Rules of E-mail Operation at the Prague University of Economics and Business (SR 4/2019)
This directive, which applies throughout the school, lays down the rules for the operation of electronic mail at the Prague University of Economics and Business.
|Processor:||Reviewed by:||Approved by:|
|Name:||Ing. Lubos Pavlicek||Ing. Milan Nidl, MBA||Leader: prof. Ing. Hana Machkova, CSc.|
|Department / function:||Head of the BOD Department of the IT Center||Director of the IT Center||Rector|
|Date:||June 25, 2019||June 25, 2019||July 8, 2019|
|Signed by:||Ing. Luboš Pavlíček||Ing. Milan Nidl, MBA||prof. Ing. Hana Machkova, CSc.|
|Valid from:||8 July 2019||Valid until:||appeal|
|Effective from:||9 July 2019||Effective until:||appeal|
Article 1 – General conditions
- The electronic mail system at the Prague University of Economics and Business is designed to fulfill the work and study obligations of users.
- These rules specify the regulations of PR 1/2007 Operation and use of computer technology and computer network and SR 5/2018 Protection and processing of personal data.
- The operator of electronic mail in the sense of PR 7/2018 Rules of Operation and Use of University Information System of the University of Economics is the Informatics Center. Information on e-mail and contact details for processing individual requests can be found on the website of the Information Center.
- Prague University of Economics and Business uses the second level Internet domain @ vse.cz for e-mail. The Faculty of Management, its staff and students may use the third-level @ fm.vse.cz e-mail domain for backward compatibility. Other third-level domains can be used in consultation with your e-mail provider.
- The capacity of electronic mailboxes is limited, limited by technical possibilities. If the capacity is exceeded, e-mail reception may be rejected automatically.
- The size of the transmitted e-mail messages is limited. The specific limit is given by the technical capabilities of individual postal systems.
- In order to protect property and ensure the security of computer technology, e-mail is automatically scanned for viruses and SPAM (spam). Quarantined files and messages can only be used to improve antivirus and antispam control.
- The operation of electronic mail is monitored and recorded by the operator for the purpose of:
- optimizing the operation of the electronic mail system;
- preventing unauthorized access and misuse of the computer network and computer resources;
- dealing with incidents affecting school property and interests;
- fulfillment of a legal obligation pursuant to Act No. 127/2005 Coll., on Electronic Communications, as amended, and Decree No. 357/2012 Coll., on the Retention, Transfer and Disposal of Operational and Location Data.
Article 2 – Personal email addresses and personal mailboxes
- Each user is assigned a personal e-mail address in the form firstname.lastname@example.org, where username is the username assigned to access the computer network of the Prague University of Economics and Business. Employees are assigned an e-mail address in the form email@example.com, if technically possible.
- Users have personal mailboxes in Office 365 and the Study System (InSIS). Users can send e-mail from both servers, incoming mail goes only to one of them, the so-called distribution server. Employees and students of accredited degree programs use Office 365 as the distribution server. Students can change the distribution server with regard to the extent of using the school mail.
- In the mailbox, users can choose to forward incoming mail to a different email address. Employees may set forwarding only to other mailboxes that are managed by VŠE.
- Once created, only the user has access to the personal mailbox. Users can only grant access to their mailbox to other users by granting delegation access permissions. They can remove access at any time. Individual users must not be forced to provide access to a personal mailbox.
- Personal e-mail addresses shall be canceled no later than 180 days after the end of the last role at VŠE. Personal mailboxes can be canceled earlier.
- When away, employees are advised to set up an automatic absence notification. You should include an email address for urgent business matters in your notice. If the alert is not set when you are away, the manager can ask the email operator to set up the alert.
- The message in the employee’s personal mailbox or sent to the employee’s personal e-mail address may be read by VŠE (employer) subject to the following conditions:
- it is the legitimate interest of the school outweighs the fundamental rights or freedoms of the employee;
- the message headers (sender, subject) indicate that it is a working e-mail;
- the employee is absent for a long time and any delay would cause harm to the school’s rights.
The specific request for access to the content of the work report is decided by the executives referred to in Articles 4 and 5 of the Data Protection and Processing Directive (SR 5/2018) within the scope of their powers, after prior consultation with the Data Protection Officer.
The decision on access to the content of the work report is technically ensured by the e-mail operator, which also records access to the content of the work report and informs the employee concerned about the access.
Article 3 – Business email addresses and mailboxes
- Service e-mail addresses are not associated with specific persons, but serve to ensure the activities of VŠE. These email addresses usually reflect the name of the department, the title of the function, the activity label, the name of the project, etc..
- Letters delivered to service email addresses shall be delivered either to personal mailboxes or to service mailboxes. Multiple workers usually have access to service mailboxes
- Establishment of service e-mail addresses, re-routing of service postal addresses or modification of access to service mailboxes shall be provided by the electronic mail operator..
Article. 4 – Bulk mail and business communications
- Bulk mail means sending the same or similar letters to multiple recipients.
- Except in specific situations where the purpose of a bulk email is to initiate a discussion between its recipients, the recipient of the bulk email should not see the other recipients.
- Commercial communications must meet the requirements of Act No. 480/2004 Coll., On certain information society services, and must, among other things, allow unsubscribe from the collection of other messages. This also applies to business messages sent to students and school staff.
- A message for VŠE employees or students sent from school e-mail addresses shall not be considered a commercial communication if it is directly related to the fulfillment of recipients’ work or study obligations. Unclear cases should be consulted with the Data Protection Officer.
Article 5 – Sending mail from applications and servers
- Server and application administrators may ask the e-mail operator to authorize the sending of mail from the server or application.
- Mail from servers and applications must be routed through servers specified by the provider. Sending mail through other servers may be blocked.
- If the recipients of letters sent from the server or application are to respond to the letters, the sender’s address or the reply address must be set to an existing school e-mail address (personal or business). If the recipients of the letters are not supposed to respond, the email address firstname.lastname@example.org should be used. Any responses sent to this address are automatically discarded.
Responsible person: Ing. Luboš Pavlíček Last update: 9. 7. 2019