Email Usage Terms & Condition

Acceptable use

The purpose of this policy is to describe the acceptable use of the University’s email and related services, systems, and facilities.

The Policy will be made available to users of the email and related services and facilities. There will also be periodic review of the Policy and, if necessary, amendment from time to time. This will be necessary with regard to the expected development of the system, the operational use of the system and generally recognised best practice.

Email services are provided by the University to support its primary role of education and research and associated functions related to this role.

1 General

Lumbini Buddhist University’s main purpose in providing IT facilities for email is to support the teaching, learning, research and approved business activities of the University. IT facilities provided by the University for email should not be abused. An absolute definition of abuse is difficult to achieve but certainly includes (but is not necessarily limited to):

  • creation or transmission of material which brings the University into disrepute
  • creation or transmission of material that is illegal
  • the transmission of unsolicited commercial or advertising material, chain letters, press releases or other junk-mail of any kind
  • the unauthorized transmission to a third party of confidential material concerning the activities of the University
  • the transmission of material such that this infringes the copyright of another person, including intellectual property rights
  • activities that unreasonably waste staff effort or networked resources, or activities that unreasonably serve to deny service to other users
  • activities that corrupt or destroy other users’ data or disrupt the work of other users
  • unreasonable or excessive personal use (See 2 below)
  • creation or transmission of any offensive, obscene or indecent images, data or other material (other than for reasons specified in 4.3 below)
  • creation or transmission of material which is designed or likely to cause annoyance, inconvenience or anxiety
  • creation or transmission of material that is abusive or threatening to others, serves to harass or bully others, discriminates or encourages discrimination on racial or ethnic grounds, or on grounds of gender, sexual orientation, marital status, disability, political or religious beliefs
  • creation or transmission of defamatory material or material that includes claims of a deceptive nature
  • activities that violate the privacy of others or unfairly criticize, misrepresent others; this includes copying distribution to other individuals
  • creation or transmission of anonymous messages or deliberately forging messages or email header information, (ie without clear identification of the sender) or for ‘flaming’
  • the unauthorized provision of access to University services and facilities by third parties

2 Personal use

The University permits the use of its IT facilities for email by students, staff and other authorised users for a reasonable level of personal use. An absolute definition of abuse is difficult to achieve but certainly includes (but is not necessarily limited to):

  • a level of use that is not detrimental to the main purpose for which the facilities are provided
  • priority must be given to use of resources for the main purpose for which they are provided
  • not being of a commercial or profit-making nature, or for any other form of personal financial gain
  • not be of a nature that competes with the University in business
  • not be connected with any use or application that conflicts with an employee’s obligations to the University as their employer
  • not be against the University’s rules, regulations, policies and procedures and in particular this email policy

3 Research and related

It is recognized that, in the course of their work or research, individuals of the University may have a requirement to transmit or receive material that would normally be defined as offensive, obscene, indecent or similar. In the case of properly supervised or lawful research purposes, it is acceptable to do so. If in doubt advice should be sought.

-Source :