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You must always follow Emory University's Information Technology Conditions of Use Policy (Policy 5.1) for any electronic system located at Emory, as well as follow the guidelines below when using LearnLink. Here are the guidelines we expect you to follow when using Emory's email systems. Some of these are especially important to the use of LearnLink, and this includes the use of other accounts that communicate with LearnLink and vice versa.
- Never give your NetworkID or password to another person no matter how much you trust them.
- Never log in with a password and ID that is not yours.
- Never send unsolicited advertisements, bulk-mail, chain letters, or any other type of spam to individuals or conferences on LearnLink.
- Under United States law, it is unlawful "to use any telephone facsimile machine, computer, or other device to send an unsolicited advertisement" to any "equipment which has the capacity (A) to transcribe text or images (or both) from an electronic signal received over a regular telephone line onto paper." The law allows individuals to sue the sender of such illegal "junk mail" for $500 per copy. Most states will permit such actions to be filed in Small Claims Court.
- Don't send unsolicited mail to conferences or lists that you are not subscribed to. Conferences are set up with a specific purpose (which is usually identified by the name of the conference). And the owners will generally have a area set up for general inquiries. Not following this guideline is the electronic equivalent of walking into a meeting room where you are not invited and shouting.
- Never send unsolicted mail to a class conference that you are not enrolled in. This is the equivelent of walking into a classroom and disrupting it, and may be subject to the same Conduct Code regulations.
- Never hide your identity on LearnLink. Many people use a feature to make a nickname appear in the subject line. If you are attempting to use this feature to represent yourself as another individual or hide your real identity, you may be in violation of policy.
- Never use your account to have a mass chat with everyone on the LearnLink system. This results in the chat priviledge being removed from your account.
- Don't use the academic networks for commercial or proprietary work. This also applies to academic equipment (computers, printers and copiers) purchased and housed at Emory. (No, you can't use your personal Emory Web space or LearnLink to advertise the new business you're getting off the ground.)
- Never use our network for illegal activity. This may make sense, but you are responsible for knowing the rules and regulations on the illegal attainment and distributon of pirated MP3 music files, copyrighted movies and copyrighted software. Just because it is easy to attain and share these files doesn't mean you can. You run a grave risk of being prosecuted for illegal activity and losing your access to our network.
- Do not use more than your share of the university's electronic resources. Each person is provided 30 megabytes of space on the LearnLink system and 5 megabytes on the @emory.edu/web servers. To lower your space usage on LearnLink, delete the messages in your account that are the largest in SIZE (you may sort your messages by size to find the largest).
- Do not send huge files over email. If you need to get an extremely large file compressed and from point A to point B, please ask, we can help you as long as the file is legitimate. Most servers will not accept attachments over 3 megabytes.
- If you control a conference, there are additional guidelines that you must follow. If you violate these guidelines, your conference control status will be revoked from the system.
- Ask IT@Emory before you create and send to your own large mail lists (ie more than ten people, listserv or conference addresses). If you would like to get an announcement out to a large number of people, Emory has efficient services set up (For instance an all-student listserv or the Emory Announcements conference) to aid you in the delivery of these announcements. If you are not sure, just ask a system administrator and we'll help. Failure to do so may be considered a misuse of Emory resources.
Good Email Habits - Follow chain of command procedures for corresponding with superiors. For example, don't send a complaint via Email directly to the "top" just because you can.
- Be professional and careful what you say about others. Email is easily forwarded.
- Cite all quotes, references and sources and respect copyright and license agreements.
- It is considered extremely rude to forward personal email to mailing lists or Conferences without the original author's permission.
- When quoting another person, edit out whatever isn't directly applicable to your reply. Don't let your mailing software automatically quote the entire body of messages you are replying to when it's not necessary. Take the time to edit any quotations down to the minimum necessary to provide context for your reply. Nobody likes reading a long message in quotes for the third or fourth time, only to be followed by a one line response: "Yeah, me too."
- Focus on one subject per message and always include a pertinent subject title for the message, that way the user can locate the message quickly.
- Include your signature at the bottom of Email messages when communicating with people who may not know you personally or broadcasting to a dynamic group of subscribers.
- Capitalize words only to highlight an important point or to distinguish a title or heading. Capitalizing whole words that are not titles is generally termed as SHOUTING! If the message is sent to another LearnLink address, use the stylized text features included with the software to make your point.
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