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Staff Email Policy: Are you using your University Gmail account correctly?

As we launch into another new academic year, staff are asked to familiarise themselves with the latest version of the Staff Email Policy, which sets out the conditions under which the University’s email system – Google Mail – may be used.

Reading the policy will ensure you are using your account correctly. Here are some of the key elements:

  • All work-related email correspondence must be conducted using the University’s Google Apps mail
  • Your email signature should adhere to corporate guidelines
  • You should delegate a colleague access to your email account in case of absence or illness.
  • Emails are subject to the same laws and policies that apply to other forms of communication and so should be written with the same care used for formal letters
  • Communication undertaken on behalf of the University is subject to the University’s dignity and respect policy, which promotes the principles of respect and dignity in all correspondence
  • Your electronic work diary should be held within the Google Apps Calendar and kept up-to-date so that colleagues can easily arrange meetings

Read more from the policy.

Any questions about this policy should be directed to the University Records Manager at: recordsmanagement@port.ac.uk.

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