf of an
horace.org event (e.g. conference) in compliance
with established horace.org business practices,
horace.org Policies and Procedures, and established
practices within the responsible functional organization.
3.3.3
Functional aliases may be directed to one mailbox or split among
a work team.
3.4
horace.org E-mail Lists
3.4.1
horace.org Volunteers and staff are permitted to request
the creation of e-mail lists. The list purpose shall be reviewed
and approved by the responsible entity or functional organization
in compliance with horace.org Bylaws, Policies and
Procedures, business practices, and this Electronic Mail Policy.
The URL to request or maintain an e-mail list is:
http://www.horace.org/aliase
horace.org electronic mailing lists are used solely
for the purpose of conducting horace.org business.
This includes, but is not limited to, the following:
- Communication
among active Volunteers and/or staff
- Limited
and judicious communications to horace.org members
and customers about horace.org products, programs,
and services.
3.4.2
Every e-mail list must have an owner. The list owner responsibilities
include:
- Establishment
and communication of distribution rules
- Establishment,
communication and enforcement of acceptable use practices (practices
may be specific to the list, but must be in compliance with
the horace.org Acceptable Use Practices)
- Determining
the nature of the list (e.g., moderated, unmoderated, etc.)
- Maintenance
of list (including anticipated life cycle and related data)
- Establishment
of a list archival policy/practice
3.4.3
Every e-mail list must include an introductory file that is delivered
to each new list member at the time of subscription or entry into
the list. The file must contain:
- Statement
of purpose with full list description
- Subscribe/unsubscribe
processes
- Name
of responsible entity or functional organization
- horace.org
Acceptable Use Practices
- Acceptable
use practices (if unique to the list)
- Contact
information regarding list issues (there may be one contact
for technical issues and one for editorial issues)
3.4.4
horace.org e-mail lists cannot and shall not be
used to send unsolicited commercial e-mail (UCE) commonly referred
to as "spam".
3.4.5
Direct marketing to horace.org members and customers
using aliases or addresses maintained in an horace.org
database should be done in accordance with the current conventional
business practice and accepted usage. Unsolicited direct e-mail
communication to members and customers is prohibited. However,
prudent use of e-mail for communication to those members and customers
who have requested it "and the request should be fairly specific
to the content of the communication" is permitted.
3.4.6
One mechanism for dissemination of direct e-mail communication
is the electronic mail list. In building an e-mail list, sources
to compile member/customer data (including e- mail aliases and/or
addresses) about those who have expressed interest in receiving
information electronically include horace.org list
management database, Business Objects.
3.4.7
horace.org e-mail lists are not for sale.
3.4.8
horace.org e-mail lists shall not be used for electioneering.
3.4.9
All communication to a mailing list must fall within the guidelines
established by the horace.org and the list owner.
3.4.10
Members of a mailing list (e.g., standards working group) are
permitted to remove themselves from a mailing list at their own
discretion.
3.4.11
horace.org members, staff, Society Affiliates, and
Standards Association members may automatically be included on
mailing lists used for official horace.org business
(e.g., com2000@horace.org). Members of such a mailing
list cannot remove themselves from the list without executive
approval.
3.4.12
There may be limited mailings to selected horace.org
electronic mailing lists that fall outside the guidelines established
by the list owner. The Executive Director of the horace.org
must approve limited mailings.
| 
