Appendix D Electronic Mail Policies



Lincoln University Acceptable Use Policy for
Computing and Network Services


Appendix D: Electronic Mail Policies

Application of Policies : Reasonable Confidentiality : Acceptable Use :
MOREnet Acceptable Use Policy : Threats and Harassment :
Inappropriate Electronic Communications : Mass Mailings :
Obtaining an Email Account : Removal of Account : Change of Name

Application of Policies

All users of Email will abide by these policies or be barred from participating in Email services. Violation of these policies will result in automatic suspension of the user's email account.

Reasonable Confidentiality

Users have the right to keep electronic mail correspondence reasonably confidential. Users have the right to be informed of what the limits of confidentiality are. See Section V. "Privacy Considerations".

Acceptable Use 

  • Email should be used only for purposes that are a part of the published Mission Statement of the University. These uses are for research, education, or the support of academic pursuits.
  • Email may not be used for commercial activities except in direct support of the Missions of the University.
  • The Postmaster will make every reasonable attempt to delivery Email to the proper destination in a timely fashion.
  • Information Technology Services will maintain on-line disk storage for Email. Storage is not guaranteed for email that is more than one week old.
  • The privacy of email will be preserved as much as possible; however, ITS staff responsible for email services reserves the right to view mail when necessary for proper delivery.
  • Any harassment via email will be grounds for the removal of Email privilege.
  • Use of email in opposition to the MOREnet acceptable use policies is not allowed.

 MOREnet Acceptable Use Policy

 Lincoln University, as a member of the Missouri Research and Education Network (MOREnet), is bound by MOREnet's policies for acceptable Internet use. MOREnet's acceptable use policies can be found on the World Wide Web at and

Threats and Harassment

 Electronic mail must not be used to threaten or harass any person. A user must cease sending messages or interfering in any way with another user's normal use of electronic mail if the aggrieved user makes a reasonable request for such cessation.

 Chain Letters, Spam and Other Inappropriate Electronic Communications

Knowing or reckless distribution of unwanted mail or other messages is prohibited. Specifically, chain letters and other schemes that may cause excessive network traffic or computing load are prohibited.

Posting a message to multiple list servers, distribution lists, or news groups with the intention of reaching as many users as possible is prohibited, unless the posting is job or research related.

The use of campus computers and networks shall be in accordance with University policy on use of University facilities for political purposes.

Policy on Mass Mailings

Certain mass mailings using electronic mail are not considered spam. These include messages regarding campus wide computing issues such as virus warnings or notification of service interruption, and information that is deemed useful and necessary for the entire University community. Computer related notices will be sent with approval of the CIO. All other requests for mass mailings should be directed to the Office of University Relations, and must be approved by that office.

Process for Obtaining an Email Account

Each faculty member, staff member, student or other authorized individual (see section II, proper Authorization) is allowed one email account for the purposes stated, and under the limitations imposed in the Lincoln University Acceptable Use Policy for Computing and Network Services.

Server Storage Quotas

Due to space constraints on the server, email accounts are limited to 5MB of space.  Once a user reaches 90% of their quota, the system will send an email warning. After the 5MB quota is reached, the system will give the user 5 days before it stops receiving mail for that account. Mail over the 5MB quota may be delayed until the storage used is reduced. Attachments larger than the 5MB quota will not be delivered. Faculty and staff who prove the necessity for more space may have their quotas increased to 10MB.

Address Naming Conventions

Faculty and Staff email addresses follow the convention of the user's last name followed by the initial of their first name, followed by an 'at' sign, followed by the campus domain.  For example, Mr. John Smith's email address would be  If an account already exists using the standard address, a number may be appended to the user portion of the address.  For example, Mrs. Jane Smith may be created as  Under certain circumstances, Faculty and Staff email addresses may be allowed to break convention to enhance clarity. For example, if there were several Smiths with the first initial 'J', the email addresses issued may be,,

Student email addresses follow the convention of the first four letters of the user's last name followed by four numbers, followed by and 'at' sign, followed by the student domain.  For example, student John Smith might be

Removal of Account

University email accounts are only valid as long as the user is in the employ of the University, has been awarded Professor Emeritus status or is a student in good standing with the University. University email accounts are audited at least twice per year, and all non-valid (not logged into during the previous semester) student accounts will be made inactive. Faculty and staff accounts are removed when a termination of employment notification is received from the personnel office.

Change of Name

Information Technology Services should be informed of any legal change of name for people who have University email accounts. Failure to inform ITS of a change of name may result in the accidental removal of the user's email account.