Student E-Mail Policy
Rationale: There is an expanding reliance on electronic forms of communication on the Gonzaga University campus. E-mail is fast, convenient, and cost-effective. It is prudent that the university include e-mail as an official form of communication with students.
This policy is intended to ensure that students have access to official communication from the university by e-mail and that they understand their responsibilities around communication of this type. This policy does not prohibit students from maintaining their own non-university e-mail account in addition to their Gonzaga e-mail address.
1. University use of e-mail. E-mail is an official means of communication at Gonzaga University. The university may send communications to students by e-mail and has the right to expect that those communications will be received and read in a timely fashion. Information sent via e-mail has the same importance and needs to be responded to in the same manner as information sent in other ways. Students have the responsibility of accessing and reading their e-mail messages in a timely fashion.
2. Assignment of student e-mail address. Information Technology Services (ITS) or other authorized personnel will assign all students an official university e-mail address. It is to this address that the university will send all official e-mail communications. This official address will also be listed in the university's student directory unless the student has requested otherwise.
3. Managing E-mail boxes. Students are expected to read and properly dispose of e-mail promptly. Prompt disposition of e-mail is necessary to manage storage space on the student e-mail system. Disposal may include deletion, filing into alternate folders on the university mail server, or moving the e-mail onto the student's own computer. The university reserves the right to purge mail from accounts. Prior notification will be given if that notification is feasible and practical to allow students time to save messages.
4. Forwarding e-mail. In some cases a student may wish to configure his or her Gonzaga University e-mail account to forward e-mail to another address. The student takes full responsibility for the correct configuration of that forwarding. The university takes no responsibility for the handling of e-mail in this fashion. The use of automatic e-mail forwarding does not absolve the student from the responsibilities associated with e-mail sent to the student's official e-mail address. The university or individual schools may forbid the automatic forwarding of e-mail in cases where it is found to be problematic. Additionally, the university may delete e-mail forwarding or other automated e-mail handling rules that cause system problems without prior notification.
5. E-mail privacy. This policy does not supercede the university's policies on privacy as stated in the university's Acceptable Use Policy. However, all users of electronic communication, including e-mail, need to realize that communication of this type usually leaves traces as to its origin and destination as well as its content. The simple deletion of e-mail or other electronic files does not remove these traces and the file or e-mail is often recoverable for some time after deletion. Further, students need to realize that the university makes regular archival copies of all e-mail to ensure the system's integrity and that these archives exist for some time. Therefore, although Gonzaga's e-mail system and governing policies may grant some privacy to student e-mail, students should treat all e-mail as if they were public documents.
6. Spam Filtering. The university uses a variety of spam filtering tools including some that can be controlled by end-users. The university will continue to stay apprised of the latest spam filtering techniques and will adjust its own processes when warranted. However, no current spam filtering technique is completely effective and they will let mail through that should be blocked and occasionally block e-mail that should be delivered. Moreover, each person's definition of spam is unique. Given that, students should expect that on rare occasions, legitimate e-mail may be blocked from delivery.
7. Lifetime E-mail. Gonzaga graduates are granted the use of the university e-mail system for life, as long as they continue to periodically check their account. Once a student has graduated, they must check their account at least once every six months or it is subject to deletion.
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