E-mail, University Communications

Effective: October 1, 2006
Contact: Office of the CIO

Introduction

Iowa State University must be able to communicate quickly and efficiently with faculty, staff, and students in order to conduct University business. E-mail is an acceptable and appropriate medium for such communications.

Policy Statement

Unless law, contract, or other university policy prohibits e-mail or requires another form of communication, Iowa State University (ISU) may send communications to faculty, staff, and students by e-mail to their Iowa State University e-mail address. It is expected that the e-mail will be received and read by the recipient within a reasonable amount of time, as e-mail communications may be time-sensitive. This includes communications intended to meet the academic and administrative needs of the university, including business that is critical to the operation and function of Iowa State University.

Security & Privacy

E-mail communications must comply with federal and/or state regulations and university policies including the Computer Code of Ethics and Acceptable Use. Iowa State University will not request personal confidential information such as social security, credit/debit card, or bank account numbers be returned by e-mail. Faculty, staff, and students are responsible for keeping their e-mail passwords confidential, and must not share their password with others or leave it exposed.

University E-mail Address

University e-mail addresses are of the form [Net- ID]@iastate.edu and are included in university directory information. Current Iowa State University students are expected to have a University Net-ID and e-mail address. Students may request that their University e-mail address not be made public by completing a no information release request in the Office of the Registrar.

University faculty and staff are expected to have a University Net-ID and e-mail address unless other provisions for university communications are made by their unit. Unit heads that have employees without e-mail access, such as some merit and temporary employees, must make reasonable accommodations for an alternative means of communication.

Forwarding

Although students or employees may choose to forward their University e-mail address to another e-mail address, forwarding is not recommended. There is a risk forwarded e-mail may be lost or blocked. Problems with forwarded e-mail will not absolve the individual of responsibilities associated with university communications sent to their University e-mail address.

Instructional Use

Faculty will determine how electronic communication, including e-mail, will be used in their classes, and must specify those requirements in the course syllabus.

Policy Library