Image of JISCMail logo w/ link to homepage
Email discussion lists for the UK Education and Research communities

Service Policies

1. Introduction

JiscMail supports communication, collaboration and the free-flowing exchange of ideas through email lists primarily for the benefit of UK further and higher education and research communities.

Your use of the service is subject to Janet’s Acceptable Use Policy, available at: http://www.ja.net/services/publications/policy/aup.html and to UK laws. JiscMail reserves the right to remove any message, user or list that, in our opinion, violates any section of this policy.

Subject to compliance with the Data Protection Act 1998 we may also disclose information necessary to operate our systems, run the service, comply with the law, or protect the service and its users.

We routinely review this policy to ensure it reflects our services, funding and the needs of the wider educational community, and changes to it will be communicated on our website.

By using JiscMail you accept these conditions so please read them carefully.

[Return to Top]

2. Using JiscMail

[Return to Top]

3. Ethics

We endeavour to operate JiscMail to the highest standards and our relationship with you is based on trust. We expect your conduct when using JiscMail to be legal and honest and we will take action against anyone whose activities are found to violate this request.

When using JiscMail you are not permitted to:

JiscMail does not control or bear any liability for the content of messages you or others post to lists, it acts as a conduit for messages and we are not liable for the conduct of any other JiscMail user. JiscMail neither moderates nor edits messages before they are posted to the list.

[Return to Top]

4. Role of List Owners

Each JiscMail list is managed by one or more individuals, referred to as list owners, list owners are volunteers working in UK academic and research communities. List owners are expected to manage their lists fairly and for the benefit of the majority of list subscribers.

List owners are specifically responsible for:

The JiscMail Helpline is always available to assist or provide guidance on any of these tasks.

How to contact a list owner

Each JiscMail list has as a unique list owner email address which may be used by subscribers, JiscMail Helpline or potential subscribers to contact the list owner(s) about subscription, problems posting messages or support requests.

The format of the list owner email addresses is listname-request@jiscmail.ac.uk (replace listname with the name of the list you wish to contact the list owners of, eg JISCMAIL-NEWSLETTER-request@jiscmail.ac.uk will send a message to the list owners of JISCMAIL-NEWSLETTER)

Emails sent to this address are copied to all the list owners whose email addresses appear in the list configuration.

[Return to Top]

5. Content of Messages

Sending messages to JiscMail lists is a matter of common sense, use your own sense of what is appropriate to guide your conduct without engaging in unreasonable behaviour or disrupting the general flow of discussion on a list (see Section 3: Ethics).

You are responsible for the content of the message(s) you post to JiscMail lists, they should be courteous and relevant to the list topic. JiscMail cannot assume any responsibility for the content of any messages sent to lists other than those from JiscMail themselves and we do not review, screen or edit the content.

List owners may also provide their own guidelines for acceptable use and list etiquette and we expect list members to abide by these.

Security

The security of messages sent to JiscMail cannot be guaranteed due to the nature of the internet; you should bear this in mind when posting confidential information to a list, even when access to the list is restricted.

Anti-Spam Measures

Promotional messages should only be sent to a list if it is related to the subject or purpose of that list or of potential interest to list members, such as: new releases of software packages, publications, training courses, websites, job vacancies, conferences, etc. If in doubt always check with the list owner (See Section 4: Role of List Owners).

JiscMail does not allow subscribers to post spam, junk mail, chain letters or other unsolicited bulk email, to lists.

Avoid posting the same message to several lists at the same time as this can be misinterpreted as spam, which will result in your messages being rejected and your account being blocked for 48 hours.

We cannot guarantee to block all spam, but the following are used to protect against spam on JiscMail:

Copyright

Further information on copyright is available from Jisc Legal or The UK Copyright Licensing Agency.

[Return to Top]

6. Mailing List Archives

Messages you post to JiscMail lists may be archived by the list (visible on the JiscMail website) and also by individual list subscribers (stored in subscriber email accounts).

The confidentiality and privacy of JiscMail archives is determined by the list owner (not JiscMail).

The archives of a private list are only accessible to subscribers of the list.

The archives of a public list can be accessed by anyone, and are indexed by search engines.

To protect the rights of current and previous subscribers a list is not permitted to change the archive privacy settings from private to public.

It is your responsibility as a subscriber to find out how the list archives are managed before you post to a list.

[Return to Top]

7. Mailing List Etiquette

Our simple guidelines for getting started with JiscMail mailing lists, If in doubt check with the list owner (See Section 4: Role of List Owners).

Further information on mailing list etiquette is available from the BBC.

[Return to Top]

8. Limitations

JiscMail cannot make guarantees about the speed or proportion of emails sent that will be delivered, or that HTML messages will display properly when viewed by all subscribers.

Delivery of emails is dependent upon accurate and up to date email addresses, suitable internet availability and connectivity, anti-spam and junk mail policies adopted by the recipients email service providers as well as restrictions regarding the content, wording and graphics of an email.

Service Limitations

Our service providers, L-Soft, host JiscMail servers and provide communication services. We will use all reasonable endeavours to ensure L-Soft provides its services at or above industry standards. L-Soft does not guarantee that JiscMail will be uninterrupted, error, bug or virus free or that the delivery or emails will be without delay. It may be necessary to temporarily suspend JiscMail services to carry out maintenance; such suspensions will be limited and will take place as much as possible outside core working hours. We may also be suspended (in whole or part) where L-Soft is obliged to comply with an order, instruction or request of government, a court or other competent administrative authority or an emergency service organisation.

[Return to Top]

9. Data Protection

JiscMail is operated by Jisc Netskills on behalf of Jisc and is registered for compliance under the Data Protection Act 1998.

[Return to Top]

10. Freedom of Information Act

JiscMail is operated by Jisc Netskills on behalf of Jisc. Our servers receive and store postings made on JiscMail list(s). However neither Jisc Netskills nor Jisc use this information for its own purposes and therefore does not “hold” the information for the purposes of the FOI Act 2000. (Reference: Section 3 of the Act http://www.legislation.gov.uk/ukpga/2000/36/section/3)

Freedom of Information requests regarding JiscMail should be sent by email to helpline@jiscmail.ac.uk or in writing to:JiscMail, Jisc Netskills Offices, Herschel Building, Newcastle University, Newcastle upon Tyne, NE1 7RU.

Further information on the Freedom of Information Act is available from Jisc Legal.

[Return to Top]

11. Violating this policy

If you suspect that a JiscMail user has violated this policy - contact the JiscMail helpline as soon as possible by emailing helpline@jiscmail.ac.uk or telephoning 0191 222 8179.

The decision on what action to take will be made by JiscMail on a case by case basis and will often depend on whether the infringement was innocent, inadvertent or intentional. The decision whether to take action, and if so, which action, is at JiscMail’s discretion.

Abusive or threatening messages sent to any JiscMail list, or to JiscMail Helpline staff will be treated as a violation of this policy.

We may take any of the following actions as deemed appropriate:

Disagreements between members of a list regarding list management should be taken up with the list owner.

[Return to Top]

12. Amendments

JiscMail reserves the right to amend these Service Policies at any time without notice. If the policy is amended then all list owners will be informed and they may distribute the information to list members.

This policy was last updated on 11th February 2014.

[Return to Top]