Standard Information About Email Use and Practices

Email Standards

The Hart District uses Google Mail for both staff and students.

Account Setup

Google Accounts are setup centrally by the District. New staff accounts will only be created if the request is made and approved by the Human Resources Department. Student accounts are automatically generated.

Access From Home

You are able to check your email from anywhere you have Internet Access. Go to http://mail.google.com and enter your full Hart District email address, <username>@hartdistrict.org for staff or <studentID>@my.hartdistrict.org for students, and your Google password.

If you are checking your email from a shared computer or device, please logoff the system properly. Simply closing your browser or going to another site is not the same. Most browsers will stay logged into your account, allowing anyone with access to that device into your District email.

Spam

Spam is unsolicited email. It is, often times, sent in bulk. To the receiver, it usually seems like junk email. It's considered poor etiquette to send Spam. It is equivalent to unsolicited phone marketing calls.

The District does not condone mass emailing other Users whether internally or to Users on the Internet. Multiple offenses of spamming will result in account revocation. If you feel you're a recipient of spam, please forward the offending message to a District Technology staff. If you receive a "warning" email of some sort (e.g. virus warning); please forward the message to a District Technology staff so we can validate the warning. Do not immediately forward that message to everyone.

Attachments

Attachments are files that are sent with email messages.

Sending: If you need to send an attachment, the size of the files should be no more than 25 megabytes. If you must send something that is larger please zip the file or upload it to your Google Drive and share it with the intended recipient.

Receiving: Be very wary opening attachments. Email attachments are the main vehicle in which computer viruses travel. You should not open an attachment unless you're expecting that specific attachment from that specific sender.

Viruses

Email attachments are the main vehicle in which computer viruses travel. You should not open an attachment unless you're expecting that specific attachment from that specific sender. Virus authors prey on the fact users unguardedly open attachments.

Auto-reply Rules

It is a good idea to set up a vacation responder to auto-reply to email in your absences. When setting up your vacation responder, please keep in mind that all types of sources, personal and professional, will be emailing you during your absence. You should keep your auto-reply message professional and succinct.

Other Google Mail Features

Google Mail offers countless features to help users customize and organize their mailbox. Please use the resources found on http://google.hartdistrict.org to explore your Google mailbox.

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