General Email Usage Guidelines

  1. Cypress-Fairbanks ISD Board Policy CQ (Local), CQ (Regulation) and Exhibit A regulate the use of email.

  2. Email is a district service provided by public funds. Email is for instructional and administrative use. Sending jokes, chain letters, etc. via email is considered an inappropriate use of district equipment.

  3. Email is viewed as a public document and can become part of a legal process. Care should be given to the tone of the email. Also, grammar and spelling should be checked before an email is sent. As stated in Board policy, email shall not be considered confidential and may be monitored. Remember that email can be sent to others without one’s knowledge.

  4. School personnel should service their email at appropriate times. For example, teachers should service their email before and after school, during their lunch breaks, and during conference periods.

  5. Building administrators should approve an email distributed to an entire campus staff. School employees should follow District and school guidelines when distributing an email to the entire school staff.

  6. Email should be positive or informative and never negative in content.

  7. Use proper email etiquette as described in CFISD Netiquette.

  8. Revealing personal addresses or phone numbers of others is prohibited.

  9. Email should be professional in nature, to the point, and signed correctly. See examples in CFISD Netiquette.

  10. Use good judgment in forwarding any email. Ensure that privacy considerations are taken into account. See CFISD Netiquette.

  11. If you will be unable to receive your email for an extended period of time (e.g. two or more days), please use the Out of Office Alert strategy in the GroupWise email system. Check the Help menu in GroupWise for instructions on how to create the Out of Office notification.

  12. Consider using a signature at the end of your email in order to identify yourself and to eliminate the need for you to enter the information each time you send an email.

 

Think about it...

You received the most hilarious joke at home and forwarded it to yourself at school. You have a group of friends in the district whom you know would enjoy this joke and decide to forward it to all of them at their school email addresses. You know the joke is slightly off-color, but seriously doubt that any of these friends would be offended by it. Is it appropriate to send it to school email addresses? No. Sending educationally-inappropriate emails is not appropriate while using district technology.

Hint: Check yourself by highlighting the whitespace after the statement.

 

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