The use of external email and access to the Internet provides valuable opportunities for the institution because they facilitate the
gathering of information and support communication with others. However, Internet and email access also opens up the institution to risks and responsibilities. It is therefore essential that users
read these guidelines and make themselves aware of their responsibilities when using email and the Internet.
1. Use of email and the Internet are designed for work or course related purposes.
2. To comply with its legal responsibilities, the institution monitors any and all aspects of its telephone and computer system that are
made available to you and may intercept and/or record any communications made by users, including telephone, email or Internet communications. To ensure compliance with this guidance or for any other
purpose authorised under the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 users are hereby required to expressly consent to YOUTH EDUCARE doing so.
Consent occurs when a student activates their network account and when a staff member signs their induction checklist.
3. Computers and email accounts are the property of YOUTH EDUCARE and are designed to assist in the performance of your work. This and
inherent limitations of the technology dictate that you should have no expectation of privacy in any email sent or received, whether it is of a business or personal nature. Normally email will only
be accessed by the institution where it is believed abuse or inappropriate use is taking place.
4. It would be inappropriate use of email and the Internet to access, download or transmit any material, which is illegal or might
reasonably be considered to be obscene, abusive, sexist, racist or defamatory. You should be aware that such material might also be contained in jokes sent by email. Such misuse of electronic systems
will be misconduct and will, in certain circumstances, be treated by the institution as gross misconduct. The institution reserves the right to use the content of any email in any disciplinary
Use of email
6. Emails should be drafted with care. Due to the informal nature of email, it is easy to forget that it is permanent form of written
communication and that material can be recovered even when it is deleted from your computer.
7. Users should not make derogatory remarks in emails about any individual, group or organisation. You remain personally liable for all of
your email content, and should note that any written derogatory remark may constitute libel.
8. You must not create email congestion by sending trivial messages or unnecessarily copying emails. Users should regularly delete
unnecessary emails to prevent over-burdening the institution mail system.
9. Emails are stored for a limited time within the system (currently 13 months for staff, 30 days for students). You should make
electronic copies outside of the email system of any messages which you need to retain for permanent record keeping purposes.
10. You may want to obtain email confirmation of receipt of important messages. You should be aware that this is not always possible and
may depend on the external system receiving your message.
11. Reasonable private use of email is permitted but should not interfere with your work. The contents of personal emails must comply with
the restrictions set out in these guidelines. Excessive private use of the email system during working hours may lead to disciplinary action and may in certain circumstances be treated by YOUTH
EDUCARE as gross misconduct.
12. By sending emails on the institution's system, you are consenting to the processing of any personal data contained in that email and
are explicitly consenting to the processing of any sensitive personal data contained in that email. If you do not wish the institution to process such data you should communicate it by other
13. Emails sent outside the institution have the standard email disclaimer notice added to them. You may add your own signature and text
but you must not undermine or invalidate the disclaimer in any way.
Use of the Internet
14. Reasonable private use of the Internet is permitted but should be kept to a minimum and should not interfere with your work. Excessive
private access to the Internet during working hours may lead to disciplinary action and may in certain circumstances be treated by the institution as gross misconduct.
15. The sites accessed by you must comply with the restrictions set out in these guidelines. Accessing inappropriate sites may lead to
disciplinary action and may in certain circumstances be treated by the institution as gross misconduct.
Copyright, downloading and attachments
16. Copyright applies to all text, pictures, video and sound, including those sent by email or on the Internet. Files containing such
copyright protected material may be downloaded, but not forwarded or transmitted to third parties without the permission of the author of the material or an acknowledgement of the original source of
the material, as appropriate.
17. Copyrighted software must never be downloaded without permission.
18. To minimise the risk of virus infection, users should not open any attachment unless they are from a known user and the attachment was
expected or agreed by other means.
19. Users must never engage in political discussions through outside newsgroups using the institution's computer system.
General computer usage
20. You are responsible for safeguarding your password for the system. For reasons of security, your individual password should not be
printed, stored on-line or given to others. Password rights given to users should not give rise to an expectation of privacy.
21. Your ability to connect to other computer systems through the network does not imply a right to connect to those systems or to make
use of those systems unless authorised to do so. You should not alter or copy a file belonging to another user without first obtaining permission from the creator of the file.
The ICT Department is here to assist you. If you require any information or help about the use of your computer or the institution network
you should contact administration team or give email to firstname.lastname@example.org.