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Campus Email Structure And Communication Policy

Reviewed By: Administrative Council on July 26, 1999
Approved By: President Karnig on July 29, 1999
Reviewed By: Administrative Council on November 28, 2005
Approved By: President Karnig on January 05, 2007
Reviewed By: Administrative Council on February 08, 2018
Approved By: Tomas D. Morales on February 08, 2018

Source / Authority

For interpretation of this policy, please contact Information Technology Services -- 909/537-5100

Background

The structure of the campus email system has evolved over the years as different servers have been utilized to handle campus email.  The usage of email communications to students has increased and will continue to increase. This policy addresses issues related to proper usage, and the standardization of email addresses.  The revised policy also address the responsibility to regard emails from the university as official communication.

Purpose

The purpose of this statement of structure is to provide a consistent procedure by which email accounts will be established and administered for all campus constituents. In addition, this policy makes email communications an official and binding means of communication. (Note: This policy does not prohibit the use of USPS mail.)

Policy

General

All campus employees and students will be assigned a CSUSB email account.  A CSUSB email address shall be used for official university business communication.  All active employees are required to maintain a CSUSB email account and shall not use a personal or commercial email address for official university business.

Employees

Employee email accounts will be established for employees based on active university employment.

  1. Employee email addresses will be created according to the campus email standard.
  2. Email retained on university systems will follow university information retention policy.
  3. Employee email accounts will be deactivated upon separation from university employment.  Separated employees may submit a request to their immediate administrator to forward their email to a personal email address for a limited period of time. 
  4. Retirees and emeriti may maintain a university email account based on the campus email standard. 

Students

Student email accounts will be established and maintained for new applicants, students who are eligible to enroll for the subsequent term, and graduates for one year following graduation. 

  1. Student email addresses will be created according to the campus email standard. 
  2. Students will be assigned and email address once they submit an admission application; this will be recorded in the university student information system.  Students will be notified of their official CSUSB email address as part of the campus acknowledging the receipt of the application for admission.  
  3. As with all other student directory information, FERPA (the Family Educational Rights and Privacy Act of 1974) regulations will be followed and requests for student email addresses will be handled in the same manner as requests for home addresses. Procedures for obtaining this information can be obtained from the Office of the Registrar.
  4. All email sent to students should include the name, title, email address and telephone number of the person sending the email so that the student may verify the integrity of the email.
  5. Emails sent to students should not include non-directory information as defined in the University Bulletin Catalog under the section entitled "Privacy Rights".

Account Holder Responsibility

Account holders have the responsibility to properly maintain and protect their email accounts and to prevent abuse and unauthorized use of university resources.  If employees or students choose to forward their email to a non-CSUSB email account, they assume all associated risks, including but not limited to litigation holds.  CSUSB will not be responsible for the handling of email by non-CSUSB providers.  Emails sent to a university listserv shall be goverened by the campus policy on campuswide listervs.  

Student Responsibility

Students should check their university email accounts daily to stay current with university-related communication. Consequences of not checking email are the same as those for not checking U.S. Postal mailbox. Some of these consequences include missing payment deadlines, missing registration deadlines, missing immunization requirements, missing out on opportunities for financial aid, and missing requirements and deadlines for graduation.

Students are responsible for the consequences of not reading university-related communications sent to their email accounts and have the responsibility to recognize that certain communications may be time-critical. Errors in forwarding email to a personal email address or failure to read emails regularly are not acceptable reasons for missing university deadlines.

Group Emails to students

Group emails are typically emails sent by administrative offices to selected groups of students. The President, Provost, Vice Presidents, the Office of Strategic Communications, the University Registrar, the Director of Accounting, the Director of Financial Aid, the Assistant Vice President of Admissions and Student Recruitment, or their designees are authorized to send emails to selected groups of students. Offices not listed will forward their request to the Office of the Registrar.  In addition, University divisions, departments, and University-recognized organizations are eligible to request a listserv to reach their constituents, as governed by the Policy on Campus Listservs.  

Emails to students will contain the following information:

  1. Notice that this is a communication from California State University, San Bernardino.
  2. The office, email address, and a telephone number to verify the integrity of the email or address or with questions about the contents of the email.
  3. All messages should be in the plain text format, avoiding graphics and the use of attachments.

Campus Events Email

A Campus Events email is typically sent to currently enrolled students and students eligible to register for the subsequent term. The Campus Events email will be sent to students after the request is submitted and approved by the Office of the Registrar. 

Confidentiality and Privacy Rights

All emails will be consistent with the University policies and local, state and federal law, including, but not limited to, the Student Record Administration Policy.