Policy for the Use of University Email

Policy and Terms of Use for University Email and Microsoft 365 Services for Faculty, Staff, and Students at Queen Arwa University

1. Introduction

Queen Arwa University is committed to providing email services and Microsoft 365 services to all faculty, staff, and students as part of supporting the educational and administrative environment at the university. This policy aims to define the terms and conditions of using the university email and Microsoft 365 services to ensure optimal use of these services and to protect personal information and the university's data.

2. Scope of Policy

This policy applies to all users who have been provided with university email accounts and access to Microsoft 365 services, including faculty, staff, and students.

3. User Responsibilities

3.1 Legitimate Use:

• University email and Microsoft 365 services should be used solely for educational, administrative, and university-related purposes.
• The use of university email or Microsoft 365 services for personal commercial purposes or the distribution of inappropriate or illegal content is prohibited.

3.2 Security and Privacy:

• Users must maintain the confidentiality of their account passwords and must not share them with others.
• Users are responsible for any unauthorized use of their accounts.
• Sensitive or confidential information should not be sent via email or Microsoft 365 services without ensuring the security of the communication channels.

3.3 Intellectual Property Rights:

• Users must respect intellectual property rights related to content exchanged via email and Microsoft 365 services.
• Copying or redistributing content without the owner’s permission is prohibited.

4. Microsoft 365 Services

4.1 Access and Usage:

• The Microsoft 365 services provided by the university include tools such as Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and other services that support educational and administrative processes.
• Users must use these tools in a manner that supports the educational and administrative goals of the university.

4.2 Storage and Sharing:

• Microsoft 365 services include cloud storage via OneDrive, which should be used solely for storing university-related files.
• Files and documents can be shared with other members of the university, with respect for data privacy and intellectual property rights.

5. University Responsibilities

5.1 Data Protection:

• The university is committed to securing email accounts and Microsoft 365 services for all users by applying necessary security standards and protections.
• The university provides protection against malware, spam, and cyber-attacks as much as possible.

5.2 Record Retention:

• The university retains email records and records of the use of Microsoft 365 services in accordance with university policies and any legal requirements, for a specified period as determined by administrative needs.

5.3 Monitoring and Compliance:

• The university reserves the right to monitor university email and the use of Microsoft 365 services if there are suspicions of misuse or violation of relevant policies and laws.
• Appropriate actions will be taken in the event of any policy violations, which may include the suspension or cancellation of email or Microsoft 365 accounts.

6. Use of Microsoft 365 Services by Students

• Students are expected to use Microsoft 365 services solely for educational purposes, such as communicating with faculty members, receiving university announcements, and submitting assignments.
• Students have access to university email and Microsoft 365 services throughout their period of study at the university. Access will be terminated after graduation or withdrawal from the university unless otherwise agreed upon.

7. Policy Changes

Queen Arwa University reserves the right to amend this policy at any time based on necessity. Users will be notified of any changes to the policy via university email.

8. Acknowledgment and Compliance

By using the university email and Microsoft 365 services, users acknowledge that they have read, understood, and agreed to comply with this policy.