disclaimer | Coomera Anglican College


The contents of this email and any attachments are private and intended solely for the use of the individual or entity to which they are addressed and may contain confidential and/or privileged material. If you are not the intended recipient, please delete this message, and any attachments, and advise the sender by return email. Coomera Anglican College believes in staff privacy and does not police email from staff. College staff, by the way of policies, are advised that the email can be a legal document and used in the court of law. The views and content of the email is the sender’s responsibility and does not necessarily reflect the College’s views. No guarantee is given that this message is virus free and the sender in this respect accepts no liability. While Coomera Anglican College provides email services to staff, it does not take responsibility for the individual's email contents. Any form of review, disclosure, modification, distribution and/or publication of this email message is prohibited unless authorised by the sender.

Viruses For incoming mail - As a matter of course all email attachments are checked automatically by virus protection software. If there is any uncertainty about a file, the IT Services Department should be consulted. Any executable attachments, for example those that end with .COM (.com) or .EXE (.exe), should be first saved to the computer local disk and then scanned for viruses (this will automatically happen if the College deployed threat management software has not been disabled). If the source of the email is not known, College staff members should consider deleting the message. For outgoing mail - It is unlikely that any executable files will need to be sent. If they do, the files must be virus scanned before sending (this will automatically happen if the College deployed threat management software has not been disabled).

Use for Official Purposes Email is recognised as an official form of correspondence and therefore care should be taken to ensure that spelling, grammar and format are appropriate to the professional standards required for College communications. Where appropriate, copies of email messages should be filed accordingly for future reference and access. This will occur using the College’s archiving application ‘Redmap’ or the TASS system (See the Teaching and Learning Handbook and Staff Handbook for further information).

Use for Personal Purposes As applies to other communications, the use of email for personal purposes is permitted within reasonable limits. Email facilities cannot be used for any individual commercial activities. The spreading of recreational email messages with or without attachments is discouraged. The use of mail groups such as All Staff, All Teachers, Senior Secondary Teachers etc. should not be used for sending personal emails.

Absence from College Individual staff members are responsible for the regular checking of their email messages. Staff should make arrangements for the checking of their email during any periods of leave. Alternatively, for staff on a period of extended leave, arrangements can be made to have email forwarded to another address within the College. The appropriate arrangements should be made through the IT Services Department. Staff should set the ‘out of office’ automatic message for extended periods of absence and/or leave.

Action on Emails All email messages should be actioned. Messages that are intended for another member of staff can be simply forwarded to that staff member.

Use of Subject Lines Email subject lines should be descriptive but brief. Replies to emails should relate only to the subject of the original email. For new subjects, new emails should be written using an appropriate subject line.

File Management Email will work more efficiently if not clogged up with unwanted emails. If certain emails need to be kept, it is worthwhile creating new folder(s) to keep these safe. It is important to delete messages, when no longer required, from three areas - Inbox, Sent Files and Deleted Files. Good practice would be to delete the files once a day if they are no longer required, and then delete the deleted (Trash) files once a week. Emails related to student matters should be filed in Redmap and/or TASS prior to deleting.

Copyright As with all documents, staff should ensure that copyright provisions are followed in relation to materials transmitted by email.