These guidelines applies to all student assistants as well as students in an employment relationship, including unpaid interns. Hereinafter referred to as student assistants.
Student assistants and students with an internship at AU should avoid using their AU mailbox for work purposes whenever possible so that they don’t receive student-related and work-related emails in the same mailbox. It is part of AU’s email policy that student emails and work emails should be kept separate. For this reason, student assistants and interns should use shared mailboxes or Workzone to perform their tasks whenever possible.
If they do receive work-related emails in their AU student mailbox, they should organise their mailbox into folders so that they can keep their student-related emails and their work-related emails separate. Work emails of a practical or social nature – e.g. newsletters or messages about a department lunch – do not need to be stored in the work-related email folder.
If student assistants and interns leave their position but continue as students, they will still have access to the work-related emails they received in their AU mailbox. So it’s important that, as a manager, you instruct student assistants to delete their work-related emails when they leave. It is easier for student assistants and interns to delete work-related emails if they have been stored in a separate folder.
AU’s email policy states that, in exceptional cases, AU IT is permitted to access an employee’s mailbox. For this reason, student assistants and interns should always remove private and student-related emails from their inbox and store them in separate folders. AU IT never opens folders labelled ‘Private’.
Students, who are interns at AU are also considered as employees and these guidelines also applies to them.
Like all employees, it’s important that student assistants and interns always process data according to its classification. This also applies to data in emails.
As a manager, you must decide whether student assistants and interns should be provided with an AU computer, telephone or other equipment.
For data and IT security reasons, in their role as an AU employee, student assistants and interns must not use their own private equipment to access data owned by the university.
If student assistants and interns need to access this type of data, they must be issued with AU equipment.
Student assistants and interns who are only employed in service roles – such as cleaning – do not need to be issued with AU equipment.
Students, who are interns at AU are also considered as employees and these guidelines also applies to them.
In your role as a student assistant or intern, you are both a student and an employee, and you should avoid using your AU mailbox to perform work-related tasks whenever possible. Instead, you should use a shared mailbox, if your employer has given you access to this – or Workzone, if this is used in your unit.
If you do receive work-related emails in your AU mailbox, you should organise your inbox into folders so that you can keep your student-related emails and your work-related emails separate. Work emails of a practical or social nature – e.g. newsletters or messages about a department lunch – do not need to be put in the work-related email folder.
When you leave your job as a student assistant or internship, you are required to delete all your work-related emails. It’s easier to do this if you’ve stored your work emails in a separate folder.
AU’s email policy states that, in exceptional cases, AU IT is permitted to access an employee’s mailbox. For this reason, you should always remove private and student-related emails from your inbox and store them in separate folders. AU IT never opens folders labelled ‘Private’.
It’s important that you always process data according to its classification. This also applies to data in emails.