Applying to Use the Web Mail Service

Eligibility

The service is intended to provide a web based e-mail service for JANET customer organisations that do not have the resources to support an e-mail service themselves, or organisations with certain specific needs. Each application will be approved at JANET(UK)'s discretion. Organisations with Sponsored Connections are not eligible to use this service.

How to Apply

For an organisation to apply for the service, a recognised JANET contact should send an e-mail message on behalf of the organisation to the JANET Service Desk at:

service@ja.net

with the subject ‘JANET Web Mail Service application for (name of organisation)’, using the Application form.

Acknowledgment of applications
JANET(UK) will acknowledge receipt of your application within four working hours. If you have heard nothing after that time please contact the JANET Service Desk.

Processing of applications
JANET(UK) will seek to set up the service within eight working days of receiving your application. However, this is dependent on the detailed technical co-operation of other parties including the requesting organisation.

What happens next
You will receive a confirmation letter when the Web Mail account for your organisation (domain) has been set up. It contains your account details, important information you will need to communicate to your DNS (Domain Name System) Service Provider, and simple instruction to get you started. Extensive online help is also provided to guide you through the creation and management of user email accounts.

If you have requested access to the SMTP server, you need to configure all the mail clients to use simple authentication with the same user name and password that you use for POP3/IMAP access. The incoming mail server (POP3/IMAP) to use is

imail.yourorganisation.ac.uk

and the outgoing mail server (SMTP) is

post.yourorganisation.ac.uk

This information will be given in your confirmation letters.

If you use MS Outlook, the settings look like this:

Clicking "More Settings" tab gets you to "Internet E-mail Settings". In the "Outgoing Server" tab, make sure "My outgoing server (SMTP) requires authentication" is checked.

Note also that your firewall should allow outgoing connection from your mail clients to TCP port 25 (SMTP) on the server post.yourorganisation.ac.uk .

Requests for change
JANET(UK) will seek to make any changes you request to the number of mailboxes or mail storage space within four working days, with the same conditions as those for the processing of applications to use the service.

Contacts

JANET(UK) or its contractors may need to contact an organisation for various purposes such as:

requests for urgent action in an emergency, in respect of some user activity
routine announcements about the operation or use of the service
notices about abnormal operation
escalation of unresolved requests.

As part of the registration process, an organisation will be asked to provide an e-mail contact address for these purposes. This contact address may be, for example, an individual responsible for the local web mail service, a functional address for the web mail service (provided this is read regularly by an appropriate person) or a helpdesk. It is a condition of the use of the service that requests sent to the contact addresses provided are responded to in a timely manner. Contact e-mail addresses will be included in a mailing list that the service managers may use for announcements. This mailing list will not be available to anyone except the service managers.

Conditions of use

Use of the JANET Web Mail service is subject to the JANET Acceptable Use Policy and the JANET Security Policy

Organisations applying to use the JANET Web Mail Service must indemnify JANET(UK), its agents and subcontractors against any and all liability for claims arising out of their use of the service. By applying to use this service, an applicant is indicating to JANET(UK) on behalf of the organisation he/she represents, without limitation, that the organisation:

has notified their end users that their e-mail is processed off-site;
will only use the service for legitimate purposes and in compliance with all applicable laws;
accepts that if any unlawful activities arise from the use of the service, such violations are the sole responsibility of the organisation and not of JANET(UK), its agents or subcontractors;
takes responsibility for any content their users may send or receive through the service;
has instructed its users not to use the e-mail account to transmit any spam or other unsolicited bulk e-mail. JANET(UK) will immediately terminate any account which it believes, in its sole discretion, is doing so.

Organisations using the service must make their own arrangements for end user support. Neither JANET(UK) nor its contractors offer such support as part of this service, other than the online support.

Privacy statement

Like any other service providing e-mail to individual users, the JANET Web Mail Service stores both messages that may be private and individual details (e.g. names, usernames and passwords) of users. Logfiles that contain system information and the activities of individual users will be retained no longer than 12 months. This information will not be used for any purpose other than providing and improving the JANET Web Mail Service. JANET(UK) and the supplier of the service will do all they can, through the design and operation of the service, to protect the privacy of these messages and users. Where appropriate, protective measures will form part of the contract between JANET(UK) and the service supplier.

Messages passing through the service may be checked by anti-virus and anti-spam programs, but will not be examined by humans except in the very rare cases where there is a serious threat to the proper operation of the service.

JANET(UK) and the supplier of the service will comply with UK law that applies to all providers of computer and network services. This includes the Data Protection Act 1998 and Human Rights Act 1998 as well as the Regulation of Investigatory Powers Act 2000. Certain regulations may require information to be disclosed to Law Enforcement Agencies where necessary to prevent, detect or investigate crime.

Charges

The service continues to be centrally funded for the Specialist College and Adult Community Learning community. All other organisations using the service will be charged for:

First 100 mailboxes in a block at £100 p.a. (ex VAT).
Subsequent blocks of 10 mailboxes at £10 p.a. (ex VAT).

Each request will incur an administration fee of £10.