DeSales Email Policy

Email ownership

The computer networks and email servers that support members of the DeSales community at all locations are the property of the University. Emails resident on University servers, whether personal or related to the business of the University, are the property of the University and not the property of the email account holder, be they student, faculty, administrative staff, or consultant.

University use of email

Email is an official mechanism of communication within DeSales University. The University has the right to expect that such communications will be received and read in a timely fashion. Official email communications are intended only to meet the academic and administrative needs of the campus community. The Registrar's Office is responsible for directing the use of the
official student email. See Guidelines for the Use of Official Student Email Addresses at the end of this policy for details.

Only University faculty, staff, and students and other persons who have received permission under the appropriate University authority are authorized users of the University's electronic mail systems and resources.

Email is not meant to replace traditional paper mailings of critical importance or mailings that would require a legal copy or written notification to a student, such as a signed letter or registered letter. Messages containing confidential information such as course grades, financial aid award amounts, or tuition/fee payment amounts should still be handled pursuant to existing departmental policy.

Assignment of student email

DeSales University will provide all students (undergraduate, ACCESS, and graduate) with an email account at the time that a student's deposit has been received and processed.

This email account must be activated before the University can correspond with the student using their official email address. The official email address will be maintained in the Student Information System. The student's official email address will be included in directory information unless the student requests otherwise. [Directory information is personally identifiable student information and includes: the student's name, local and permanent address, telephone number(s), email address, photographs, electronic images, date and place of birth, major
field(s) of study and current curriculum, participation in officially recognized activities, dates of attendance, degrees, and awards received, previous educational institution(s) attended, and program and promotion materials on participants in various sports and similar public activities, including weights and heights of members of athletic teams.]

Redirecting of email

If a student wishes to have email redirected from their official DeSales University address to another email address (e.g., @aol.com, @hotmail.com, or some other email account), they may do so, but at their own risk. The University will provide a mechanism that allows students to forward their official University email to another email address. The University will not be responsible for the handling of email by outside vendors. Having email redirected does not absolve a student from the responsibilities associated with official communication sent to his or her DeSales University account. Information and warnings about forwarding are available on the MyDSU Portal.

Expectations about student use of email

Students are expected to check their email on a frequent and consistent basis (minimally once per week) in order to stay current with University-related communications. Students have the responsibility to recognize that certain communications may be time-critical. "I didn't check my email", an error in forwarding mail, or email returned to the University with "Mailbox Full" or "User Unknown" are not acceptable excuses for missing official University communications via email.

Students have the right to request that the University not communicate with them by email, but instead use an alternative form of communication. A student who does not own a computer or have access to the Internet might request an alternative form of communication. To request this, the student must notify the Registrar's Office in writing that he or she wishes not to be communicated with by email, and specify the form of communication and the location that the student will receive that communication. Requesting and using an alternative form of communication does not absolve the student of the responsibility to frequently monitor and respond to University communications.

Authentication for confidential information

It is a violation of University policies, including the Student Code of Conduct, for any user of official email addresses to impersonate a University office, faculty/staff member, or student. To minimize this risk, some confidential information may be made available only through a password protected web site. In these cases, students will receive email correspondence directing them to the web site, where they can access the confidential information only by supplying their user name and password. The confidential information will not be available in the email message.

Privacy

Users should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private and confidential. It is especially important that users are careful to send messages only to the intended recipient(s). Particular care should be taken when using the "reply" command during email correspondence.

The University will make reasonable efforts to maintain the integrity and effective operation of its electronic mail systems, but users are advised that those systems should in no way be regarded as a secure medium for the communication of sensitive or confidential information. Because of the nature and technology of electronic communication, the University can assure neither the privacy of an individual's use of the University's electronic mail resources nor the confidentiality of particular messages that may be created, transmitted, received, or stored thereby.

Educational uses of email

Faculty will determine how electronic forms of communication (e.g., email) will be used in their classes. This "Official Student Email Policy" will ensure that all students will be able to comply with email-based course requirements specified by faculty. Faculty can therefore make the assumption that students' official DeSales University email accounts are being accessed, and faculty can use email for their classes accordingly. The University will, with respect to email based course requirements, comply with all aspects of the ADA.

Student Personal Email Use

University student email may be used for incidental personal purposes provided that, in addition to the foregoing constraints and conditions, such use does not: 1) directly or indirectly interfere with the University operation of computing facilities of email services or 2) burden the University with noticeable incremental cost. Email records arising from such personal use may, however,
be subject to the restrictions set forth above.

