What is done to prevent spam being delivered to my email address?

Email passes through an external filtering system before it's delivered to your mailbox and messages categorised as suspected spam are quarantined.

To allow you to check if any genuine messages have been quarantined, the filtering system sends a report email each day listing messages that have been quarantined in the last 24 hours.

  • The report email contains links which allow you to release genuine messages from quarantine.
  • A report email is only generated if a message has been sent to your address and quarantined in the previous 24 hour period.
  • When a message is released, anything sent to you from that sender will be allowed through in future.
  • Report emails are generated for individual email addresses, so you may get more than one each day if you receive messages sent to separate addresses.

How do I report spam emails to the IT Helpdesk?

Do not forward the spam email to anyone, even the IT Helpdesk. 

If you wish to report the message as spam, submit a full copy of the original email via MyService as follows:

  1. Open your email program (Microsoft Outlook)
  2. Single-click on the spam email to highlight it in your inbox
    1. On a PC: hold down the left mouse button and drag the email to your desktop
    2. On a Mac: hold down the mouse button and drag the email to your desktop
  3. Submit the saved copy of the email via MyService using the Check Spam Email request

If you are using Outlook Web App:

  1. Open the email
  2. Click the More Actions ... icon at the top right of the message window and click View Message Details
  3. Copy the entire message details and submit via My Service using the Check Spam Email request

What should I do if I receive inappropriate content via email?

This section provides guidance on how you should respond to inappropriate materials appearing on your computer or in your digital work areas (email, network drives and so on).

Inappropriate materials can cover the following:

  • Downloading and retaining unlicensed files, for example, music, video, software and more
  • Downloading, holding or using unlicensed software
  • Holding, using or transmitting pirate key generators to others
  • Downloading, holding or using peer to peer file sharing software
  • Using University equipment to spam other users, internally or externally
  • Downloading, holding or using packet sniffing software
  • Viewing pornography
  • Other activities as defined in the Information Systems Policy 

The definitions below are accepted by the Policing Authority -

Paedophilia: Sexual image involving an individual under the age of eighteen.

It is a criminal offence to be in possession of, retain or transmit, paedophilic images.

Pornography: Any visual or written material containing a sexual reference.

  1. It is not a criminal offence to retain or transmit pornographic images between two consenting adults.
  2. It is an offence to transmit a pornographic image to a non consenting adult.
  3. It is an offence to transmit a pornographic image to a minor, in other words, someone under the age of eighteen.

All of the above are deemed to be inappropriate uses of university equipment.

Reporting inappropriate materials

If you receive materials which you find unsatisfactory, or which you suspect may place you at risk of being seen as using your equipment in an inappropriate manner, please call the IT Helpdesk immediately on x1234 or 0141 273 1234 from an external/mobile line. 

DO NOT forward any message or material to anyone else. DO NOT send it to the IT Helpdesk via email.

The Helpdesk team will advise you of the steps to take. There are several possibilities, including:

  1. secure the computer or room and do not use it further until IT staff arrive
  2. close down the computer and await the arrival of IT staff
  3. carry on working until IT staff arrive

The nature of the advice provided, and action required, is dependent on the nature of materials received.

Consider what you were doing when you discovered the materials and please be prepared to participate in writing the Incident Report which will be required to record what happened.  IT staff will help with this process.

If the materials received may be classified as child pornography, the consequences are rather more significant (provision of new hard drives and so on) - but again, IT staff will support you through this process.