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National Yang-Ming University E-mail Account Management
National Yang-Ming University E-mail Account Management

1. Objective
In an information society, efficient and reliable communication is increasingly important; thus E-mail service has become an essential tool. To serve the members of Yang-Ming university the school has installed this service for staff and students to provide for their communication with other universities and research institutions. For legal considerations, the university has authorized the Information and Communications Center with management.

2. Goals
The following e-mail account management policy is established to enhance utility and provide more efficient management of the e-mail accounts of teachers (including part-time teachers and research assistants) and students.

3. Application
(1)All students enrolled for the current school year (including return students) are set up with E-mail accounts for their use, but these accounts must be activated online.
(2)Current teaching staff may apply to the Information and Communications Center for E-mail accounts.
(3)Administrative units, research centers and clubs may use alias in their E-mail address to forward mail to their respective supervisors. Therefore supervisors are responsible for application and notifying the Information and Communications Center of changes.
(4)Units or clubs apply for a mailing list for groups mailing and receiving. A representative must fill out and send an application to the Information and Communications Center.

4. Activating Account and Resetting Password
(1)The student must fill out a basic student information form provided by the Information and Communications Center. After review, the student may reset the password.
(2)Staff may apply at the Information and Communications Center.

5. Regulation for Use
(1)The Information and Communications Center may, according to regulations, access user status through the network system to protect the safety of the school network.
(2)Illegal transactions and junk mails are forbidden.
(3)Lending personal account to others and hacking the accounts of others are forbidden.
(4)Distribution of virus, unauthorized system intrusion and any behaviors that interferes with other network users, destroy the network nodes of hard or softwares are forbidden.
(5)To conserve of storage space, mails should not be stored for more than three months. E-mails that over three months old will be deleted by the program.
(6)Accounts that are dormant for six months will be temporarily suspended.
(7)The sending of threatening, indecent, aggressive or commercial words, images or video is prohibited.
(8)Please respect intellectual rights. The copying or sending of unauthorized or unpaid-for information is forbidden.
(9)Please comply with Internet contracts such as TANet, Hinet, SeedNet.
(10)Other unspecified matters will be dealt with according to existing laws.

6. Penalties
(1)Violation of regulations will result in immediate suspension of accounts by the Information and Communications Center, ranging from 1 week to 1 semester. For serious offenses, in addition to suspension, students will be turned over to the Student Affairs Office, and staff, will be turned over to the Personnel Administration Committee or Teacher Assessment Committee.
(2)For unspecified offenses that are in violation of the law, offenders are subjected to criminal and civil responsibilities.
(3)Account management for administrative units, research centers and clubs is as according to staff.

7. Expiration
(1)For students who have graduated, dial-up accounts will be deleted three months after graduation. E-mail accounts will remain available.
(2)Personnel or business office must notify the Information and Communications Center of staff resigning mid-semester. Dial-up accounts will be deleted after six months from the date of resignation. E-mail accounts will remain available.

8. Suspension Appeals:
Those contending with the suspension of their account send a written appeal to the Information and Communications Center within two weeks of the suspension. If an appeal is not made within two weeks, the suspension will be regarded as in effect. Only one appeal is permitted.

9. Use of E-mail usage (for details please see appendix):
(1)Remote offline softwares (such as Eudora, Netscape Mail) setting for receiving mails should not be too short. The suggested minimum interval is ten minutes.
(2)Please try to keep E-mail size under 1 MB.
(3)Please set the software to not keep mail in the Server.

10. This policy is implemented following approval by the Computer Service Steering Committee and Administrative Council. The same will apply to policy changes.