Responsible Use of Email

Policy Number: #500

Responsible Executive(s):

  • Senior Vice President and CFO

Responsible Office(s):

  • Information Technology

Regis University supports a climate of trust and respect and will not as an organization ordinarily read, monitor, or screen electronic mail. University employees who read, disseminate, or otherwise compromise the confidentiality of electronic mail without the express direction of a Vice-President or Dean (or their designate) are subject to disciplinary action, including dismissal.

Nevertheless, Regis University cannot assure the confidentiality or privacy of e-mail. All University information, including all e-mail communication, may be accessed through force of law. Authorized technicians access e-mail systems to perform system maintenance. A Regis University Vice President or Dean (or their designate) may authorize access to employee or student e-mail in a number of circumstances including, but not limited to:

  • Situations involving the health or safety of people or property.
  • Possible violations of University codes of conduct, regulations, policies, or laws.
  • Other legal responsibilities or obligations of the University.
  • The need to locate information required for University business.
  • Activities that violate Regis University policies.
  • Activities that violate local, state or federal laws.

Good judgment dictates that e-mail be used only for communications which the sender would comfortably enter into the public record.

You are expected to apply common sense and civility to your use of your Regis e-mail account as outlined broadly in the University’s “Responsible Use of Technology Resources” policy. Specific guidelines for appropriate use of Regis e-mail include, but are not limited to, the following examples:

Appropriate Use

  • Identify yourself clearly and accurately in all electronic communications.
  • Concealing or misrepresenting your name or affiliation to dissociate yourself from responsibility for your action is never appropriate.
  • Respect and maintain the integrity of the original author. Alteration of the source of electronic mail, message, or posting is unethical and possibly illegal.
  • Use care that your use of E-mail does not create or disseminate computer viruses or other programs that may damage or place excessive load on E-mail or other University resources.
  • Refrain from wasteful, potentially illegal practices, such as sending chain mail or unwanted material.
  • The use of broadcast mail (sending the same note to groups of employees or students) places stress on the e-mail system and generates undesirable volumes of unwanted e-mail; mission-related broadcast messages should be posted on Regis INsite (


  • Ensure your account is used only by you and your account password is known only to you. Be especially careful at public workstations to completely log off or close the Web browser after using e-mail.
  • Abide by security restrictions on systems and information, including encoding and encryption, and refrain from attempted or actual uncovering of security loopholes or breaches.

Privacy and Rights of Others

  • Be aware that E-mail is not a confidential or private medium of communication, and exercise good judgment in choosing what to include in your documents.
  • Be extremely cautious in transmitting information about students and other individuals, due to their rights to privacy and the commitment of the University to protect that right.
  • Treat all E-mail files and attachments, and their unimpeded transmission, as private and confidential, unless the author(s) make them explicitly available to others.
  • Respect the rights of others to be free of abuse, harassment, and threat to themselves or their property.
  • Respect the right of the institution and individuals to noninterference with instruction, research, public service and other normal and necessary activities of the University.
  • Respect the copyright, intellectual property rights, contracts and/or licenses of others, including the University.


E-mail use that violates the rights of others, law, or University policy or regulation, is a serious abuse. These actions or any violation of this policy may subject an individual to termination of account privileges and/or appropriate disciplinary or legal action.