The purpose of this policy is to ensure the proper use of Joint Training And Apprenticeship Committee’s email system and make users aware of what Joint Training And Apprenticeship Committee deems as acceptable and unacceptable use of its email system. The Joint Training And Apprenticeship Committee reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.


LEGAL RISKS
Email is a business communication tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that users are aware of the legal risks of email: 

• If you send emails with any libelous, defamatory, offensive, racist or obscene remarks, you and Joint Training And Apprenticeship Committee can be held liable.

• If you forward emails with any libelous, defamatory, offensive, racist or obscene remarks, you and Joint Training And Apprenticeship Committee can be held liable.

• If you unlawfully forward confidential information, you and Joint Training And Apprenticeship Committee can be held liable.

• If you unlawfully forward or copy messages without permission, you and Joint Training And Apprenticeship Committee can be held liable for copyright infringement.

• If you send an attachment that contains a virus, you and Joint Training And Apprenticeship Committee can be held liable.

By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of email. If any user disregards the rules set out in this Email Policy, the user will be fully liable and Joint Training And Apprenticeship Committee will disassociate itself from the user as far as legally possible.

LEGAL REQUIREMENTS
The following rules are required by law and are to be strictly adhered to. It is prohibited to: 

• Send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an email of this nature, you must promptly notify your supervisor.

•  Forward a message without acquiring permission from the sender first.

• Send unsolicited email messages.

• Forge or attempt to forge email messages.

• Disguise or attempt to disguise your identity when sending mail.

•  Send email messages using another person’s email account.

•  Copy a message or attachment belonging to another user without permission of the originator.

BEST PRACTICES
Joint Training And Apprenticeship Committee considers email as an important means of communication and recognizes the importance of proper email content and speedy replies in conveying a professional image and delivering good customer service. Users should take the same care in drafting an email as they would for any other communication.  Therefore Joint Training And Apprenticeship Committee wishes users to adhere to the following guidelines:

•  Signatures must include your name, job title and company name. A disclaimer will be added underneath your signature automatically by the email system

• Do not send unnecessary attachments. Compress attachments larger than 500K before sending them.

• Do not write emails in capitals. This may be identified as SPAM by our anti-Spam software

• Do not use cc: or bcc: fields unless the cc: or bcc: recipient is aware that you will be copying a mail to him/her and knows what action, if any, to take.

• If you forward mails, state clearly what action you expect the recipient to take.

•  Only send emails of which the content could be displayed on a public notice board. If they cannot be displayed publicly in their current state, consider rephrasing the email, using other means of communication, or protecting information by using a password (see Encryption).

•  Only mark emails as important if they really are important.

CHECKING AND REPLYING TO EMAILS

• Email should be checked at least once daily.

• Emails should be answered within at least 8 working hours, or next business day but users must endeavor to answer priority emails within 4 hours.

• Priority emails are emails from existing students, staff and business partners.

 
NEWSGROUPS
Users need to request permission from their supervisor before subscribing to a newsletter or news group.

PERSONAL USE
Joint Training And Apprenticeship Committee’s email system is foremost and primarily for business purposes. Therefore, the sending of chain letters, junk mail, jokes and executables is prohibited. All messages distributed via the company’s email system are the property of the Joint Training And Apprenticeship Committee, and subject to monitoring and review. Therefore, communication of a personal nature should be kept to a minimum and limited to immediate family members.

ILLEGAL USE
Joint Training And Apprenticeship Committee email services may not be used for illegal purposes, or in support of illegal activities. Joint Training And Apprenticeship Committee reserves the right to cooperate with legal authorities and/or injured third parties in the investigation of any suspected crime or civil wrongdoing.

PROHIBITED USE
The following is a non-exclusive list of content and behaviors that constitute unacceptable use:

a. The sending of unsolicited email (spamming) including without limitation the sending of advertisements or solicitations that do not clearly and conspicuously identify the message as an advertisement or solicitation, or do not include a valid physical postal address of Joint Training And Apprenticeship Committee’s client. Users who utilize Joint Training And Apprenticeship Committee 's services for spam are subject to prosecution to the fullest extent of the law.

b. Content that commits acts of copyright, trademark, patent, trade secret or other intellectual property infringement.

c. Content that is offensive to others, including content which aggravates, harasses, threatens, defames, or abuses others.

d. Content that contains or links to nudity, pornography, adult content, sex, extreme violence, or foul language.

e. Content that contains, links to, or participates in pyramid schemes, gambling, raffles, lotteries, and so forth.

f. Content that posts or discloses personal identification information or private information of individuals under the age of 13, or in connection with materials directed toward individuals under the age of 13 without verifiable parental consent.

