Third Party Access to University Electronic Mail
This guideline covers third party access to University electronic mail and explains how the University will handle requests for electronic mail messages stored in mailboxes on University central and departmental e-mail servers.
Access and Retrieval of Stored Electronic Mail Messages
University-owned computing equipment, networks, services, and resources, including electronic mail, (collectively referred to as the "system"), are provided for the purpose of conducting University- related activities and are therefore considered University property. The University, as owner of such property, has the right to access employee electronic mail messages as it deems necessary and appropriate, so employees should not expect individual privacy in using the system. For example, following the procedure below, a supervisor may access an employee's electronic mail account during an employee's absence.
However, Computing Services and Systems Development (CSSD), as administrator of the University's electronic mail service, will only provide access to electronic mail messages stored on central University e-mail servers to individuals other than the person to which a specific mailbox is assigned upon receipt of written approval from the University Office of General Counsel. Units must contact the Office of General Counsel directly to secure such authorization.
Upon receipt of written authorization by the Office of General Counsel, CSSD will transfer the requested email messages to compact disc (CD) media that will be provided to the Office of General Counsel or to the party that General Counsel designates to receive those messages. It should be noted that electronic mail messages may only be stored centrally for a limited time period, generally thirty (30) days, and may be overwritten in the normal course of business. This general provision may be overridden by a specific request for document retention from the Office of General Counsel, where, for instance, litigation has ensued.
Forwarding of Electronic Mail Messages
CSSD will not cause electronic mail messages to be forwarded to any electronic mail address other than the e-mail address to which the message was originally intended by the sender. However, active University students, faculty, and staff have the ability to set up to five forwarding addresses for all electronic mail messages destined for delivery to mailboxes assigned to them that are located on University central e-mail servers. If an electronic mail message is determined to be undeliverable, a notice will be sent to the sender of the message and the message will be discarded.
CSSD will not forward email that is sent to the University accounts of terminated faculty or staff members because such e-mail accounts have been provided solely for the purpose of conducting University-related activities. It is the responsibility of the unit administrator or designee to notify parties that send messages relating to University business of a change of email address in situations where the original intended recipient of such messages is no longer affiliated with the University.
Forwarding of Electronic Mail Messages for Deceased Faculty
University departments are responsible for contacting the Technology Help Desk to notify CSSD of a faculty member's death and to provide contact information for individuals who will handle correspondence intended for the deceased faculty member. After receiving notification from the department, CSSD will discontinue any mail forwarding that may be in place and create an automatic reply message that directs correspondence intended for the deceased faculty member to the designated contacts. The text of the automatic reply message will read as follows:
This e-mail account is no longer active. If your message is a personal matter, correspondence can be directed to [e-mail address/phone number]. If this is a University-related matter, please contact [e-mail address/phone number].
Absent a legal exception, such as a lawfully issued subpoena or a court order, no individuals, including family members, personal representatives, or colleagues, will be granted access to a deceased faculty member's e-mail account because messages stored on that account may contain student information, which is protected under the Family Educational Rights and Privacy Act (FERPA).
References
- Policy 09-08-01, Access to and Release of Education Records
- Policy 10-02-04, Data Administration
- Policy 10-02-05, Computer Access and Use
- Policy 10-02-06, University Administrative Data Security and Privacy