Email Policy



1.            Who does this protocol and policy apply to?


  • It applies to all users of Ramsis English Private School email system, whether through a PC, laptop, or any other hardware device.


  • It includes students as well as staff and applies equally whether you are working from school, at home or from any other location. These groups of people will thereafter in this document be collectively referred to as


2.            Protocol


This guidance aims to enhance the use of email as part of the portfolio of communication media and develop good practice in the use of email as a medium of communication.


2.1              Sending emails


Before sending emails consider:


  • The maintenance of the highest professional
  • Whether email is the correct medium for
  • The content and design, consider level of
  • To whom should the email be sent, consider expected communication
  • Only copy in people who have an immediate need for the
  • The length of the email, avoid long detailed
  • Time required for the recipient to


Always read and reflect upon your email before sending



2.2              Receiving and Managing emails


  • Staff should become ‘responsible communicators’ i.e., they should check their emails at the start of each day.
  • Always set time aside to deal with
  • Consider whether they need you to respond, retain print and/or
  • If they require retention, place emails and attachments in
  • If they require response consider carefully the use of the “reply to all”
  • Delete unwanted emails
  • Protect yourself from viruses when emailing from


2.3              Sensitive Information


  • Emails are the electronic equivalent of a postcard. Anyone can read the content along the delivery path. Sensitive information should be sent by post or via a secure transfer
  • Child Protection issues should not be reported via


  • Never email in haste, consider the facts and consequences of the
  • Be professional and careful about what you say about others, as email is easily forwarded. Only put in writing what you would say to someone’s
  • Be aware of copyright and libel issues e.g. when sending scanned text, pictures or information downloaded from the
  • If an urgent email is sent, you may want to follow this with a phone
  • Never send emails that are offensive, threatening, defamatory or illegal. Emails have been used successfully as evidence in libel


2.4              Security

Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. These issues can compromise our reputation, legality and security of our equipment.


  • Staff are responsible for the security of their computer, and for protecting any information or data used and/or stored on
  • Do not to leave a mailbox open and unattended, always keep it password protected. The account holder/s needs to strive to keep their passwords confidential; to prevent other users from accessing and sending emails from their account. Users may need to make their passwords known in the event of absence.
  • Staff should be responsible for changing passwords on an agreed schedule to maintain
  • Emails will only be monitored by the Headteacher in very exceptional circumstances.
  • Select strong passwords with at least eight characters (capital and lower-case letters, symbols and numbers) without using personal information (e.g. birthdays.)
  • Remember passwords instead of writing them down and keep them secret.
  • Change their email password every two months.

For more information, please see Password Security Policy

Also, employees should always be vigilant to catch emails that carry malware or phishing attempts. We instruct employees to:

  • Avoid opening attachments and clicking on links when content is not adequately explained (e.g. “Watch this video, it’s amazing.”)
  • Be suspicious of clickbait titles.
  • Check email and names of unknown senders to ensure they are legitimate.
  • Look for inconsistencies or style red flags (e.g., grammar mistakes, capital letters, excessive number of exclamation marks.)

If an employee isn’t sure that an email, they received is safe, they can ask our [IT Department.]

We remind our employees to keep their anti-malware programs updated.



2.5              When to use other methods of communication


  • Never discuss performance appraisal or review issues by email, always do it face-to-face.
  • Human Resource issues (salary, job, career progression).
  • Private or privileged students, parents, or staff
  • Complex issues should be discussed at
  • Topics that require interactive dialogue – or robust discussion on certain
  • When needing to vent frustration about a workplace situation particularly if you are angry wait to calm down so your response is more

3.            Policy


  • This must be followed by all users of Ramsis English Private School.


  • Users must follow the points below. If there is evidence to suggest that users have not followed this policy it may result in an investigation leading to loss of email facilities or additional disciplinary actions


  1. Staff should become ‘responsible communicators’ i.e., they should check their emails at the start of each day as they currently would their pigeon


  1. Ensure your email account is kept secure by changing your email password regularly and not giving it to


  1. Users must only use email for business purposes in work


  1. Personal use in your own time is acceptable but, in line with the internet filtering policy, use in core time is not permitted, unless in exceptional circumstances you ask for permission.
  2. Any agreed personal use must not make significant demands on IT resources. Therefore, transferring or storing large attachments such as images, audio and video clips are not


  1. Any personal or business use for illegal, threatening, offensive, obscene, pornographic or libelous purposes is strictly


  1. Never use your work email address when posting comments on public bulletin boards or chat rooms unless directly related to your


  1. If you receive an email that is obviously spam or of an adult nature, do not open it, rather delete it


  1. Never participate in chain emails where you are asked to forward an email to a number of others.


Disciplinary action

Employees who don’t adhere to the present policy will face disciplinary action up to and including termination. Example reasons for termination are:

  • Using a corporate email address to send confidential data without authorization.
  • Sending offensive or inappropriate emails to our customers, colleagues or partners.
  • Using a corporate email for an illegal activity.


Related Policies:

  • Please see the school’s Acceptable use policy AUP.
  • Please see the school’s Password Security Policy.
  • Please see the school’s Data Protection Policy.
  • Please see the school’s E-safety Policy.



Please only sign if you have fully read the REPS Email Policy. By signing the acceptance form you are agreeing that you have fully understood the REPS Mobile Phone Policy.

I hereby confirm that I have read and fully understood the terms and conditions document attached and will strictly follow the REPS Mobile Phone Policy.






Reviewed: DECEMBER,2020.



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