Student Email Usage Policy

Student Email Usage Policy

PURPOSE

Email is intended to support ACK business and help fulfill our mission of education, service, and research. The purpose of this policy is to establish policy on privacy, confidentiality, and security in electronic communications, and to ensure that ACK electronic communications resources are used for purposes appropriate to ACK mission, and to prevent disruptions to and misuse of ACK electronic communications resources, services, and activities.

SCOPE

Official college email accounts are required for all ACK students. The official ACK email address for all students will be in the form: StudentID@go.ack.edu.kw. ACK has selected Microsoft 365 services because of its many advantages and features, as such this policy applies to the students designated email system ‘@go.ack.edu.kw’.

POLICY STATEMENT

  • At the time of admission or initial registration, all students are given an ACK GO email account. Students may anticipate that official college correspondence will come to them through this email account and should access this email account on a regular and timely basis.
  • All students should recognize that their ACK GO email account is currently part of the authentication process used for accessing the myACK portal. myACK is an essential college tool used for administrative and academic correspondence. It is expected that students will be required to use this tool to access one or more administrative or academic services at the college, such as grade reports, schedules, and class assignments/announcements.
  • Email is a mechanism for official communication within the Australian College of Kuwait. The college expects that such communications will be received and read in a timely fashion. Official email communications are intended only to meet the academic and administrative needs of the campus staff and faculty.
  • Students are expected to check their email on a frequent and consistent basis in order to recognize that certain communications may be time critical. Error in forwarding mail, or email returned to the college with "Mailbox Full" or "User Unknown" are not acceptable excuses for missing official college communications via email.
  • No student should share his or her authentication password with any other individual. Such sharing could facilitate violations of college policies and therefore is prohibited.
  • Students who wish to have email redirected from their official college email address to another email address (e.g., @gmail.com, @hotmail.com), may do so, but at their own risk.
  • The college will not be responsible for the handling of email by outside vendors. Having email redirected does not absolve students from the responsibilities associated with the official communication sent to their ACK GO account.
  • It is a violation of Students Code of Conduct Policy and Procedure (ACK.PLR.SA.01) college policies to impersonate a college faculty/staff member or student. To minimize this risk of fraud, some confidential information may be made available only through myACK portal, which is password protected. In these cases, students will receive email correspondence directing them to myACK portal, where they can access the confidential information only by authenticating. The confidential information will not be available in the email message. Again, because password protection is a key component of myACK security, students should never share their passwords or other identifying information.
  • Students should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private or confidential. It is especially important that students are careful to send messages only to the intended recipient(s). Particular care should be taken when using the "reply" command during email correspondence.
  • Faculty will determine how electronic forms of communication (e.g., email) will be used in their classes, and will specify their requirements in the unit/course outline (ACK.FO.VPAC.11.01) This Policy will ensure that all students will be able to comply with email course requirements specified by faculty. Faculty can therefore make the assumption that students' official ACK GO email accounts are being accessed and faculty can use email for their classes accordingly.

Banned Activities

  • Students are prohibited from using email to engage in activities or transmit content that is harassing, discriminatory, menacing, threatening, obscene, defamatory (harming another person’s reputation by lies), or in any way objectionable or offensive.
  • Students are prohibited from using email to Send, Receive, Solicit, Print, Copy, or Reply to:
    • Text or images that disparage others based on their race, religion, color, sex, sexual orientation, national origin, disability, ancestry, or age.
    • Jokes (text or images) based on sex, sexual orientation, race, age, religion, national origin, ancestry, or disability.
    • Messages that is disparaging or defamatory, spread gossip, rumors, and innuendos about other students, staff, faculty or other outside parties.
  • Confidential, proprietary, and personal information must be protected.
  • Unless authorized to do so, students are prohibited from using email to transmit confidential information to outside parties. Students may not access, send, receive, solicit, print, copy, or reply to confidential or proprietary information about ACK faculty, staff, students, and other business associates.

“Netiquette”

  • Do not type in all caps. Typing in all caps is considered yelling or screaming online. Various studies on the topic reflect that it is more difficult and takes longer to read text that is typed in all caps.
  • Do not leave the Subject: field blank. Always fill in the Subject: field with a brief and concise description of the content of your email. This helps others organize emails. Some email readers will put email that does not have a subject in the junk folder. For example, students emailing Instructors should include the Unit Code and title in the email subject.
  • Refrain from formatting your email with colored text and background colors. Your color and formatting choices can make your emails impossible to read. Using large background graphics will make the email take longer to display.
  • On those rare occasions where it is necessary to send a group of people the very same email, as a courtesy to those you are sending to, please list all of the recipients’ email addresses in the Blind Carbon Copy (BCC) field. When an email address is designated in the BCC field, the recipient will get a copy of the email while his or her email address remains invisible to the other recipients of the email. This shows that you respect the privacy of others.
  • Do not forward jokes, “chain letters” or unimportant emails to people without their permission. Doing this may fill up their inbox, use other’s resources unnecessarily and may cause other important email to bounce.
  • Do not forward virus warnings! Forwarding of virus warnings from friends are generally always hoaxes. Especially if they tell you to forward to everyone you know. Delete those emails and do not forward them.
  • Be considerate and respectful to others. When you communicate electronically, you don’t have the opportunity to use facial expressions, gestures, and tone of voice to communicate your meaning; words are all you’ve got. Choose them carefully.
  • When you communicate through email, your words are written. Chances are they’re stored somewhere where you have no control over them. Any message you send could be saved or forwarded by its recipient.

Consequences of Violations

  • A violation of this policy may result in disciplinary action. Refer to Student Code of Conduct Policy and Procedure (ACK.PLR.SA.01) and Student Welfare and Grievance Policy and Procedure (ACK.PLR.VPAC.13) for details.

TERMS AND DEFINITIONS

  • Forwarded email: Email sent to an address that is automatically sent via computer code to another email account.
  • Official GO email account: An email account, issued by ACK, which is based on the students’ ID and ends in the domain name ‘go.ack.edu.kw’.
  • myACK: Is an essential college tool used for administrative and academic correspondence.
  • “Netiquette”: Is network etiquette, the do’s and don’ts of online communication.

ATTACHMENTS

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