This email and communication policy establishes guidelines for the appropriate use of email and other communication tools provided by the institution. It aims to ensure that digital communication supports educational, professional, and administrative objectives while respecting privacy, security, and legal requirements.

Scope

This policy applies to all users of the university’s email systems, including students, staff, faculty, and other authorized users. The guidelines cover both internal and external communications conducted through official university platforms.

Authorized Use

• Email accounts are intended for educational, research, professional, and administrative purposes in support of Bellarmine’s mission.
• Users must not use university email accounts for personal gain, unauthorized business activities, any illegal purposes, or to establish personal accounts (social media, streaming services, shopping, or other Internet accounts).
• Mass emails or distribution lists must be approved by relevant administrative authorities to ensure relevance and avoid unnecessary congestion of the network.

Confidentiality and Security

• Users are responsible for maintaining the confidentiality of sensitive information transmitted via email.
• University emails should not be forwarded to unauthorized individuals or external parties without explicit permission.
• Security measures, such as two-factor authentication and strong passwords, must be employed to protect email accounts from unauthorized access.

Professional Conduct

• All communications should align with the university’s values, promoting respect, integrity, and professionalism.
• Users must avoid offensive, discriminatory, or harassing language in email communications.
• Emails should adhere to formatting and language standards suitable for professional correspondence.

Monitoring and Privacy

The university reserves the right to monitor email communications to ensure compliance with this policy and the security of its systems. While respecting user privacy, email activity may be logged and reviewed in cases of suspected misconduct or breaches of security.

Policy Violations

• Suspension or termination of email access privileges for policy violations.
• Disciplinary action as outlined in the university’s Student Code of Conduct or Employee Handbook.
• Legal consequences for activities violating local, state, or federal laws.

Updates to the Policy

The university regularly reviews and updates this policy to align with technological advances and regulatory changes. Users will be informed of revisions through official communications.

Contact Information

For questions, concerns, or requests regarding this policy, users may contact the Technology Support Center at 502-272-8301 or [email protected].