Using Email as Official University Communication

The University-assigned email account shall be an official means of communication with all students, faculty, and staff. Students are responsible for all information sent to them via their University assigned email account. As of October 4, 2010, all new students are required to provide a forwarding address for their University email account; students are responsible for ensuring that all information, including attachments, is transmitted in its entirety to the preferred account.

Summary:

All faculty, staff, and students are required to maintain an @du.edu computer account. This account provides both an online identification key and a University Official Email address. The University sends much of its correspondence solely through email. This includes policy announcements, emergency notices, meeting and event notifications, course syllabi and requirements, and correspondence between faculty, staff, and students. Such correspondence is mailed only to the University Official Email address.

Faculty, staff and students are expected to check their email on a frequent and consistent basis in order to stay current with University-related communications. Faculty, staff, and students have the responsibility to recognize that certain communications may be time-critical.

Scope:

This policy applies to all members of the University of Denver community -- faculty, staff, and students.

The @du.edu Computer Account:

The @du.edu computer accounts are the central University computer accounts managed by University Technology Services (UTS). These accounts serve as the online identification key for central University systems, and they provide each member of the community with a University Official Email address.

The Official Email address ends in @du.edu and is usually in the form firstname.lastname@du.edu. This is the only email address that is officially associated with a member of the University. In general, this address remains the same throughout one's association with the University. The Official Email address will appear in the University's Banner Administrative System within 24 hours after a person is officially entered into the Banner administrative system, and will also appear in the University's online directory. Students may request confidentiality.

As of October 4, 2010, new faculty and staff are required to forward their @du.edu address to a University-supplied Exchange account or to an external email provider (Some departments do not allow off-campus forwarding for faculty or staff. Please check with your local department for specific policy.) New students are required to provide a forwarding address to an external email provider such as Gmail, Hotmail, AOL, or the like.

Privacy Provisions
The University of Denver will make reasonable efforts to maintain the integrity and effective operation of its electronic mail systems, but users are advised that those systems should not be regarded as a secure medium for the communication of sensitive or confidential information. Because of the nature and technology of electronic communication, the University can assure neither the privacy of an individual user's use of the University's electronic mail resources nor the confidentiality of particular messages that may be created, transmitted, received, or stored thereby.

University Access And Disclosure

To the extent permitted by law, the University reserves the right to access and disclose the contents of faculty, staff, students', and other users' electronic mail (or, in the case of a forward, the account's configuration) without the consent of the user. The University will do so when it believes it has a legitimate business need including, but not limited to, those listed below, and only after explicit authorization is obtained from the appropriate University authority.

Faculty, staff, and other non-student users are advised that the University's electronic mail systems should be treated like a shared filing system, i.e., with the expectation that communications sent or received on University business or with the use of University resources may be made available for review by any authorized University official for purposes related to University business.

Electronic mail of students may constitute "education records" subject to the provisions of the federal statute known as the Family Educational Rights and Privacy Act of 1974 (FERPA). The University may access, inspect, and disclose such records under conditions that are set forth in the statute.

Any user of the University's electronic mail resources who makes use of an encryption device to restrict or inhibit access to his or her electronic mail must provide access to such encrypted communications when requested to do so under appropriate University authority.

The University reserves the right to inspect and disclose the contents of electronic mail:

  • in the course of an investigation triggered by indications of misconduct or misuse,
  • as needed to protect health and safety,
  • as needed to prevent interference with the academic mission.

Procedures For Approval For Access To Electronic Communications Of Others

Individuals needing to access the electronic communications of others, to use information gained from such access, or to disclose information from such access must obtain approval in advance from the Vice Chancellor of University Technology Services. Requests must be in writing and minimally include the following:

  • Name and title of the person whose communications will be accessed;
  • Name and title of the person who will access the communications;
  • Purpose of access;
  • What forms of communication will be accessed (e.g., voice mail, email, fax);
  • Required duration of access;
  • What will be done with accessed messages, including to whom will they be disclosed.

Frequently Asked Questions:

Why does the University require the use of the Official Email address?
Assigning everyone an @du.edu email address makes it possible for people to create reliable address book entries and mailing lists. Such lists will not be disrupted by any changes students might make in the Internet Service Provider or the address to which they forward their email. A permanent, official email account is necessary to automatically establish Blackboard, webCentral and other accounts.

A standardized email address facilitates educational uses of email. Faculty determine how electronic forms of communication (e.g., email, Blackboard) are used in their classes and specify their requirements in the course syllabus. This policy ensures that students will be able to comply with email-based course requirements specified by faculty. Faculty can assume that students' official @du.edu accounts are being utilized, and faculty can use email for their classes accordingly.

What about email forwarding?
Details concerning email forwarding for students can be found here: http://www.du.edu/studentemail/

By March 20, 2011, all faculty and staff will forward their @du.edu accounts to email accounts hosted on the University's Exchange system or to an external email provider. (Some departments do not allow off-campus forwarding for faculty or staff. Please check with your local department for specific policy.)

What if I do not wish my Official Email address to be published in the online directory?
Any student wishing that directory information not be released must submit a "Request to Prevent Disclosure of Directory Information" form (available from the Office of the Registrar) to the Office of the Registrar, University Hall, B133. Policies regarding confidentiality can be found athttp://www.du.edu/privacy/and http://www.du.edu/registrar/general/ferpa_employee.html.

What if I want to change my Official Email address?
The address you are given is the Official Email address. In certain instances, some email addresses may be embarrassing or have unintended meaning, or your name may change. These can be changed on a case by case basis by contacting http://support.du.edu.

Other Policies Affecting Email At The University Of Denver

Use of email on University-owned servers is subject to other University policies. These policies include, but may not be limited to, the following: