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​​​​​(revision approved by the Information Strategy and Governance Committee on 16 March 2015)

A.         Purpose

1.          The acceptable use and unacceptable use of the Email Services and related violation penalties, if any, are governed by the “Policy on Use of IT Services and Facilities”, “Campus IT Network Regulations”, “Electronic University Data Regulations”, “Information Security Policies and Standards” and additional regulations defined in this document.

2.      The use of externally hosted email services are further governed by the Terms and Conditions (T&C), if any, of their respective service providers.

B.          Scope

1.       All users of University provided Email Services are subject to regulations defined in this document.

C.          Statement

1.       All emails sent from the staff’s computer accounts via services managed by Central IT, including replies and forwarded email, should contain the standard disclaimer of the University:

“This email (including any attachments) is for the use of the intended recipient only and may contain confidential information and/or copyright material. If you are not the intended recipient, please notify the sender immediately and delete this email and all copies from your system. Any unauthorized use, disclosure, reproduction, copying, distribution, or other form of unauthorized dissemination of the contents is expressly prohibited.”

2.       Users must not use email for activities such as defamation, abuse, harassment, obscenity, threats or otherwise violating the legal rights (such as rights of privacy and publicity) of others.

3.       Users shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the University or any unit of the University unless expressly authorised to do so.

4.       Users must not impersonate another person or entity, or falsify or delete any author attributions, legal or other proper notices or proprietary designations or labels of the origin or source of software or other material contained in a file that is sent.

5.       The Email Services shall not be used for purposes that can reasonably be expected to cause, directly or indirectly, either strain on any IT Resources or interference with others' use of such IT Resources.  For example, users must not send or forward chain-mail, mail-bombs or spam.

6.       Users must not intentionally transmit any viruses, worms, defects, Trojan horses, or any items of destructive nature. They shall also protect their computers to avoid unintended transmission of the above.

7.       Users must take necessary precautions to protect the confidentiality of personal or confidential information found in Email and its backups, archives, cloud storage or other electronic records stored.

8.       According to the “Information Classification and Handling Standard”, email that contains any information that has been classified as “RESTRICTED” or “CONFIDENTIAL” must be encrypted for transmission and storage.

9.       Users must follow the good practice to avoid activities that may affect the performance of the Email system and interfere with the work of others such as subscribing to list-servers, transmitting messages with large attachments or sending messages to a large group of recipients.

10.    Users may use,, and Email Services for incidental personal purposes provided that such use does not (a) interfere with the University's operation; (b) interfere with the user's obligations to the University, or (c) incur noticeable costs to the University.

11.    The Email Services must not be used as a kind of storage for University records.  System backups for the Email Services are performed only for the purposes of disaster recovery, and of judicial discovery requests from law enforcement agencies of the Hong Kong SAR Government when contents of such backups may be legally admissible.  Appropriate storage for retention and disposal of work-related email is the responsibility of the originator/recipient of the email.  It is the responsibility of all staff to ensure that their email records are retained for the appropriate period, and are also deleted when appropriate in accordance with the record type.

12.    To maintain the health of the Email Services, Central IT reserves the right to take any measures, subject to the prevailing rules on confidentiality, privacy and accountability stipulated by the respective IT Service Providers, to examine the message content, remove or reject any electronic messages that are considered harmful to the service.

13.    In order to be able to effectively and speedily stop the delivery of any possible spam email, Central IT, upon receiving a number of complaints, will block further delivery of such or similar email at its discretion.

14.    Direct marketing messages which are sent via the Email Services should follow the procedures about the use of personal data in direct marketing given under the University Code of Practice on Personal Data (Privacy) Issues and be compliant with the Unsolicited Electronic Messages Ordinance (UEMO) of Hong Kong.

D.         Enforcement

1.       Failure to comply with any regulation defined in this document may result in penalties as described in the "Policy on Use of IT Services and Facilities."

E.          Terms and Definitions

1.       A common set of terms and definitions used in the IT Policies and Regulations are defined in the “Policy on Use of IT Services and Facilities” document.

F.           Related Policies and Regulations

1.       This document is only part of the IT Policies and Regulations. The “Policy on Use of IT Services and Facilities” contains a complete list of other documents in the IT Policies and Regulations.

2.       The IT Policies and Regulations may be revised from time to time as necessary without prior notice.

G.         Contact Information

1.        For questions about this document, please contact the Office of the Chief Information Officer (OCIO) at