This policy outlines the appropriate use of
all electronic communications tools and media provided to Millikin
Every employee is expected to use good
judgement when using the University's communications systems.
Electronic communications that are sent or received by the
University-owned communication systems are the property of the
All Millikin University communications
systems including but not limited to: any messaging, collaboration,
publishing, broadcast, or distribution system that depends on electronic
communications resources to create, send, forward, reply to, transmit,
distribute, broadcast, store, hold, copy, download, display, view, read,
or print electronic records for purposes of communication across
electronic communications network systems between or among individuals
or groups, that is either explicitly denoted as a system for electronic
communications or is implicitly used for such purposes.
Employees are required to access and review Millikin University
email on a frequent and consistent basis in order to stay current with
Employee emails are limited to a maximum size of 500 MB for on-campus
messages and 200 MB for message sent off-campus, including attachments.
Employees must recognize that certain communications may be time-critical.
Email attachments are limited to 200 MB for internal messages, and 20 MB for external messages.
The electronic communication systems are intended for business use and,
as such, employee email accounts or other electronic communication
systems may not be used to create or transmit unsolicited bulk messages
(commonly known as 'spam'), content intended for commercial gain, or
content which violates applicable state or federal laws.
Users are solely responsible for any content they create or transmit while using the systems.
The University is not responsible for any content received by the user
from another person or entity, and furthermore is not liable for any
physical, emotional or mechanical damage arising from use of the system.
Upon termination of employment with the University, the employee's email
account and other system accounts will be terminated unless the
employee is an alumni or currently registered student of Millikin, or
retires from Millikin and requests that the email account remain active.
In the event an employee with an email account and system accounts
enrolls as a student at Millikin, the accounts in use by that person
will remain subject to the Electronic Communications Policy for Employees.
Employee email and system accounts are University-owned and subject to inactivation at the University's sole discretion.
(not Contracted Employees) are provided 4 GB of mailbox storage for Millikin email. When
the email account reaches 90% capacity, the user receives a warning
message stating that s/he is approaching the storage limit. When this
limit is reached, new email messages cannot be received and the user
receives email notification that the storage limit has been reached.
The user must then delete or archive old emails to allow the account to
receive new messages. Email messages will be retained for 4
years. A utility will run that automatically deletes any messages older
than 4 years. Messages in any folders and sub-folders are not
excluded from this retention policy.
have no size restriction on their mailbox storage for Millikin email. Email messages will be retained for 180 days.
email@example.com, firstname.lastname@example.org) - no size restriction on
mailbox storage. Email messages will be retained for 180 days.
Each employee email message will automatically contain the following at
the bottom of each messages as part of the signature. This message is
attached at the system level and is not optional for employees of the
CONFIDENTIALITY NOTICE: This email message and any attachments are
for the sole use of the intended recipient(s) and may contain
confidential and privileged information. Do not read, copy, forward, or
print this email message or any attachments unless you are the intended
recipient. If you are not the intended recipient, please notify the
sender and delete all copies and printouts of this email message and/or
Each employee email signature may contain and is limited to the following additional information in signatures.
• Millikin University
• Campus address
• Campus office location
• Phone number
• Fax number
• Office hours
• Department hours