| Title: | Electronic (E-mail) Communication Policy |
|---|---|
| Policy Owner: | Information Technology Services |
| Applies to: | Faculty, Staff, Affiliates and Student Employees |
| Campus Applicability: | Storrs and Regionals, except UConn Health |
| Approval Date: | August 30, 2023 |
| Effective Date: | October 1, 2023 |
| For More Information, Contact: | UConn Information Technology Services |
| Contact Information: | techsupport@uconn.edu |
| Official Website: | https://its.uconn.edu |
DEFINITIONS
University Provided Email Services – University-provided email services refers to the email accounts and related services that educational institutions offer to their students, faculty, and staff. These email services can be hosted on the University’s servers or in the cloud and come with an email address in the form of username@uconn.edu
PURPOSE
This policy applies to all uses and users of University provided email services, including faculty, staff, volunteers, contractors and affiliates. The purpose of this policy is to describe the permitted and appropriate use of University provided email 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 provides email services to support activities associated with academic, administrative, research and philanthropic functions in support of its overall mission. The University recognizes and has established email as an official means of communication. All faculty and staff are provided a UCONN.EDU email account which is the official address to which the University will send email communications. All communications related to University functions shall use the University provided email services to ensure compliance with University policies and regulatory compliance.
Individual Users are expected to read in a timely manner all official University email messages sent to their University email address.
University email services are provided solely for the purpose of conducting University business and are subject to all applicable University policies including the Code of Conduct as well as state and federal laws. Occasional use of email services for personal, non-University related purposes is allowed but subject to the Code of Conduct.
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 for legitimate business purposes as may be required and/or authorized by appropriate parties. This includes but is not limited to access necessary to respond 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 directly accessing the email accounts of others unless they are authorized to do so for University business purposes.
Users of University email services are responsible for safeguarding the privacy and security of information sent electronically in accordance with applicable laws and policies. Automated copying or forwarding of email from University accounts to non-University accounts is 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, FOIA request or other legal process.
RELATED UNIVERSITY POLICIES
Electronic Privacy and Disclaimer Notice
University Guide to the State Code of Ethics
POLICY HISTORY
Policy adopted: November 14, 2003
Revisions:
June 1, 2005
June 19, 2007
March 13, 2015
August 30, 2023 (Approved by the Senior Policy Council and the President)