Target
This policy aims to educate the university’s employees about the importance of dealing with the official e-mail service, and its administration by the university, and to define the necessary procedures to protect the confidentiality, integrity and availability of the service.
Domain
This policy applies to the University of Tabuk, to all concerned parties, including partners, or its subsidiaries, and to data processing systems and process control systems that contain or use information and / or facilities owned by the university.
This policy applies to all employees / users who work directly or indirectly with the university, its affiliated bodies, or any entity that carries out work on behalf of the university that includes the use of its information assets.
Owner
All e-mail addresses of the University of Tabuk, or other e-mail addresses that contain a clear reference to the university or to any of its internal departments and used by the university for the purpose of communication between the university and other parties, or communication within the university, will remain the private property of the university.
Policy hub
Data is an important asset of the university. All university employees are responsible for protecting the confidentiality, integrity, and availability of the data created, stored, used or transmitted by the university, regardless of the type of media on which the data is located or its form (whether it is electronic, paper or other forms)
Policies and procedures
- All employees of Tabuk University are allowed to obtain an email address after the approval of the Deanship of Information Technology.
- Official e-mail is a reliable official channel for communicating and finalizing transactions.
- All users of the e-mail service must treat with caution and use it for business purposes only.
- All users must show good judgment regarding the reasonableness of the personal use of e-mail.
- Ownership of e-mail addresses: All e-mail addresses of the University of Tabuk, or other e-mail addresses that contain a clear reference to the university or to any of its internal departments and used by the university for the purpose of communication between the university and other parties, or communication within the university, It will remain the private property of the University.
- Use of e-mail addresses: Each of Tabuk University employees has the right to exclusively use one e-mail account. E-mail accounts and their addresses are provided solely for the purpose of facilitating the performance of the required tasks within the university. Therefore, e-mail files stored on the university’s e-mail system, including those protected by a password, should not be considered the employee’s personal property, but rather an integral part of the electronic environment. For the university, it is owned and managed by the university in accordance with these provisions.
- Personal correspondence: E-mail accounts are only intended for university-related work, and therefore they should not be used for the purpose of personal or correspondence not related to university matters, and in light of this it is recommended to use private e-mail when sending or receiving private or non-university e-mails.
- All users must not engage in any illegal activities such as unauthorized entry, hacking, or causing the introduction of something harmful to computers or the introduction of viruses, or taking actions that cause disruption of the use of e-mail.
- E-mail users are responsible for preserving the contents of their e-mail without any responsibility of the Deanship of Information Technology.
- Please do not include email with unwanted and harmful content. Examples of unwanted content or behavior include:
- Prohibited content: The e-mail is not used to create or distribute any attack, or disruptive messages, including messages that contain offensive comments about race, gender, pornography, or political or religious beliefs.
- Sending voluntary or unwelcome emails.
- Sending or downloading malicious messages or pictures or threatening content or anything similar.
- Upload or use information or materials protected by intellectual protection systems.
- Sending emails that violate CAN-SPAM or any other laws to combat spam
- Selling, exchanging or publishing the e-mail addresses of any person without his consent.
- Using e-mail to implement fraudulent schemes or deceive users in any other way
- Distributing malicious programs such as viruses, worms, glitch points, Trojans, corrupted files, and any other such elements of a disruptive or deceptive nature.
- Using phishing to try to disguise a false identity to obtain other users' data such as passwords, financial details and ID numbers issued by government agencies
- Not to use university e-mail in commercial activities, unless the approval of the competent authorities at the university is issued regarding it.
- Personal information should not be transferred or shared with anyone else.\
- Users are not allowed, under any circumstances, to exchange usernames and passwords with each other.
- The privacy and confidentiality of the username and password to the e-mail must be preserved, and it must be allocated and used in a safe manner.
- All university employees must abide by the rules when choosing their passwords.
- You must act immediately to change the password in case there is any doubt that it has been exposed, and inform the Deanship of Information Technology by mail
- University e-mail users are allowed to take advantage of the features available in Google Apps in order to benefit from them for purposes that serve official work in terms of administrative, academic, research, and community service.
- The employee has the right to participate in mailing groups that achieve business goals and not personal goals.
- The e-mail of the employee whose contract has expired is suspended - Retired upon signing the release of the party at the Deanship of Information Technology
- Privacy of e-mail accounts: Although the university always seeks to respect the privacy of e-mail accounts and all correspondence contained in it, it reserves the right to access e-mail accounts in cases where such access is required for the public interest, legal investigation and This does not entail any legal liability.
- The use is restricted according to the applicable laws of the Kingdom, with not placing violating images, using mail, or changing the user’s data, including personal information, the name of the identifier, or the picture of the identifier and what follows it from the name of images or the like to any indications that do not comply with the policies and laws of the Kingdom or Published university policies.
Commitment
All university employees, including faculty members, administrators, employees, contractors or students, are responsible for preserving the data and contents of their e-mail, and they must be aware of and comply with this policy and that any violations of this policy may lead to disciplinary measures and / or legal actions. These procedures include, but are not limited to:
- Withholding all employee privileges.
- Stop accessing the university e-mail service.
- Sanctions that may be financial or disciplinary
Exception criteria
This policy aims to set controls for the use of the e-mail service provided by the University of Tabuk, and when needed, requests for exceptions can be formally submitted to the Information Security Department, with clarification of the reasons for the exception and the benefits that may result from it, provided that it is approved by the Information Security Committee at the Deanship of Information Technology .