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Charities References in Documents (Scotland) 2007 FAQs

Below are some useful guides and FAQs to help support compliance with "Charities References in Documents (Scotland) 2007". If you have any questions or suggestions for improving this page please let us know by using our short feedback form.

How is the Email Service complying with the "Charities References in Documents (Scotland) 2007"?

The University has a legal requirement to comply with the Charities References in Documents (Scotland) Regulations 2007. This means that correspondence and documentation provided externally must comply with these regulations and should include the reference to the University's charitable status: "The University of Dundee is a Scottish Registered Charity, No. SC015096." This includes University emails sent externally from @dundee.ac.uk email accounts.

This is handled in different ways:

What is the new Charities reference that needs to be applied to the bottom of University emails being sent externally?

The correct reference to the University's charitable status is: "The University of Dundee is a Scottish Registered Charity, No. SC015096".

Are my emails complying with the "Charities References in Documents (Scotland) 2007 ?

If you use the GroupWise client for Windows or Mac all you need to do is use your email signature on external emails. ICS have setup GroupWise to automatically add the Charities Reference for external emails. Note: we are aware that the strapline is being added to some internal emails. We hope to resolve this as soon as possible.

Note:

Which email addresses are not managed by ICS to comply with the Charities Regulations?

Please contact your local IT professional(s) who manage this for you.

Which email clients/services are not automatically complying with the Charities Regulations?

Please refer to the guidance below on adding an email signature to my email client/service.

How do I set up my email client/service to ensure I comply with the Charities Regulations?

I encrypt my emails. Will adding the Charities Reference affect this?

No. The Charities Reference signature is appended after the you click Send. If S/MIME encryption is enabled, the global signature is encrypted along with the rest of the message.

I use a digital signature. Will adding the Charities Reference affect this?

No. In order that the Charities Reference is automatically added you need to have, and apply, an email signature when sending external emails. If you do not add a signature to your messages, the global signature will not be added (this issue is being investigated). Please refer to the Email Service FAQ, "How do I change my email signature?"

I've sent an external email and can't see the strapline in my sent email. What should I do?

Don't worry, the Charities Reference is contained in the header of your external email. The strapline has been added automatically and the external email recipient will see it in the email you have sent them.

Where can I get further help?

If you require any further assistance relating to this matter please contact the ICS Service Desk.

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