Policy 906 - Email Policy

Section: Information Technology
Policy Number: 906
Responsible Office: Information Technology
Effective Date: 5/1/19
Revised: 5/1/19

Policy Statement

This policy document describes how you may safeguard the provided St John’s University (St. John’s) email service. It applies to all use of these services whatever the means or location of access e.g. via mobile devices or outside of the office. 

Scope and Applicability

This policy applies to the University Community.  Adherence to this policy helps safeguard the confidentiality, integrity and availability of the University’s information assets, and protects the interest of the University, its customers, personnel and business partners.


Use of Email

Email is a vital business tool for communicating both internally and with customers and suppliers. However, because of its flexibility and general availability, the use of electronic messaging carries with it several significant risks and all users must remain vigilant and adopt good practice when sending and receiving messages. It is therefore imperative to minimize the attack surface and the opportunities for attackers to manipulate human behavior and conduct cyber-attacks like social engineering to users interacting with web browsers and email systems. 

The University’s provided electronic messaging facilities are used when communicating with others on official business. Personal accounts must not be used for this purpose. Guidelines on the sending of classified information via electronic messaging are always observed. 

Employees, faculty, staff, students and contractors must not send or receive information that contains:

  • Personally Identifiable Information (PII) 

In addition, St. John’s blocks all electronic messages containing credit card information with Data Loss Prevention (DLP) in place.


The following are definitions relevant to the policy:

  • Computing Resources: All University information processing resources including all University owned, licensed, or managed computing services, hardware, software, and use of the University network via physical or wireless connection regardless of the ownership of the computer or device connected to the network.
  • Institutional Data: All data owned or licensed by the University.
  • University Community: Includes faculty, administrators, staff, student workers, graduate/technical assistants, alumni, interns, guests or agents of the administration, external individuals and organizations accessing University network services, and other authorized users.
  • Data Loss Prevention (DLP): a software that detects potential data breaches/data exfiltration transmissions and prevents them by monitoring, detecting and blocking sensitive data while in-use, in-motion, and at rest.
  • Personally Identifiable Information (PII): any information that can be used to identify an individual, or that could reasonably be used to identify an individual.


The University reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy. Instances of non-compliance must be presented to and reviewed and approved by the CIO, the Director of Information Security, or the equivalent officer(s).

All breaches of information security, actual or suspected, must be reported to, and investigated by the CIO and the Director of Information Security. 

Those who violate security policies, standards, or security procedures are subject to disciplinary action up to and including loss of computer access and appropriate disciplinary actions as determined by the University.

Related Policies, Standards or Regulations

  • 906 Email Policy Email Standards
  • 942 Audit Logging & Reporting Policy
  • 915 Malicious Code Policy