Rules for the Use of the E-mail Service

Approved by Rector’s directive No 70 of 2 May 2016

1. General provisions

1.1 The Rules for the Use of the E-mail Service (hereinafter Rules) apply to all the users of the e-mail service (hereinafter service) of Tallinn University of Technology (hereinafter TUT).

1.2 This document governs the terms and conditions of the use of the service. The Rules are part of the TUT work procedure rules.

1.3 The Information Technology Services is the administrator of the e-mail service.

1.4 The Microsoft Office 365 platform is used to provide the e-mail service.

1.5 In addition to these Rules, the terms and conditions for use of Microsoft Office 365 apply to the users of the service1.

2. Mailbox and e-mail addresses

2.1 TUT mailboxes and e-mail addresses belong to TUT.

2.2 The official e-mail addresses end with “@ttu.ee”.

2.3 TUT e-mail addresses are public information.

2.4 TUT can send information related to TUT to the e-mail addresses.

2.5 The e-mail addresses are divided into personalized and non-personalized addresses.

2.6 One or more e-mail addresses may be connected with a mailbox.

2.7 A personalized TUT e-mail address and a mailbox are generated automatically, when a TUT Uni-ID username is created. The service administrator shall inform the person of the mailbox created for him or her.

2.8 A personalized e-mail address and a mailbox will be closed, access will be suspended, e-mail forwarding will be stopped and the relevant automatic reply will be set, when the TUT Uni-ID is closed.

2.9 Closed mailboxes shall be stored for one year.

2.10 The use of a pesonalized mailbox may be extended after termination of employment at TUT in compliance with the Rules for Digital Identity.

2.11 TUT has the right to carry out automated content analysis to check and, if necessary, to remove e-mails and their attachments.

3. Personalized e-mail address

3.1 A personalized e-mail address shall be in the following form: Uni-ID username@ttu.ee

3.2 In addition, a primary e-mail address consisting of the fist and last name is created for persons employed at TUT and for PhD students.

3.3 In addition, a secondary e-mail address in the form “matriculation number@ttu.ee” is created for students.

3.4 Persons employed at TUT and a PhD students are free to choose a suitable e-mail address for themselves in the following cases:
3.4.1 if several people have the same name;
3.4.2 in other duly justified cases.

3.5 The user can forward the mail received at a personalized e-mail address.

4. Non-personalized e-mail address

4.1 A non-personalized e-mail address is an e-mail address of a TUT unit, role, device or function.

4.2 A non-personalized e-mail address is created and closed based on an order sent to the service administrator.

4.3 The service administrator shall, based on the order, appoint a person responsible to each non-personalized e-mail address.

4.4 A person responsible for a non-personalized e-mail address shall verify at least once a year whether the e-mail address is necessary and up-to-date.

5. Professional and personal correspondence

5.1 The persons employed at TUT shall use TUT e-mail addresses for professional correspondence.

5.2 A personalized e-mail address can be used for personal correspondence, but it is recommended to mark personal correspondence clearly and unambiguously as personal correspondence, e.g. by placing it in a separate folder.

5.3 Non-personalized e-mail addresses shall not be used for personal correspondence.

5.4 A user shall remove his or her personal correspondence from the mailbox before the TUT Uni-ID is closed. After closure of the TUT Uni-ID, the contents of the mailbox will transfer to TUT.

6. Opening a mailbox

6.1 TUT can open a mailbox and read correspondence:
6.1.1 with the consent of the mailbox user;
6.1.2 without the consent of the mailbox user, to the extent necessary, at the request of the immediate superior of the mailbox user and with the approval of the person responsible for the protection of personal data;
6.1.3 for solving an information security incident by the service administrator;
6.1.4 in cases prescribed by law.

7. Exceptional suspension of mailbox use

7.1 The service administrator has the right to suspend the service on an exceptional basis:
7.1.1 to prevent or solve a security incident;
7.1.2 to prevent reputational damage to TUT or a person related to TUT;
7.1.3 to prevent any other damaging consequences.

 


1The terms and conditions are referred to in the TUT e-mail manual available at: http://it.ttu.ee