E-mail Use Guidelines

 

These guidelines are maintained by ITSC.  See IEEE Policy 9.21 (located at: http://www.ieee.org/policies ) for mandatory policies related to E-mail Aliases and Lists.

 

These E-mail Use Guidelines have been created to:

• Encourage the responsible use of resources (network and personal).
• Discourage practices that degrade the usability of network resources.
• Maintain the image and reputation of the IEEE as a responsible e-mail service provider.
• Consistent with the policies of the IEEE, protect the security, reliability and privacy of the IEEE’s systems and network, and the systems and networks of others.
• Consistent with the policies of the IEEE, safeguard the privacy and security of individual users.

 

1.     E-mail Alias Services

1.1.   IEEE personal e-mail alias requests are accepted via the World Wide Web (WWW).  The URL for alias requests is:
http://www.ieee.org/alias for ieee.org
http://www.computer.org/member/ for Computer.org
Contact IEEE Communications Society staff for ComSoc.org 

1.2.   IEEE personal email alias requests will be followed by an e-mail confirmation to the requester. The confirmation will include a copy of this document and "Netiquette Guide."

1.3.   The official e-mail alias domains for the IEEE are "@ieee.org", "@comsoc.org" and "@computer.org").  The choice for the alias name is unrestricted (excluding most special characters and as otherwise restricted by this document).  It is strongly recommended that the alias name include several characters of the individual’s name (e.g., jones94@ieee.org).

1.4.   For ease of communication, IEEE Volunteers are encouraged to use the alias convention of first initial.last name@ieee.org (e.g. f.lastname@ieee.org) or to maintain uniqueness, first initial.middle initial.last name (e.g. f.m.lastname@ieee.org).

1.5.   Typically only one IEEE personal e-mail alias will be assigned to an individual member for a supported domain.

1.6.   To minimize system loading, e-mail addressed to an IEEE personal e-mail alias will not be forwarded to more than one destination.

2.     IEEE Email Lists

2.1.   . The URL to request or maintain an e-mail list is: “http://eleccomm.ieee.org”.
A similar service with archiving and additional capabilities is the IEEE Virtual Communities, for details see: (URL HERE)

2.2.   List Owner Responsibilities include:

2.2.1.      Establishing and communicating distribution rules

2.2.2.      Establishing, communicating and enforcing acceptable use practices (practices may be specific to the list, but must be in compliance with this policy)

2.2.3.      Determining the nature of the list (e.g., moderated, un-moderated, etc)

2.2.4.      Maintaining the list (including anticipated life cycle and related data)

2.2.5.      Establishing list archival policy and practice.

2.3.   Every e-mail list shall include an introductory file that is delivered to each new list member at the time of subscribing or entry into the list.  This file must contain:

2.3.1.      A statement of purpose with full list description

2.3.2.      The subscribe/unsubscribe processes

2.3.3.      The name of the responsible entity or functional organization

2.3.4.      A link to the IEEE Email Policy and this guideline document

2.3.5.      An acceptable use practices (if unique to the list)

2.3.6.      Contact information regarding list issues (there may be one contact for technical issues and one for editorial issues).

2.4.   The IEEE may ask alias recipients to acknowledge their interest in periodically receiving announcements on IEEE products and services. Announcements will be delivered via e-mail and will include a reference to a specific URL where complete information on the products and services is contained

2.5.   It is the responsibility of the e-mail user to know the proper address or e-mail alias of the intended recipient.

 

3.     General Considerations:

3.1.   While the IEEE promotes the privacy of individual 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.

3.2.   Users should consider whether it is appropriate to use e-mail for confidential messages.

3.3.   Users of IEEE e-mail aliases or mailing lists should be courteous to others when sending e-mail and should not abuse the service provided by the IEEE.

 

Version ITSC.105, approved 2004-10-04