Permission may be granted for one email user to act on behalf of another email user, also known as delegate access. There are two types of delegate access:

Send on Behalf

This permission allows a user to send emails that are marked as, "on behalf of" another user. Messages sent with Send on Behalf permissions include both the delegate's and the account owner's name, so the authorship of the email is transparent.

Send As

This permission allows emails to be sent as if directly coming from another user or office or initiative (e.g. UChicago Citizen and Campus & Student Life) . Messages sent with Send As permissions include only the account owner's name. When an email is sent using the Send As feature, the authorship of the email is obscured. In these cases, the email appears to come from the account owner, even though this is not necessarily the case.

The University of Chicago considers emails accessed or created using delegate access to be confidential information. University Policy 601 on the Treatment of Confidential Information states that employees are required to safeguard confidential information and only use or disclose it as expressly authorized or specifically required in the course of performing their specific job duties.

Misuse of confidential information can include but is not limited to:

• Disclosing, discussing, or providing confidential information to any individual not authorized to view or access that data, including but not limited to third parties, volunteers, vendors, and other University employees.
• Reckless, careless, negligent, or improper handling, storage, or disposal of confidential data, including electronically stored and/or transmitted data, printed documents, and reports containing confidential information.
• Deleting or altering information without authorization.
• Generating and/or disseminating false or misleading information.
• Using information viewed or retrieved from University systems for personal or any other unauthorized or unlawful use.

Specifically, in regards to Delegate Access for Emails, misuse includes:

• Sending an email without explicit authorization.
• Altering an email or its recipients without explicit authorization.
• Forwarding or sharing an email without explicit authorization.

Employee misuse of confidential information and/or delegate access to emails is a serious breach of job responsibilities and will result in discipline such as:

• Immediate dismissal from work and disqualification from future University employment;
• other personnel and/or disciplinary action;
• civil and/or criminal legal action as appropriate.

In addition to following the Policy on Delegate Access, I understand that all staff are required to follow the University of Chicago IT Policies at all times.