email

International School Dhaka
=Email Protocol=

The following guidelines have been formulated to help facilitate the use of email at ISD. i. Address the email specifically to the person or people most relevant to the message. ii. Address the email to the appropriate level first e.g., Technology issues/questions to the Head of Technology; MYP issues to the MYP Coordinator etc. iii. Use the global contact lists and create your own contact groupings rather than sending mail to large groups of people, some of whom do not need it. iv. All mail sent to ISD ALL **//must//** be approved by a member of Senior Management first. v. Use the CC (Courtesy Copy) function to send to people who may need to be informed as well. CC means for your information only, it does not require any action on the part of the recipient. vi. Consider professional use of language and appropriate salutations rather than shortcuts and ‘email speak’. vii. Make the subject heading relevant and appropriate; do not leave blank. viii. Use ! only for High Importance emails. ix. Flag sent and received emails that need follow up. x. Be selective as to what files you attach to emails. Word files will normally be OK. Do not send JPG, PowerPoint or Publisher files; it is better to notify the person where they can find the files on the server themselves.
 * General use of email on the ISD server (using Squirrelmail)**
 * 1) Email should be checked at least once a day.
 * 2) Unwanted read and sent emails should be deleted to keep the server space free.
 * 3) When sending email:
 * 4) Think first: “Is this the most effective method of communication for this message?”
 * 5) Be selective
 * 1) When replying to email:
 * 2) Do not feel obligated to reply to everything you receive.
 * 3) If a reply is required it is reasonable, given work schedules, to take a maximum of 24-36 hours before replying. The sender expecting the reply should anticipate this possible delay.
 * 4) Avoid ‘ping-pong’ email; especially to a large contact list e.g., Secondary All. Be selective using ‘Reply’ and ‘Reply to all’. In most cases reply specifically to the person sending the email.
 * 5) Think: “Would face-2-face conversation be better or more effective?”
 * 6) Printing emails:
 * 7) Be selective; remember printing is not private and largely not necessary.
 * 8) Do not print emails in colour.
 * 9) Archive or save emails rather than print.


 * General use of other personal email (external email)**
 * 1) Staff and Students are discouraged from checking their Yahoo or Hotmail during school due to bandwidth problems. Staff should only use their ISDBD accounts for school business. Web based email is for private use and should be only employed after class hours.
 * 2) When sending attachments from ISD internal mail to external mail remember to delete from the Sent Items folder.
 * 3) The use of Instant Messaging of any form should be limited for educational purposes only at ISD. Administration staff require individual permission from the Head of Technology to use instant messaging clients.

=Communicating with students= 1. Be role models for the use of language and best practice use of email facilities. 2. Do not expect all students to have read the email the day you sent it (particularly Grade 6-8) as they may not have had access to a computer.