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IEEE Electronic Mail Policy

The section of the IEEE Electronic Mail Policy, which is maintained by the IEEE Executive Director/COO, are provided below.

 

1. Policy responsibility and related documents

This policy is maintained by the IEEE Executive Director/COO. Revisions shall be submitted to the Board of Directors for approval using the 30-day process in accordance with IEEE Bylaw I-300.4(5) and if objections are raised, revisions shall be brought to the Board for consideration at its next regularly scheduled meeting. The IEEE Electronic Mail Policy along with documents that provide additional guidance including the E-Mail Acceptable Use Guidelines and Frequently Asked Questions (FAQ) are located at http://eleccomm.ieee.org .

 

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2. Definitions

2.1. E-Mail alias - The name for an individual electronic mailbox or other entity such as an electronic mail list. An e-mail alias is made up of a name field and a domain (e.g., name field@domain). E-Mail sent to an e-mail alias is forwarded to the electronic address or mailbox of the individual or entity.

2.2.  Personal e-mail alias - The name for an individual's electronic mail alias (e.g., i.lastname@ieee.org). Electronic mail sent to a personal electronic mail alias is forwarded to the physical address (electronic mailbox) of the individual (see e-mail alias).

2.3.  Personal e-mail alias owner - The recipient of an e-mail alias for individual use.

2.4. E-Mail list - A collection of e-mail addresses representing people or a specific group, assembled and identified by a unique e-mail alias (e.g., anou-2004@ieee.org). Any information sent to this alias is distributed to all e-mail addresses and/or e-mail aliases on the list.

2.5. E-Mail list alias - The unique name for a collection of e-mail addresses and/or e-mail aliases assembled into a group (see e-mail list).

2.6. E-Mail list owner - Person responsible for the maintenance and integrity of an individual e-mail list.

2.7. Functional alias - An e-mail alias that represents an IEEE department, conference, entity, or other activity (e.g., helpdesk@ieee.org, or list-owner-ITSC04@ieee.org), as opposed to an individual's name.

2.8. Network Etiquette (Netiquette) - Tips and recommended practices for online communication.

 

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3. Policy, Disclaimers and Limitations

3.1. The policy of the IEEE is to encourage and promote the responsible use of electronic communications in the administrative, business and technical operations of the IEEE. It is also the policy of the IEEE to respect the privacy of individual users, to use commercially reasonable efforts to ensure the security, reliability and privacy of the IEEE's systems and networks and to comply with all applicable laws. By accepting or using an IEEE e-mail alias or using an IEEE hosted e-mail list, users agree to abide by the procedures, acceptable use practices and network etiquette contained herein. The IEEE reserves the right to modify this policy at any time, for any reason deemed appropriate.

3.2. While the IEEE promotes the privacy of individual e-mail users consistent with its e-mail policies, the IEEE cannot guarantee the security or privacy of the IEEE's systems and networks or the networks and systems of others. The IEEE may disclose to government agencies or qualified entities information related to users e-mail use or personal e-mail alias if it is required to do so by law or in the good-faith belief that such action is necessary to: (a) conform to the edicts of the law or (b) protect or defend the rights or property of the IEEE or its members.

3.3. The availability of e-mail and IEEE hosted e-mail lists are provided on an "as is" and "as available basis." The IEEE makes no representations or warranties, expressed or implied, of any kind with respect to any IEEE-hosted e-mail list or the IEEE's provision or the use of e-mail provided through the IEEE's servers and expressly disclaims all representations and warranties, including, without limitation, warranties of merchantability and fitness for a particular purpose.

3.4. Neither the IEEE nor any of its members, directors, employees or other representatives will be liable for damages arising out of or in connection with the use of an IEEE e-mail alias or an IEEE-hosted e-mail list, including, but not limited to, misaddressed, lost or undelivered e-mail messages even if advised of the possibility thereof. Each user shall be solely responsible for his or her use of e-mail. This is a comprehensive limitation of liability that applies to all damages of any kind, including, without limitation, indirect, incidental, special and consequential damages, loss of data, income, profit or goodwill, loss of or damage to property and claims of third parties.

3.5. Use of an assigned IEEE e-mail alias is a privilege, not a right. The IEEE reserves the right to discontinue e-mail alias or e-mail list service, with or without warning, for any reason including, but not limited to, violations of this policy. An IEEE e-mail alias does not authorize the recipient or user to represent the IEEE or to act on behalf of the IEEE.

3.6. As a part of the maintenance process, IEEE IT Department employees may have incidental contact with e-mail (or other digital transfers) passing through IEEE systems. Information about such documents is held in confidence.

3.7. The IEEE Code of Ethics applies to the use of IEEE e-mail services.

 

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4. IEEE E-Mail Aliases

4.1. IEEE Personal E-Mail Alias Service

4.1.1. An IEEE e-mail alias is a privilege available to IEEE members and staff exclusively. Individuals who have not previously had this privilege revoked are eligible to request an e-mail alias. Upon receipt of a request for an e-mail alias, the IEEE shall evaluate such request and take appropriate action in light of this policy and other factors deemed appropriate by the IEEE. Additionally, the IEEE Computer Society and the IEEE Communications Society provide similar e-mail aliases (e.g., i.lastname@computer.org and e.g., i.lastname@comsoc.org), consistent with this policy, to their Society members, affiliates and staff. For purposes of this document, IEEE is used to mean IEEE and the IEEE Societies noted in this paragraph.

