To clarify terms used within these policies, the following definitions are provided:

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1 Baker University Plicy services are prvided t the Baker cmmunity in supprt f the educatinal missin f the University and the administrative functins t carry ut that missin. Users f Baker services are expected t act in accrdance with the Infrmatin Technlgy Respnsible Use Plicy and with prfessinal and persnal curtesy and cnduct. may nt be used fr unlawful activities. The University may revke accunts if a persn has failed t cmply with University plicy r used an accunt unlawfully. Many fficial cmmunicatins frm Baker will be distributed t students exclusively via Baker . It is the student's respnsibility t check their Baker regularly. Definitins T clarify terms used within these plicies, the fllwing definitins are prvided: accunt: An accunt is the lcatin where mail is actually delivered. It is a cmbinatin f a lgin username and passwrd and disk space. A persn may have several e- mail accunts n different cmputers r servers. username: The actual name f the accunt as typed in at the Username prmpt when lgging nt . usernames fr CAS and SPGS faculty and staff are cnstructed as fllws: first initial, last name, (ptinally) unique number Fr example: Jane Smith wuld be JSmith if there were n ther JSmith accunts. Otherwise she wuld have a number in the username such as JSmith2 usernames fr SPGS adjunct faculty are cnstructed as fllws: first name, last name, (ptinally) unique number Fr example: Jane Smith wuld be JaneSmith if there were n ther JaneSmith accunts. Otherwise she wuld have a number in the username such as JaneSmith2. usernames fr CAS and BUSN students are cnstructed as fllws based n the student's name as submitted n their admissins applicatin: last name_first initial, (ptinally) unique number Fr example: Jhn Brwn wuld be Brwn_J if there were n ther Brwn_J accunts. Otherwise he wuld have a number in the username such as Brwn_J2. usernames fr SPGS students are cnstructed as fllws based n the student's name as submitted n their admissins applicatin: first initial, middle initial, last name Fr example: Jhn David Brwn wuld be jdbrwn if there were n ther jdbrwn accunts. Otherwise he wuld have a number in the username such as jdbrwn2. delivery address: The address is the delivery address. Each accunt has its wn unique delivery address which can be given ut t crrespndants as ne's address. Fr CAS & SPGS faculty and staff accunts, the server name can be drpped frm the address when giving ut an address (i.e. The server names are as fllws: CAS and SPGS faculty and staff server name (can be drpped when given ut t ther peple): exchange SPGS adjunct faculty server name: spgsmail CAS and BUSN students server name: wildcat SPGS students server name: spgsmail July

2 Baker University Plicy name address: Fr faculty and staff, the address is an alias address. It is linked t the persn's accunt but is, itself, nt an accunt username, but rather a permanent alias. Use f the name address ensures that the address will remain the same the whle time ne is at Baker. Fr CAS and BUSN students, the address is als prvided as an alias address. Alias addresses are nt available t SPGS faculty, staff, adjuncts r students, therefre, the delivery address shuld be given t crrespndents. Schl f Nursing faculty and staff are prvided with a Baker alias address linked t their Strmnt-Vail accunt. Examples f addresses: CAS faculty/staff address: SPGS faculty/staff address: SPGS adjunct faculty address: CAS & BUSN student address: SPGS student address: Preferred accunt: Baker des nt recmmend the frwarding f Baker t ther accunts. Baker cannt guarantee that the targetted server will recieve that mail. Many systems have been set up t limited qutas r refuse frwarded mail s frwarded Baker may never be received at the targetted accunt. Baker takes n respnsibility fr errrs in setting up frwarding r fr nn-delivery f Baker by the targetted accunt. Security, Privacy and Cnfidentiality Baker cannt guarantee the security, privacy, and cnfidentiality f . Users shuld nt assume cnfidentiality f their . Users shuld exercise cautin when sending persnal, financial, cnfidential r sensitive infrmatin by . Examples f why e- mail cnfidentiality cannt be guaranteed are: may be subject t disclsure under law. Back-up cpies may be retained fr perids f time and in lcatins unknwn t senders and recipients even if the user has deleted it frm their accunt r PC. In the curse f rutine systems maintenance, trubleshting and mail delivery prblem reslutin, netwrk r systems staff may inadvertently see the cntent f messages. Passwrd prtectins are advised but cannt be guaranteed. Senders can mask their identity. Messages can be easily frwarded withut permissin t individuals r grups, even thugh it vilates cpyright law. Messages can be intercepted while in transit thrugh the netwrk. Frwarded messages can be altered frm the riginal. Encryptin and digital signatures are evlving technlgies and are nt yet available fr use at Baker. Once a message is received n a machine utside f Baker, all f the abve cncerns cntinue t apply. Users must maintain the security f accunts. Users are advised t prtect and regularly change their accunt passwrds. Passwrds are nt t be shared with thers and their cnfidentiality is t be strictly maintained. Users will be held accuntable fr all actins perfrmed with their passwrds, including thse perfrmed by ther individuals as a result f user negligence in prtecting cdes. N ne is t use anther individual's accunt, with r withut permissin. Unauthrized annymus and pseudnymus cmmunicatins are prhibited. Misrepresenting r frging the identity f the sender r the surce f an electrnic cmmunicatin is prhibited. July

3 Baker University Plicy The intentinal prpagatin f cmputer "wrms" and "viruses", the sending f electrnic chain mail, denial f service attacks, and inapprpriate "bradcasting" f messages t large numbers f individuals r hsts are prhibited. Accunts Eligibility fr an accunt is defined in the Baker University Infrmatin Technlgy Respnsible Use Plicy. Users f must adhere t the Baker University Infrmatin Technlgy Respnsible Use Plicy. accunts are assigned a disk quta n the server which can nly be increased based n valid business justificatin. accunts can be immediately lcked upn the request f an administrative department head r dean. When a user's affiliatin with Baker ends Baker will terminate access t accunts. Baker may, at its discretin, permit the user t have the access t frwarded r redirected fr a limited perid f time. addresses are held frm use fr ne year t avid pssible cnfusin f mail delivery. Addresses name addresses are generated frm the user's legal name and must be unique. Duplicate names are reslved based n an alternate name selected by the affected user(s) r the use f a unique number with the name. usernames and name addresses may be changed when a user legally changes their name. Users wh pt t use their frm f address have ne pprtunity t change the first name prtin f the name address during their time at Baker. The last name in the address must be the user's legal last name. A user may elect t use either the name address fr faculty and staff r fr CAS and BUSN students) r the delivery address as their address. Use f e- mail delivery address is subject t change any time the server is retired and/r replaced by anther server. Ntificatin f server changes will be issued by Cmputer Services at least 2 mnths in advance f such a change. Grup r Departmental Accunts In sme situatins, a single pint f cntact is required where multiple individuals manage service requests. These accunts are permitted as fllws: The department head will determine when a single grup accunt is required t cnduct the business f the department and will be respnsible fr all f the accunt activities. July

4 Baker University Plicy Distributin Lists Mailing lists may be used fr purpses related t teaching, curse-wrk, research, and administratin at Baker University and university sanctined student activities. All list users need t unsubscribe frm lists r suspend mail delivery frm lists if they intend t use aut respnders (e.g., the vacatin prgrams) fr brief perids f time. Cmmercial use f mailing lists, except fr authrized Baker University business is prhibited. Use f mailing lists fr private business, fund-raising r advertising n behalf f nn- Baker rganizatins is prhibited. Activities that may strain the r netwrk facilities mre than can be reasnably expected are in vilatin f this plicy. These activities include, but are nt limited t: sending chain letters, "spam" r the widespread disseminatin r unslicited , and "letter bmbs" t resend the same repeatedly t ne r mre recipients. Every mailing list will have an wner r a grup f wners wh will be actively invlved in managing the mailing list. List wners have the fllwing respnsibilities: Owners need t keep the subscriptin list current at all times. Owners need t analyze errr messages and take apprpriate actin. Owners need t respnd quickly t cmmunicatins frm Cmputer Services. Owners need t assign an "alternate wner" wh must check if the primary wner is unable t d s fr mre than 2 days. Owners need t infrm Cmputer Services when the list is n lnger needed s that it may be deleted. If there is a list that has had n activity fr three mnths, Cmputer Services will delete the list after ntifying the wners. Directry Plicies The Baker University electrnic and printed directries are prvided slely fr the purpse f assisting individuals t cntact ne anther. Infrmatin in the directries may nt be extracted by any means fr the creatin f distributin lists fr use by businesses r ther rganizatins utside f Baker. Use f directry infrmatin fr slicitatin f business r dnatins is expressly prhibited. Students wh have requested privacy lcks with the Registrar will nt appear in the nline directry. Backups In the event f a system disaster, will be restred t the state f user accunts n that server at the time f the last back-up. As messages may be received and subsequently deleted r lst since the last backup, Baker cannt guarantee that all messages can be restred. Baker is nt able t restre individual messages r mailbxes n servers. It is the user's respnsibility t back up cpies f their wn n their PC. left n an server will be backed up by Baker Cmputer Services nightly. July

5 Baker University Plicy Abuse and Plicy Enfrcement services are prvided t the Baker cmmunity t cnduct University business. Vilatins f the Baker University Respnsible Use and plicies as well as ther University relevant plicies will be subject t disciplinary actin and vilatrs may have their accunt suspended during any investigatin. The fllwing is a nn-exhaustive list f examples f abuse: Excess persnal use that interferes with University business by burdening the netwrk r systems r by interfering emplyment bligatins. Interference with ther peple's use f . Intentinal unauthrized access f ther peple's . Sending 'spams', chain letters, letter bmbs r any ther type f widespread distributin f unslicited . Frging . Giving the impressin yu are representing the University unless yu are authrized t d s. Use f fr cmmercial activities r persnal gain. Sending f ffensive r abusive messages. Cnducting unlawful activities. abuse may be reprted t the Assciate Dean f Infrmatin Services r the Directr f Human Resurces. Reprts f abuse will be investigated and handled as apprpriate. In all cases, d nt delete any evidence r message(s) as they can be used as evidence. Respnsibility fr Plicies The Assciate Vice President f Infrmatin Services is respnsible fr implementing this plicy in cperatin with the Administrative Cuncil and the Directr f Human Resurces. The University has the right t change this plicy as necessary. The Administrative Cuncil must apprve changes t plicy; final authrity rests with the President. July

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