Electronic (E-mail) Communication Policy

Title: Electronic (E-mail) Communication Policy
Policy Owner: University Information Technology Services
Applies to: Faculty, Staff, Others
Campus Applicability:  All University Departments at All Campuses, except UConn Health
Effective Date: March 13, 2015
For More Information, Contact University Information Technology Services
Contact Information: (860) 486-4357
Official Website: http://uits.uconn.edu/

 

Purpose and Application of Policy: This policy applies to all uses and users of University provided email services, including faculty, staff, volunteers, contractors and guests who may be provided email services by the University.  The purpose of this policy is to describe the permitted and appropriate use of University email in order to ensure compliance with relevant laws, regulations and policies, including those concerning the retention and protection of emails and attendant data.

Policy Statement:

The University recognizes and has established email as an official means of communication. All faculty and staff are provided a University email account which will be the official address to which the University will send email communications.

Users are  required to read, and shall be expected to have read in a timely manner, all official University email messages sent to their University email address.  In addition, the University provides email services to support activities associated with administrative functions and in support of its overall educational mission.

University email services are provided solely for the purpose of conducting University business.  The use of University email services is subject to the normal requirements of legal and ethical behavior within the University, and any such use shall be subject to and in accordance with all other applicable University policies.

University email accounts and information sent via University email services are the property of the University.  As a public institution, with limited exceptions, virtually all University records, including email communications, are subject to laws governing public records.  Because University email accounts are University property, the University has the right to access such accounts and may access such accounts for legitimate business purposes.  The University is required to access such accounts when required by law, including in response to requests made pursuant to the Connecticut Freedom of Information Act (FOIA), the Family Educational Rights and Privacy Act (FERPA) and/or subpoenas. Individuals are prohibited from accessing the email accounts of other persons unless they are authorized to do so for University business purposes.

In addition, records, including email, are subject to laws and regulations concerning retention of public documents and data. Email sent to an official university email account must be delivered to such account.  Direct email forwarding, where email is instead delivered to an alternate non-University account, is prohibited.

Users of University email services are responsible for safeguarding the privacy and security of information sent electronically in accordance with applicable laws and policies. Copying of email from University accounts to non-University accounts is discouraged but not prohibited. Any user who moves a copy of email sent to a University email account to a non-University email account expressly assumes personal responsibility for the security and privacy of that email and any information contained therein.   Moving a University email into a non-University account may subject the non-University account to review in response to a subpoena, an FOIA request or other legal process.

University email services shall not be used for personal, non-University related purposes. It is understood, however, that incidental personal use of University email services is permissible.  Any such personal use is subject to institutional policies and standards.  There is no right of privacy or ownership in a personal email or any information attached or contained in an email in a University account. Use of University email for a private business venture or for partisan political purposes is prohibited.

Related University Policies

Information Security Policy Manual

FERPA Policy

University Guide to the State Code of Ethics

Records Management Policy

General Rules of Conduct

Electronic Privacy and Disclaimer Notice

Policy History

Policy adopted:
November 14, 2003

Revisions:
June 1, 2005
June 19, 2007
March 13, 2015