Interim Policy for Official Communication via Electronic Mail

From: Paul J. Zingg, President

Subject: Interim Policy for Official Communication via Electronic Mail (Rescinded)

OFFICIAL COMMUNICATION VIA ELECTRONIC MAIL

On the recommendation of the Vice Provost for Information Resources and the Vice Provost for Enrollment Management, I approve this interim policy for immediate implementation.

University use of e-mail

California State University, Chico considers e-mail an official method of communication which can provide substantial improvements over traditional written communication as it delivers information in a convenient, timely, cost effective, and environmentally aware manner. This method ensures that the campus community has access to official communications through a standardized channel.

Official information sent to university e-mail addresses may include approved notification of university business processes and/or appropriate university, college, or department academic information such as emergency announcements, security information, billing information, confirmation of major change, etc. Alternative methods, (e.g. , US postal mail, website notification) in addition to e-mail, may also be used to communicate official university business.

Assignment of e-mail accounts

An official e-mail address is assigned by the university to all CSU, Chico faculty, staff, currently registered students, admitted students who have submitted an intent to enroll statement, eligible retired faculty and staff, and individuals or organizations outside the university who are actively involved in research, development, or other projects sponsored by a department, college, or the institution.

Redirecting e-mail

Account holders may elect to redirect (auto forward) messages sent to their CSU, Chico official e-mail address. Those who redirect e-mail from their official address to another address do so at their own risk. Having e-mail lost as a result of redirection does not absolve the account holder from the responsibilities associated with communication sent to their official e-mail address. The university is not responsible for the handling of e-mail by outside vendors or unofficial servers. Privacy of confidential information may be compromised by redirecting an official email account.

Expectations of e-mail account holders

University e-mail account holders are expected to check their e-mail frequently to determine if they have received official university communications. Account holders are responsible for the consequences of not reading official university communications in a timely fashion and are responsible for recognizing that certain communications may be time-critical. Failure to check e-mail, forwarding errors, undeliverable addresses, mailbox full, spam blockers, etc. , are not acceptable reasons for missing official university communications.

Related Policies

• All use of e-mail will be consistent with other university policies and local, state, and federal law, including The Family Educational Rights and Privacy Act of 1974 (FERPA).
• E-mail addresses are directory information as defined by the university unless a request is made to withhold it. (EM 06-034, University Catalog, University Class Schedule)
• Policy on Use of Computing and Communications (Acceptable Use Policy) (EM 07-001)
• Policy on Sexual Harassment (EM 12-043)
• Policy & Procedures for Accommodating Individuals with Disabilities (EM 07-009)
• The Code of Student Rights and Responsibilities (EM 96-038)