King Khalid University Hospital
King Abdulaziz University Hospital
Title:
Email Usage Policy
Reviewed by:
Date:
Department:
IT Department
Issue Date:
Revision Date
Effective Date
Due for Revision on:
Authorized by:
Unit:
Policy Number:
Prepared/Revised by:
Date:
Date:
Authorized by:
Date:
Date:
Dr. Abdul Rahman Al Muammar
KAUH - Chief of Staff
Approved by:
Date:
Dr. Farheen Shaikh
Policy and Procedure Review Committee
Authorized by:
Date:
Dr. Badr Al Jabri
KKUH – Chief of Staff
Authorized by:
Dr. Ayman Abdo
Vice Dean for Quality & Development Affairs
Dr. Abdulaziz Al Saif
Vice Dean University Hospital Affairs
Prof. Mussaad Al Salman
Dean of College
1.0 Conditions:
1.1
1.2
The KKUH(King Khalid University Hospital) reserves the right to amend this policy at its discretion. In
case of amendments, users will be informed appropriately.
KKUH use the KSU(King Saud University) email system is the official email system.
2.0 Purpose:
The purpose of this policy is to ensure the proper use of KSU email system and make users aware of what
KSU deems as acceptable and unacceptable use of its email system. And to standardize the email naming
of departments and units in KKUH.
3.0 Definitions:
3.1
3.2
3.3
Email is a business communication tool use to send the text and Multimedia messages.
KKUH considers KSU email as an important means of communication and recognizes the importance
of proper email content and speedy replies in conveying a professional image and delivering good
Healthcare.
The KSU email services supervision by Deanship of e-Transactions and communication.
4.0 Policy:
KKUH users are obliged have a KSU email account and to use this email in a responsible, effective and lawful
manner, Email is formal communication like written communication so the same laws applied.
5.0 Procedure:
5.1
Requesting New Email account:
Requesting Email account for new user is user responsibility to initiate the processes by
filling, following up the form in the following link for employees http://mailreg.ksu.edu.sa and
http://mailcon.ksu.edu.sa for contractors.
Requesting new email account for any department or unit in KKUH is the department and unit
responsibility by send written memo to Information Technology department in KKUH and after
approve the request computer department will communicate with Deanship of e-Transactions
and communication” to get the email account.
EMAIL USAGE POLICY
Page 1 of 4
5.2
Writing Email.
5.2.1.1
5.2.1.2
5.2.1.3
5.2.1.4
5.2.1.5
5.2.1.6
5.2.1.7
5.2.1.8
Write well-structured emails and use short, descriptive subjects.
Signatures must include your name, job title and department name.
Use the spell checker before you send out an email.
Do not send unnecessary attachments. Compress attachments larger than
200K before sending them.
Do not write emails in capitals.
Do not use cc: or bcc: fields unless the cc: or bcc: recipient is aware that you
will be copying a mail to him/her and knows what action, if any, to take.
If you forward mails, state clearly what action you expect the recipient to take.
Only mark emails as important if they really are important.
5.3
Prohibited Use
The email system shall not to be used for the creation or distribution of any disruptive or
offensive messages, including offensive comments about race, gender, hair color, disabilities,
age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national
origin. Employees who receive any emails with this content from any KKUH employee should
report the matter to their supervisor immediately.
5.4
Personal Use.
Using a reasonable amount of KKUH resources for personal emails is acceptable, but non-work
related email shall be saved in a separate folder from work related email. Sending chain letters
or joke emails from a KKUH email account is prohibited.
5.5
Monitoring
KKUH employees shall have no expectation of privacy in anything they store, send or receive on
the company’s email system. KKUH may monitor messages without prior notice. KKUH is not
obliged to monitor email messages.
5.6
Technical Support.
Supporting technical issues regarding email is the Users Services Department in “Deanship of
e-Transactions and communication” responsibility and not the Information Technology
department in KKUH and users can get the support by calling the 75557(call center) or send email
to [email protected] or create a request by KSU university helpdesk system.
6.0 Forms and Attachments: NOT APPLICABLE
7.0 Reference: NOT APPLICABLE
EMAIL USAGE POLICY
Page 2 of 4
KING SAUD UNIVERSTIY HOSPITAL’s
(King Khalid University Hospital and
King Abdulaziz University Hospital)
INTERNAL POLICIES AND PROCEDURES
CONCURRENCE / NON-CONCURRENCE FORM
To be completed by initiating department/person.
From: ___________________________(department/person) Tel. Extension No.:______ Date: _____________
Name of Policy and Procedure: _____________________________________ Number: _________________
New Document
Revised Document
Reviewed Document (no changes done)
Comments: (a brief summary of purpose of the document or changes made)
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
To be completed by the reviewers (affected departments).
You are requested to review the attached document(s) as there could be an effect or impact upon your
department if the action is initiated. Please sign if you concur (agree) with the document, date and forward to
the next person on the list. If you do not agree with the document, please provide an explanation and send
your written comments to the sender (initiating) department.
DIRECT TO
Please check the appropriate box
Concur
Non-concur *
Concur
Non-concur *
Concur
Non-concur *
Concur
Non-concur *
Concur
Non-concur *
Concur
Non-concur *
Signature
Date
Concur
Non-concur *
Concur
Non-concur *
Concur
Non-concur *
* Non-concurrence must forward written comments to the originating department/person.