g. Content that provides, sells, or offers to sell the following: controlled substances, illegal drugs and drug contraband, alcohol, weapons, pirated materials, pornography or sexual products, programs to attack others, illegal goods, escort services, instructions on making, assembling, or obtaining illegal goods or weapons, information used to break copyright or trademark violations, to destroy others' property, or to harm any people or animals.

h. Content that takes part in, or allows any third party to take part in, the following: reverse engineering, reverse compiling or otherwise deriving the underlying source code or structure or sequence of the Technology; individual passworking of Member sites or pages; altering copyright notices and attributes (unless permitted in writing by the author/owner); and such practices.

i. Use of service to make fraudulent offers to sell or buy products, items, or services, or to advance any type of financial scam such as "pyramid schemes," "ponzi schemes," and "chain letters."

j.  Adding, removing or modifying identifying network header information in an effort to deceive or mislead is prohibited. Attempting to impersonate any person by using forged headers or other identifying information is prohibited. The use of anonymous remailers or nicknames does not constitute impersonation.

k. Malicious intent to impede another person's use of electronic mail services will result in the immediate termination of the offending Joint Training And Apprenticeship Committee account.

 
UNAUTHORIZED ACCESS
Use of the service to access, or to attempt to access, the accounts of others, or to penetrate, or attempt to penetrate, security measures taken by the Joint Training And Apprenticeship Committee or another entity's computer software or hardware, electronic communications system, or telecommunications system, whether or not the intrusion results in the corruption or loss of data, is expressly prohibited and the offending account is subject to immediate termination.

COPYRIGHT OR TRADEMARK INFRINGEMENT
Use of the service to transmit any material (by e-mail, uploading, posting or otherwise) that infringes any copyright, trademark, patent, trade secret or other proprietary rights of any third party, including, but not limited to, the unauthorized copying of copyrighted material, the digitization and distribution of photographs from magazines, books, or other copyrighted sources, and the unauthorized transmittal of copyrighted software.

COLLECTION OF PERSONAL DATA
Use of the service to collect, or attempt to collect, personal information about third parties without their knowledge or consent is strictly prohibited.

FRAUD
Involves a knowing misrepresentation or misleading statement, writing or activity made with the intent that the person receiving it will act upon it.

DISTRIBUTION OF VIRUSES
Intentional distributions of software that attempts to and/or causes damage, harassment, or annoyance to persons, data, and/or computer systems are prohibited. Such an offense will result in the immediate termination of the offending account.

SECURITY OF YOUR ACCOUNT
You are responsible for any misuse of your account, even if the inappropriate activity was committed by a friend, family member, guest or employee. Therefore, you must take steps to ensure that others do not gain unauthorized access to your account. In addition, you may not use your account to breach security of another account or attempt to gain unauthorized access to another network or server.

• Your password provides access to your account. It is your responsibility to keep your password secure.

• Sharing your password and account access with unauthorized users is prohibited. You should take care to prevent others from using your account since you will be held responsible for such use.

• Attempting to obtain another user's account password is strictly prohibited, and may result in termination of service.

• You must adopt adequate security measures to prevent or minimize unauthorized use of your account.

• You may not attempt to circumvent user authentication or security of any host, network or account. This includes, but is not limited to, accessing data not intended for you, logging into or making use of a server or account you are not expressly authorized to access, or probing the security of other networks. Use or distribution of tools designed for compromising security is prohibited. Examples of these tools include, but are not limited to, password guessing programs, cracking tools or network probing tools.

Users who violate systems or network security may incur criminal or civil liability. Joint Training And Apprenticeship Committee will cooperate fully with investigations of violations of systems or network security at other sites, including cooperating with law enforcement authorities in the investigation of suspected criminal violations.

ENCRYPTION
Users may not encrypt any emails without obtaining written permission from their supervisor. If approved, the encryption key(s) must be made known to the company.

SYSTEM MONITORING
Users expressly waive any right of privacy in anything they create, store, send or receive on the company’s computer system. Joint Training And Apprenticeship Committee can, but is not obliged to, monitor emails without prior notification. If there is evidence that you are not adhering to the guidelines set out in this policy, the Joint Training And Apprenticeship Committee reserves the right to take disciplinary action, including termination and/or legal action.

DISCLAIMER
The following disclaimer will be added to each outgoing email:

‘This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.’

QUESTIONS
If you have any questions or comments about this Email Policy, please contact Shane McCarthy, 905.790.9662, shane.mccarthy@jtac787.org. If you do not have any questions Joint Training And Apprenticeship Committee presumes that you understand and are aware of the rules and guidelines in this Email Policy and will adhere to them.

DECLARATION
I have read, understand and acknowledge receipt of the Email policy. I will comply with the guidelines set out in this policy and understand that failure to do so might result in disciplinary or legal action.

Do not log on to the JTAC Website or WebMail if you do not agree to the term and conditions set herein.

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