4.1.2. Requests for a specific alias will be accepted on a first-come, first-served basis.

4.1.3. It is the responsibility of the IEEE personal e-mail alias owner to maintain the correct forwarding address. If an alias points to an invalid address, this address will be disabled, and can only be re-established upon request.

4.1.4. If membership or affiliate status expires and is not renewed, the IEEE may elect to discontinue IEEE e-mail alias service. Once an alias has been discontinued, it may no longer be available.

4.1.5. E-Mail announcements to users will be sent via the e-mail address provided by the user for communications, consistent with the IEEE's privacy policy. The e-mail address provided by the user may or may not be the alias selected by the user. The IEEE privacy policy is located at: http://www.ieee.org/portal/pages/about/documentation/copyright/privacy.html

4.1.6.  The privilege of owning and using an assigned IEEE personal e-mail alias is not transferable. An IEEE e-mail alias may not be sold or used for any commercial venture.

4.1.7.  The IEEE may implement tools to block viruses, spam or other problematic content from being forwarded through IEEE's e-mail aliases and lists as a benefit to alias users.

4.1.8. The creation of any new e-mail domain for the purpose of establishing an IEEE personal e-mail alias service as a membership benefit requires the approval of COO.

4.1.9. The IEEE reserves the right to reject or terminate certain alias name choices including, but not limited to, those that are deemed inappropriate, offensive, or distasteful. The use of company names, trade names, and trademarks (e.g., IBM@ieee.org, JohnDoeInc@ieee.org) is prohibited.

4.2. Functional Aliases

4.2.1. Authorized staff can approve a functional alias within an established e-mail domain (e.g. @ieee.org, @computer.org, @comsoc.org) on behalf of an IEEE event (e.g. conference) in compliance with established IEEE business practices, IEEE Policies and Procedures, and established practices within the responsible functional organization.

4.2.2. Functional aliases may be directed to one mailbox or split among a work team.

 

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5. IEEE e-mail lists

5.1. IEEE volunteers and staff may request the creation of IEEE-hosted e-mail lists. The purpose of the list is subject to review and approval by the responsible entity or functional organization in compliance with IEEE Bylaws, policies and procedures, business practices, and this policy.

5.2. IEEE electronic mailing lists are used solely for the purpose of conducting IEEE business.

5.3. Every e-mail list must have an owner.

5.4. IEEE e-mail lists shall not be used to send unsolicited commercial e-mail commonly referred to as spam.

5.5. An IEEE e-mail alias owner may send e-mail communications to those members and customers who have requested to be contacted, as long as the response is specific to the content of the communication requested.

5.6. IEEE e-mail lists shall not be sold or given to third parties.

5.7. IEEE e-mail lists shall not be used for IEEE electioneering unless explicitly established for this purpose by IEEE.

5.8. Communications outside of this policy, and those established by the list owner are not authorized and may be deleted from relevant archives, and the initiator blocked from further transmissions to the list.

5.9. Members of a mailing list (e.g., standards working group) are permitted to remove themselves from a mailing list at their own discretion, except as noted in 5.10.

5.10. For official IEEE business, IEEE volunteers, staff, Society Affiliates and Standards Association members may automatically be included on mailing lists used for official IEEE business (e.g., corp97-bod@ieee.org). Requests for removal from these lists shall be sent in writing to the office of the IEEE Executive Director for further handling.

5.11. List communications should not be considered private.

5.12. Extracts from the SAMIEEE database of members who have specified interest in a specific area (society, section, topic, etc.) can be used for announcements relevant to that member selection.

5.13. IEEE staff or volunteers must have permission from the recipient to send information via e-mail using lists which were not created for a specific purpose. (e.g. extracts from the SAMIEEE database). The staff or volunteer must provide a (or take advantage of an existing) opt-in mechanism for receiving permission from the member or customer. Direct e-mail communications covered may include, but are not limited to, the following:

5.13.1.  Announcements regarding changes to programs, services (e.g., subscription info, terms and conditions)

5.13.2.  Fund-raising announcements (e.g., Life Member Fund, IEEE Foundation, History Center)

5.13.3.  New product promotions (e.g., books, standards, merchandise, subscriptions)

5.13.4.  Low cost/no cost inventory reduction promotions (e.g., net warehouse sale)

5.13.5.  Conference-related announcements (e.g., registration, call for papers, special activities, tour programs)

5.13.6.  Newsletters

5.13.7.  Surveys (e.g., IEEE member survey, library survey, Society membership needs assessment)

5.14. Notwithstanding anything else in this policy or the guidelines established by a list owner, the Executive Director of the IEEE may approve limited mailings to select IEEE electronic mailing lists that would otherwise violate this policy or a list's established guidelines.

 

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