Managing email Clause Samples
The 'Managing email' clause outlines the rules and procedures for handling email communications within the context of an agreement or organization. It typically specifies how official notices should be sent via email, which addresses are to be used, and may set requirements for confirming receipt or maintaining records of correspondence. This clause ensures that both parties have a clear, reliable method for exchanging important information, reducing the risk of miscommunication or disputes over whether a message was properly delivered or received.
Managing email. The use of email within the School/Academy is an essential means of communication for staff. Where pupils have been set up with individual email accounts, monitoring checks for inappropriate content and if detected forwarded to the Headteacher/Principal and the E-Safety Coordinator. All emails are permanently stored even if deleted by individual users Staff must use the School’s/Academy’s approved email system for any School/Academy related business • Everyone in the School/Academy community understands that the e-mail system is monitored and should not be considered private communication • Staff must inform the Headteacher/Principal/E-Safety co-ordinator if they receive an offensive or inappropriate e-mail The School/Academy does not permit the pupils to access their private accounts on social or gaming networks at any time during the School/Academy day. Pupils under the age of 13 should not be allowed access to, or be encouraged to create their own personal social media accounts. Children under the age of 13 are not legally allowed to use social media channels such as Facebook and Twitter. However, pupils may be encouraged to observe official School/Academy social media profiles in an appropriate and safe way, for example, via a feed on the Academy’s/School’s website. Any communication received by staff from children on any personal social media sites must be reported to the Designated Safeguarding Lead (DSL). In addition, if any member of staff is aware of any inappropriate communications involving any child in any social media, these must immediately be reported as above.
Managing email. Pupils may only use school provided email accounts for educational purposes • All members of staff are provided with a specific school email address to use for any official communication. • The use of personal email addresses by staff for any official school business is not permitted. • The forwarding of any chain messages/emails etc. is not permitted. Spam or junk mail will be blocked and reported to the email provider. • Any electronic communication which contains any content which could be subject to data protection legislation (e.g. sensitive or personal information) will only be sent using secure and encrypted email. • Access to school email systems will always take place in accordance to data protection legislation and in line with other appropriate school policies e.g. confidentiality. • Members of the community must immediately tell a designated member of staff if they receive offensive communication and this will be recorded in the school safeguarding files/records. • Whole -class or group email addresses may be used for communication outside of the school. • Staff will be encouraged to develop an appropriate work life balance when responding to email, especially if communication is taking place between staff and pupils and parents. • Excessive social email use can interfere with teaching and learning and will be restricted. Access in school to external personal email accounts may be blocked. • Email sent to external organisations should be written carefully and authorised before sending, in the same way as a letter written on school headed paper would be. • The school will have a dedicated email for reporting wellbeing and pastoral issues. This inbox will be managed by designated and trained staff. • School email addresses and other official contact details will not be used for setting up personal social media accounts.
Managing email. The use of email within most schools is an essential means of communication for both staff and pupils. In the context of school, emails should not be considered as private. Educationally, emails can offer significant benefits including direct written contact between schools on different projects, be they staff based or pupil based. We recognise that pupils need to understand how to style an email in relation to their age, report suspicious emails and how to send and receive appropriate emails. The school issues all staff their own email account to use for all school business. This is to minimise the risk of receiving unsolicited or malicious emails and avoids the risk of personal profile information being revealed. It is the responsibility of each account holder to keep the password secure. For the safety and security of users and recipients, all mail is filtered and logged. If necessary, email history can be traced. Under no circumstances should staff contact pupils, parents or conduct any school business using personal email addresses (this does not apply to class Mums / Dads).
E- mail sent to an external organisation should be written carefully beforesending, in the same way as a letter written on school headed paper would be written. Staff should email parents through the iSAMS system for bulk class/set emails and if it is felt a record of the email should be held on the system. Pupils may only use school approved accounts on the school system and only under direct teacher supervision for educational purposes. All email users are expected to adhere to the generally accepted rules of network etiquette particularly in relation to the use of appropriate language and not revealing any personal details about themselves or others in email communication. All attachments must be scanned for viruses. Pupils must immediately tell a teacher/ trusted adult if they receive an offensive email. Staff must inform the ICT manager and their line manager if they receive an offensive email. Pupils are introduced to email as part of the ICT curriculum.
Managing email. The use of email within most schools is an essential means of communication for both staff and pupils. In the context of school, emails should not be considered as private. Educationally, emails can offer significant benefits including direct written contact between schools on different projects, be they staff based or pupil based. We recognise that pupils need to understand how to style an email in relation to their age, report suspicious emails and how to send and receive appropriate emails. The school issues all staff their own email account to use for all school business. This is to minimise the risk of receiving unsolicited or malicious emails and avoids the risk of personal profile information being revealed. It is the responsibility of each account holder to keep the password secure. For the safety and security of users and recipients, all mail is filtered and logged. If necessary, email history can be traced. Under no circumstances should staff contact pupils, parents or conduct any school business using personal email addresses (this does not apply to class Mums / Dads).
Managing email. The school gives all staff & governors their own email account to use for all school business as a work based tool This is to protect staff, minimise the risk of receiving unsolicited or malicious emails and avoids the risk of personal profile information being revealed • Staff & governors should use their school email for all professional communication • It is the responsibility of each account holder to keep the password secure. For the safety and security of users and recipients, all mail is filtered and logged; if necessary email histories can be traced The school email account should be the account that is used for all school business • Under no circumstances should staff contact students, parents or conduct any school business using personal email addresses • The school requires a standard disclaimer to be attached to all email correspondence, stating that, ‘the views expressed are not necessarily those of the school or the LA’. The responsibility for adding this disclaimer lies with the account holder • All emails should be written and checked carefully before sending, in the same way as a letter written on school headed paper • Students may only use school approved accounts on the school system and only under direct teacher supervision for educational purposes • Emails created or received as part of your school job will be subject to disclosure in response to a request for information under the Freedom of Information Act 2000. You must therefore actively manage your email account as follows: − Delete all emails of short-term value − Organise email into folders and carry out frequent house-keeping on all folders and archives • All student email users are expected to adhere to the generally accepted rules of responsible online behaviour particularly in relation to the use of appropriate language and not revealing any personal details about themselves or others in email communication, or arrange to meet anyone without specific permission, virus checking attachments • Students must immediately tell a teacher/ trusted adult if they receive an offensive or upsetting email • Staff must inform (the eSafety coordinator or line manager) if they receive an offensive email • Students are introduced to email as part of the Computing Programme of Study • However you access your school email (whether directly, through webmail when away from the office or on non-school hardware) all the school email policies apply
Managing email. Access to company email systems will always take place in accordance with data protection legislation and in line with other company policies, including: Confidentiality and Employee Code of Conduct. Spam or junk emails are blocked. Any electronic communication which contains sensitive or personal information should only be sent using secure and encrypted email. Company email addresses and other official contact details must not be used for setting up personal social media accounts. Users of Company IT systems must immediately tell the DSL and IT team if they receive offensive communication. Excessive social email use can interfere with teaching and learning in education environments and will be restricted; access to external personal email accounts may be blocked if this interferes with the receipt of education in schools and colleges.