Information Technology

Introduction:

Students attending and visiting the programs of The European Graduate School can apply for an email address from The European Graduate School (EGS).

The following document describes the process for applying for email accounts. This process includes; email application form, account information, email settings, email policy with acceptable use standards, legal consequences of misuse, and a description of the complaint process.

Email Application Form:

Once the flat fee (USD $75) is transferred by the applicant and the following form is completed, the email addresses will be created. Please first make your payment via Paypal. Secondly you must submit the application form, with all necessary information. Once all the information has been verified by the Information Department an email address will be issued.

Step 1: Payment:

Please use the Paypal link below to pay for an email account. The total cost is $75 USD.

MAKE NOTE OF YOUR PAYPAL CONFIRMATION NUMBER, it is necessary for filling out the Application Form.

Step 2: Application Form:

Please fill out the below form - Make sure to include your Paypal confirmation number.

Account Information:

Webmail:

Webmail Interface: http://mail.egs.edu
Username: firstname.lastname@egs.edu
Password: Your email password

Eternal email clients:

1. Please go to http://mail.egs.edu, login and enable POP/IMAP in for your email account at European Graduate School. (Settings >> Forwarding and POP/IMAP). Don't forget to click Save Changes when you're done.

2. Configure your local email client to match the following settings:

Incoming Mail (POP3) Server (requires SSL): pop.gmail.com Use SSL: Yes
Port: 995
Outgoing Mail (SMTP) Server - requires TLS or SSL: smtp.gmail.com (use authentication)
Use Authentication: Yes
Port for TLS/STARTTLS: 587
Port for SSL: 465
Account Name: Your full email address (including @egs.edu)
Email Address: Your email address (firstname.lastname@egs.edu)
Password: Your email password

Email Policy

Overview

Purpose of the Email Policy

Policy Statement

Standards of Acceptable Use

Legal Consequences of Misuse of Email Facilities

Advice on Acceptable and Appropriate Use of Email Facilities

Investigation of Complaints

Related Documents

Overview

Due to the acknowledged need for guidelines describing the acceptable use of email and related services and facilities European Graduate School has created this Email policy.

The Policy is maintained and regulated by the Chief Information Officer at the Information Department of European Graduate School .

The Policy will is given to all users of the email and related services and facilities.

There will also be periodic review of the Policy and, if necessary, occasional amendment. Amendments will be made in relation to the anticipated developments in the operational use of the system, and by reference to the development of recognized best practice.

This Email Policy includes the following information: Purpose of the Email Policy, Policy Statement, Standards of Acceptable Use, Legal Consequences of Misuse of Email Facilities, Advice on Acceptable and Appropriate Use of Email Facilities, Investigation of Complaints and Related Documents

Purpose of the Email Policy

The Email Policy provides guidelines of acceptable use, for the purpose of sending or receiving email messages and attachments, of any IT facilities, including hardware, software and networks, provided by European Graduate School.

The Policy describes standards that users (generally students and staff) are expected to observe when using these facilities for email. This policy also ensures that users are aware of the legal consequences attached to inappropriate use of the facilities.

The Policy establishes a framework within which users of these email facilities can apply self-regulation to their use of the facilities.

The Policy is designed to advise users that their usage of facilities for email will be monitored and, in some cases, recorded. The Policy is also linked to the disciplinary procedures for students and staff, and usage of email facilities in breach of the Policy may lead to appropriate disciplinary action being taken.

The Policy also specifies the actions that European Graduate School will take in the investigation of complaints received from both internal and external sources, about any unacceptable use of email that involves the IT facilities of European Graduate School.

Policy Statement

Scope of the policy

This Email Policy applies to the use, for the purpose of sending or receiving email messages and attachments, of any IT facilities, including hardware, software and networks, provided by the European Graduate School.

The Policy is applicable to members of staff, students and other authorized users of IT facilities of European Graduate School.

Appropriate and Proper Use

European Graduate School supports the appropriate and proper use of the Internet, email, and related services and facilities provided for its students, staff and other authorized users.

Regulatory Framework

Associated with the provision of these services and facilities, European Graduate School takes seriously its responsibility to provide an appropriate regulatory framework, including specific standards and guidance for the appropriate use of these services and facilities. The Email Policy constitutes a component part of this regulatory framework.

Acceptance of Policies and Regulations

It is a condition of use of IT and email facilities provided by European Graduate School, by a student, member of staff or other authorized person, that the user agrees to be bound by the relevant Policies and Regulations.

Monitoring Arrangements

EGS will keep appropriate and legally required monitoring arrangements in relation to all Internet, email and related services and facilities that it provides, and will apply these monitoring arrangements to all users.

These arrangements may include checking the contents of, and in some instances recording, email messages for the purpose of: establishing the existence of facts relevant to the business; ascertaining or demonstrating standards which ought to be achieved by those using the facilities; preventing or detecting crime; investigating or detecting unauthorised use of email facilities; ensuring effective operation of email facilities; determining if communications are relevant to the business.

European Graduate School may apply automatic message monitoring, filtering and rejection systems as appropriate, and deny transmission of messages with content that is unacceptable in the terms of this Policy.

These monitoring arrangements will operate on a continual basis, with the express aim of monitoring compliance with the provisions of the School’s Email Policy and IT Regulations and for the purposes outlined above as permitted by the United Kingdom Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000.

Disclaimers

European Graduate School may arrange for an appropriate disclaimer to be appended to all email messages that are sent to external addresses from the University, in order to provide necessary legal protection.

