List Servers and Mass Emails Code of Conduct

The purpose of this policy is to establish guidelines for the appropriate use of mass emails, and LDEO list servers, including [email protected]. These guidelines aim to ensure the ongoing secure and effective communication of information related to research, education, policy, service interruptions, emergencies, as well as to support a productive and respectful exchange of information among LDEO community members. This policy aligns and adheres with the Columbia University's acceptable usage and information security standards, and Email Usage Policy.


 

 

  1. Purpose

         The purpose of this policy is to establish guidelines for the appropriate use of mass emails, and LDEO list servers, including [email protected]. These guidelines aim to ensure the ongoing secure and effective communication of information related to research, education, policy, service interruptions, emergencies, as well as to support a productive and respectful exchange of information among LDEO community members. This policy aligns and adheres with the Columbia University's acceptable usage and information security standards, and Email Usage Policy.

  1. Scope

         This policy applies to all members of the LDEO Community, including students, faculty, staff, and affiliates, who utilize LDEO list servers for sending or receiving email communications.

  1. Policy Statement

          LDEO’s list servers are valuable tools for disseminating information related to our mission and our campus life. Use of these services must comply with Columbia University's policies on acceptable usage, information security, and privacy. This policy outlines the acceptable use, security measures, and responsibilities associated with list server communications.

  1. Acceptable Use

         List servers may be used for the following purposes:

  • Research Communication: Sharing updates, findings, opportunities, and other information pertinent to academic research.
  • Educational Information: Announcements related to courses, academic schedules, workshops, seminars, and educational resources.
  • Policy Updates: Distribution of policy changes, governance updates, and regulatory compliance information.
  • Service Interruptions: Notifications regarding planned or unplanned interruptions to LDEO or Columbia University services, including IT, facilities, and other critical infrastructure.
  • Alerts and Emergencies: Alerts and urgent communications regarding safety, security alerts, and emergency procedures.
  • Campus Information: Helpful and relevant information about campus resources, events, and community services
  1. Security Measures

         To protect University Data and ensure compliance with the Columbia University Information Security Charter, the following security measures must be adhered to:

  • Authentication and Authorization: Access to list servers must be controlled through secure authentication methods. Only authorized users should have the ability to send messages to a list.
  • Monitoring and Auditing: List server usage will be monitored to ensure compliance with this policy. 
  • Incident Reporting: Any suspected security incidents or breaches involving list server communications must be reported immediately to the LDEO IT Office.
  1. Privacy and Confidentiality

         Users must respect the privacy of others and the confidentiality of University Data. The following practices are required:

  • Privacy Expectations: Communications must align with the Privacy Expectations described in the Columbia University Acceptable Usage of Information Resources Policy.
  • Confidential Information: Confidential or sensitive information should not be shared on list servers.
  1. Content Guidelines

         To ensure the relevance and appropriateness of communications, the following content guidelines apply:

  • Relevant and Appropriate Content: Messages should be relevant to the list’s purpose and audience. Off-topic, personal, or inappropriate content is prohibited.
  • Accuracy and Integrity: Information shared must be accurate and presented with integrity. Deliberate dissemination of false or misleading information is strictly prohibited.
  • Respectful Communication: All communications must be conducted in a respectful and professional manner. Harassment, discrimination, or offensive language will not be tolerated.
  1. User Responsibilities

         Users of Columbia University list servers are responsible for:

  • Compliance: Adhering to this policy and all other relevant University policies and procedures.
  • Security Awareness: Understanding and following best practices for email and data security.
  • Reporting Issues: Promptly reporting any security issues, misuse, or policy violations to LDEO IT.
  1. Enforcement

          Violations of this policy may result in a disciplinary action by the LDEO Director, which could include a warning, depending on the nature and severity of the offense. Repeated or serious violations may lead to a temporary suspension of list server privileges. Further actions may also be taken in accordance with Columbia University policies and procedures.

  1. Policy Review

         This policy will be reviewed annually, at the beginning of each academic year, by the Directorate and the Associate Directors Council to ensure its continued relevance and effectiveness. Revisions will be made as necessary to reflect changes in technology, regulatory requirements, and University operations.

  1. Contacts

         For questions or more information about this policy, please contact: