UNIV--106 E-mail Communication
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Document Number: UNIV--106
Revision #: 2.0
Document Owner: University Provost
Date Last Updated: 03/06/18
Primary Author: University Provost
Status: Approved
Date Originally Created: 03/15/2012
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General Description
Description: E-mail is the University’s mechanism for official communication with students, faculty and staff. Students, faculty and staff are expected to check their University e-mail on a frequent and regular basis in order to stay current with University-related communications. It is recommended that e-mail be checked daily
Purpose: Delineation of policy.
Scope: All faculty, staff, students, and administrators
Responsibility: Director of IT
VP of Business and Finance
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Requirements
Relevant Knowledge: In order to comply with this policy you should know:
Standards of good practice
Current University policy
Terms and Definitions: Additional training
Corrective Action
Loss of privilege, staff
Loss of privilege, student
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Policy Provisions
1. Scope
All users of information technology systems and resources, including but not limited to Cumberland University students, faculty, and staff.
1.1 Criteria for E-Mail Use
•All use of e-mail, including use for sensitive or confidential information, will be consistent with the Acceptable Use of Information Technology Resources Policy.
•All use of e-mail will be consistent with local, state, and federal law, including the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail, including use for sensitive or confidential information, will be consistent with FERPA. To ensure compliance with FERPA regulations, all correspondence which concerns confidential or sensitive information should utilize official Cumberland University e-mail addresses. E-mail correspondence from faculty, staff or students that requests confidential or sensitive information should not be answered if the email is not from a Cumberland University e-mail address.
•Communications sent to a faculty, staff or student's official Cumberland University e-mail address may include notification of University-related actions.
•E-mail shall not be the sole method for notification of any legal action.
•Official University communications sent by e-mail are subject to the same public information, privacy and records retention requirements and policies as other official University communications.
1.2 College Use of E-Mail
Email is an official means for communication within Cumberland University. Therefore, the University has the right to send communications to faculty, staff and students via email and the right to expect that those communications will be received and read in a timely fashion. If you have an Internet Service Provider, you can access the University's email system from on campus and off-campus.
1.3 Appropriate Use of E-Mail
In general, -mail is not appropriate for transmitting sensitive or confidential information unless an appropriate level of security matches its use for such purposes. The e-mail system is not designed to be a record retention system. In addition, it is suggested that important documents be sent with a return receipt.
1.4 Assignment of E-mail Addresses
Information Technology (IT) will assign all faculty, staff and students an official University e-mail address. It is to this official address that the University will send e-mail communications. This official address will be the email address listed in University directories and business cards.
1.5 Redirecting E-Mail
The University recommends that faculty, staff and students use the University's e-mail system; however, faculty, staff or students may have e-mail electronically redirected to another email address. If faculty, staff or students wish to have an e-mail redirected from their official address to another email address (e.g., @gmail.com, @aol.com, @hotmail.com) they may do so, but at their own risk. The University will not be responsible for the handling of email by outside vendors. Having an e-mail redirected does not absolve a faculty member, staff member or student from the responsibilities associated with communication sent to his or her official e-mail address.
1.6 E-Mail Communications Expectations
Faculty, staff and students are expected to check their official e-mail address on a frequent and consistent basis in order to stay current with University communications. The University recommends checking email at least once a day; in recognition that certain communications may be time-critical.
1.7 Educational Uses of E-Mail
Faculty may determine how e-mail will be used in their classes. It is highly recommended that if faculty have e-mail requirements and expectations they specify these requirements in their course syllabus. Faculty may expect that students' official e-mail addresses are being accessed and faculty may use e-mail for their courses accordingly.
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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure
Consequences: Further training
Loss of privileges
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Subject Experts
The following may be consulted for additional information.
Director of Information Technology
University Provost
VP of Business and Finance