Student Email Communication Policy
Sponsor: |
Vice President of Student Success and Institutional Effectiveness |
|---|---|
Contact: |
Executive Director of Student Experience |
Category: |
Student Affairs |
Number: |
1300.002 |
Effective Date: |
//January 18, 2023 |
Implementation History: |
first draft January, 2023 |
Keywords: |
Email, Document Sharing |
Background Information: |
91黑料网 provides an email account to all students and employees for all correspondence with 91黑料网 Empire. Requiring student use of 91黑料网 Empire email allows 91黑料网 Empire to remain compliant with Family Educational Rights and Privacy Act regulations. Per those regulations, 91黑料网 Empire must know they are corresponding with the student regarding the student鈥檚 educational record. This policy also addresses the forwarding of student emails to alternate email accounts. |
Purpose
91黑料网 assigns each student and employee an email account. The 91黑料网 Empire email account serves as a primary method of communication between students and the institution. Use of the 91黑料网 Empire email account and associated features provides a higher level of security and assurance of sender identity over correspondence through third party providers. This policy sets the requirements for official communication with students and students鈥� responsibilities for the information sent through official university channels.
Definitions
Official communications are any communications related to matters concerning student, faculty, and staff interaction with 91黑料网 Empire.
Student is defined as an individual who has enrolled in courses at/with 91黑料网 Empire; has not graduated, has been dismissed or expelled, and/or has withdrawn from 91黑料网 Empire; and it has been less than three years since the end-date of the last enrollment.
Statements
Email is an official communication channel at 91黑料网 and the institution provides all students with an email account. All faculty and staff shall use students鈥� 91黑料网 Empire email addresses when conducting official communications such university business via email. Other official channels and portals that require a login into university systems with students鈥� credentials are also acceptable means of communication. Faculty and staff may require that students use other official channels and portals, such as those within the Learning Management System (LMS).
Students are accountable to 91黑料网 Empire for information delivered to their 91黑料网 Empire email and other assigned channels and portals. Thus, 91黑料网 Empire expects students to receive and review official email communications in a timely fashion. As correspondence may be time-sensitive, students are encouraged to check their accounts daily. Communication prior to first enrollment as a student is not covered by this policy, however incoming students should begin using 91黑料网 Empire email as soon as it is available. If a student has paused their enrollment during the three-year window in which they are defined as students, 91黑料网 Empire may send emails to a student鈥檚 non-91黑料网 Empire email addresses for re-enrollment activities, or past-due balance notifications, provided that the communication contains no protected educational record information.
Students may request that their 91黑料网 Empire email be forwarded to another service provider and do so at their own risk. Students are responsible for all information, including attachments, forwarded to any email account. 91黑料网 Empire鈥檚 responsibility ends with the proper delivery of the email to the official university channel. 91黑料网 Empire does not guarantee delivery to forwarded addresses nor does it guarantee that documents attached to forwarded messages will function.
To ensure identity verification, students must correspond with 91黑料网 Empire using their institution-provided email account or through other official channels.
Applicable Legislation and Regulations
Related References, Policies, Procedures, Forms and Appendices