Action in the Event of a Breach of the Standards of Acceptable Use

In situations where there is determined to have been a breach of the standards of acceptable use, as described in the appropriate section of this Policy, European Graduate School will, as a first action, act quickly to prevent repetition of the breach, for example to withdraw any unacceptable materials. This action will be done in accordance with the normal managerial arrangements.

Subsequent action will be as described below.

Indications of non-compliance with the provisions of the Email Policy will be investigated, as appropriate, in accordance with the provisions of the European Graduate School's Disciplinary Procedures, as applicable to staff and students.

Subject to the findings of any such investigation, non-compliance with the provisions of the Email Policy will lead to appropriate disciplinary action, which could include dismissal on the grounds of gross misconduct. Furthermore, publication of some materials may not only amount to a disciplinary offense, but also a criminal offense, in which case the issue will be reported to the police for them to take appropriate action.

Standards of Acceptable Use

Appropriate Use of the Services and Facilities

European Graduate School’s main purpose in providing IT facilities for email is to support the teaching, learning, research and approved business activities of the University. IT facilities provided by European Graduate School for email should not be abused. An absolute definition of abuse is difficult to achieve but certainly includes (but is not necessarily limited to):

General Standards of Use

IT facilities provided by European Graduate School for email should not be used for:

The creation or transmission of material which brings the European Graduate School into disrepute.

The creation or transmission of material that is illegal.

The transmission of unsolicited commercial or advertising material, chain letters, press releases or other junk-mail of any kind

The unauthorized transmission to a third party of confidential material concerning the activities of European Graduate School.

The transmission of material such that this infringes the copyright of another person, including intellectual property rights.

Activities that unreasonably waste staff effort or networked resources, or activities that unreasonably serve to deny service to other users.

Activities that corrupt or destroy other users' data or disrupt the work of other users.

Unreasonable or excessive personal use. (See below)

Creation or transmission of any offensive, obscene or indecent images, data or other material. (Other than for reasons specified below).

Creation or transmission of material which is designed or likely to cause annoyance, inconvenience or anxiety.

Creation or transmission of material that is abusive or threatening to others, serves to harass or bully others, discriminates or encourages discrimination on racial or ethnic grounds, or on grounds of gender, sexual orientation, marital status, disability, political or religious beliefs.

Creation or transmission of defamatory material or material that includes claims of a deceptive nature.

Activities that violate the privacy of others or unfairly criticize, misrepresent others; this includes copying distribution to other individuals.

Creation or transmission of anonymous messages or deliberately forging messages or email header information, (ie without clear identification of the sender) or for 'flaming'.

Deliberate unauthorized access to services and facilities

Unauthorized provision of access to services and facilities of European Graduate School by third parties.

In relation to the personal use of IT facilities of European Graduate School for email, if users are in any doubt about what constitutes acceptable and appropriate use, they should seek the advice and guidance, in the case of members of staff, of the Information Department, the Chief Information Officer, and in the case of students, of their Course Tutor.

Legal Consequences of Misuse of Email Facilities

In a growing number of cases involving the civil or criminal law, email messages (deleted or otherwise) are produced as evidence in a permanent written form.

There are a number of areas of law which apply to use of email and which could involve liability of users or European Graduate School. Including the following:

Intellectual property. Anyone who uses email to send or receive any materials that infringe the intellectual property rights of a third party may be liable to that third party if such use is not authorized by them.

Obscenity. A criminal offense might be committed if a person publishes any material which is pornographic, excessively violent or which comes under the provisions of the United Kingdom Obscene Publications Act 1959. Similarly the United Kingdom Protection of Children Act 1978 makes it an offense to publish or distribute obscene material of a child.

Defamation. The Internet, as a form of publication, is within the scope of legislation relating to libel where a statement or opinion is published which adversely affects the reputation of a person, group of people or an organization. Legal responsibility for the transmission of any defamatory, obscene or rude remarks which discredit an identifiable individual or organization will rest mainly with the sender of the email and may lead to substantial financial penalties being imposed.

Data Protection. Processing information (including photographs) which contains personal data about individuals, requires the express written consent of those individuals. Any use of personal data beyond that registered with the Data Protection Commissioner will be illegal. Discrimination. Any material disseminated which is discriminatory or encourages discrimination may be unlawful under the United Kingdom Sex Discrimination Act 1975, the United Kindom Race Relations Act 1976 or the United Kingdom Disability Discrimination Act 1995 where it involves discrimination on the grounds of sex, race or disability.

The above is only designed to be a brief outline of some of the legal consequences of misuse of email facilities.

Advice on Acceptable and Appropriate Use of Email Facilities

It should be remembered that use of IT facilities for email in an unacceptable and inappropriate manner and breach of this Policy may be treated as a disciplinary offence. If users are in any doubt about what constitutes acceptable and appropriate use of email facilities, they should seek the advice and guidance, in the case of members of staff, of the Information Department, the Chief Information Officer, and in the case of students, of their Course Tutor.

Investigation of Complaints

The European Graduate School will investigate complaints received from both internal and external sources, about any unacceptable use of email that involves European Graduate School facilities.

The investigation of facts of a technical nature, e.g. to determine the source of an offending email message, will be undertaken by Information Services in conjunction with other departments as appropriate.

Where there is evidence of a criminal offence, the issue will be reported to the police for them to take appropriate action. European Graduate School will co-operate with the police and other appropriate external agencies in the investigation of alleged offences.

In the event that the investigation of the complaint establishes that there has been a breach of the standards of acceptable use, then action will be taken as described in the appropriate Section of this Policy.

Related Documents

Further useful information may be found in the following documents:

Google Email Policies