Policy on Email as an Official Method of University Communications

Purpose

Increasingly, there is utilization, dependence and confidence in electronically based mail (email). This extends throughout the University and directly affects all students, faculty and staff. Because of benefits derived from its speed, ease of use, cost effectiveness, universal access, and environmental benefits, effective February 1, 2006, email will become one of the official forms of communicating business matters within the Kettering community. Some University communications will not be transmitted via email and all uses of University email shall be consistent with the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), and all applicable University policies.

Policy

All registered students, all full and part-time faculty, and full and part-time staff (as required by their supervisor) shall be provided with a University email account. Account holders shall be responsible for accessing their electronic mail on a regular basis. As it pertains to University business, each account holder shall be responsible for the content and requirements associated with the communication. It shall be the responsibility of the supervisor to communicate with employees who do not have email accounts via appropriate alternative means. This policy shall supersede any departmental policies pertaining to use of email as an official method of university communication.

Policy Specifics

Information Technology will assign all official Kettering University email addresses and accounts. All official University email will be sent to this address and this address will be listed in all University email directories.

Access to email accounts will be provided from all Kettering University owned public workstations via a client and/or web browser interface. Off campus access will be provided via a web browser interface.

All members of the Kettering community may, of course, have electronic mail accounts on other systems, on or off campus. Electronic mail may be temporarily or permanently redirected from the official University account to any other account, but this is the responsibility of the email account holder and is done at their own risk. Kettering University will not be responsible for handling of email by any individual, departmental email systems, or any outside entities. Redirection of email does not absolve an individual from responsibilities associated with the communication.

All holders of official University email accounts, i.e., faculty, staff, and students, are expected to read their email on a regular basis, keeping in mind that there will be time-sensitive information contained in the email. Some communications (employment issues, contracts, etc.) will continue to be handled only through campus or U.S. postal mail.

Faculty and students may utilize email as an official way of communicating with the faculty and the students enrolled in their courses, and as stated above, are expected to read their email on a regular basis. All course related email communications shall be directed to an official University email address.

All holders of official University email accounts shall be responsible for use of the account and shall take all reasonable precautions to confine and protect its access to the holder of the account. Unauthorized use of the email address and account shall be the responsibility of the account holder. All use of University email shall be in compliance with FERPA, HIPAA and applicable University policies.

Account holders should be aware that email is not retained in perpetuity either on the University's email server (based on quota restrictions), or on backup media. Thus, when an account holder deletes an email, the content may not be retrievable beyond one week after the deletion. Therefore email communications that need to be retained after being deleted should be kept either electronically in a location other than the email server, or in print. The nature of a communication may also dictate requirements for its retention. Questions pertaining to requirements for records retention should be directed to the appropriate vice president.