Prohibited Usage

Prohibited uses of electronic mail include, but are not limited to

• Personal use of the email system that creates a direct cost for the University
• Use of the University's email resources for personal monetary gain or for commercial purposes that are not directly related to University business
• Sending copies of documents in violation of copyright laws
• Inclusion of the work of others into electronic mail communications in violation of copyright laws
• Capture and "opening" of electronic mail except as required in order for authorized employees to diagnose and correct delivery problems
• Use of electronic mail to harass or intimidate others or to interfere with the ability of others to conduct University business
• Use of electronic mail systems for any purpose restricted or prohibited by laws or University regulations
• "Spoofing," i.e., constructing an electronic mail communication so it appears to be from someone else
• Attempting unauthorized access to electronic mail or attempting to breach any security measures on any electronic mail system, or attempting to intercept any electronic mail transmissions without proper authorization
• Any offensive or disruptive messages, including any messages which contain sexual implications, racial slurs, gender-specific comments, or any other comment that offensively addresses someone's age, gender, religious or political beliefs, national origin, or disability
• Forwarding or sending viruses

University Access and Disclosure

General Provisions

Email on the DeSales University email system is the property of the University and not the property of the student.

1. DeSales University reserves and intends to exercise the right to review, audit, intercept, access, and disclose all messages created, received, or sent over the electronic mail system for any purpose. Accordingly, the confidentiality of any message should not be assumed. Even when a message is erased or deleted from the University computer system, it is still possible to retrieve and read that message. Further, the use of passwords for security does not guarantee confidentiality.
2. Students and other nonstudent users are advised that the University's electronic mail systems should be treated like a shared filing system, i.e., with the expectation that
   communications sent or received on University business or with the use of University resources may be made available for review by any authorized University official for purposes related to University business.
3. Electronic mail of students may constitute "education records" subject to the provisions of the federal statute known as the Family Educational Rights and Privacy Act of 1974 (FERPA). The University may access, inspect, and disclose such records under conditions that are set forth in the statute.

Monitoring of Communications

The University will not monitor electronic mail as a routine matter but it may do so to the extent permitted by law as the University deems necessary for purposes of maintaining the integrity and effective operation of the University's electronic mail systems.

Limitations on Disclosure and Use of Information Obtained by Means of Access or Monitoring

The contents of electronic mail communications, properly obtained for University purposes, may be disclosed without permission of the email account owner.

Filtering of email

The University reserves the right to filter email to reduce the quantity of spam. The University is not responsible for any email that may not be received due to the filtering of email.

Disciplinary Action

Students and nonstudent users who violate this Policy in any way will be subject to appropriate disciplinary action based upon the facts and circumstances of each infraction.

Guidelines for the Use of Official Student Email Addresses

DeSales University has established official student email addresses to enable faculty, staff and administrators to communicate more effectively and efficiently with students. See the Official Student Email Policy for policies governing the use of this email address.

Appropriate use of email addresses is essential to the success of this mode for contacting students. On one hand, if the address is used to communicate too much information too often, particularly if the information is perceived to be unimportant, students will abandon the system. On the other hand, if sensitive, confidential information is communicated via email, student's privacy rights may be violated. This document is intended to assure the appropriate use of student email, in particular those messages sent from University administrators, faculty and staff to students. Students may choose to use their email accounts more broadly than prescribed by these guidelines.

General guidelines

• Keep messages simple and direct.
• When possible, send email messages only to the specific group of students for whom the message is pertinent.
• When a message is to be sent to many recipients, use an email program that will not list all the recipients in the message alternatively, include all recipients' addresses as "Bcc:" instead of "To:"
• When a message is to be sent to more than 1,000 students, send separate mailings in groups of no more than 1,000 email addresses each.
• Limit the size of attachments when sending messages to groups of students. Departments are encouraged to post student attachments to a web page and refer to that site within the email, rather than include an attachment to each student email.
• A "From:" or Reply-to:" name and email address of the sender is required.
• Encourage students to check their DeSales email accounts regularly or to forward their account to an address that they will check regularly.
• Ensure that nondirectory information (see definition of directory information in the Official Student Email Policy) is not sent to the student through email. Email is not considered a confidential means of communication.

Examples of appropriate uses

• Communicating commencement and convocation information
• Degree check information
• Notification concerning students' change of course schedules (drop/adds), general petitions, withdrawals, and residency
• Notification of cancellation of registration
• Student aid processing issues and deadlines
• Academic departmental information such as class changes, registration issues, new courses, job opening lists, and events
• Math and English placement information
• New student information about academic support services and academic policies
• Advising appointments
• Notices about student internships and workshops Payment deadlines and other Bursar information General Education Program information
• Link to a Survey

Examples of inappropriate uses

• Information unrelated to University business
• Surveys (See Survey Guidelines for special instructions concerning the use of email for surveys.)
• Solicitation
• Mass mailing of political advertising or promotion of products not related to University functions or activities
• Mailings of critical importance that would traditionally require a legal copy or notification to a student, such as a signed letter or registered letter.
• Personal information
• Surveys that do not serve sanctioned University purposes.
• Messages containing confidential information such as course grades, financial aid award amounts, or tuition/fee payment amounts
• Email that violates the Official Student Email Policy