Use of IUP Email as an Official Means of Communications

Purpose

The purpose of this policy is to define IUP email as an official method of communication for the university.

Scope

This policy applies to all students and employees except those employees who do not normally have access to email.

Objective

The objective of this policy is to define the use of IUP email as an official method of communication and the responsibility of email users to monitor, read, and use their IUP email accounts. As the IUP email system provides a recognized method to authenticate the user, it is suitable to use for official communications.

Policy

Indiana University of Pennsylvania provides email services to all students and employees as an official method of communication. Students and employees (except those employees who do not normally have access to email) have a responsibility to read their IUP email accounts and, if responding to or sending email about IUP business, use their IUP email accounts to do so.

Definitions

Email Useris defined as any student or employee that has been issued an IUP email account.

Email Account is an active IUP email (@iup.edu).

Email Spoofing is the creation of email messages with a forged sender address.

Responsibilities

Users are expected to check their email accounts regularly and to use their IUP email accounts when responding to or sending email to IUP employees and students about IUP academic and administrative matters.

Procedures

The rationale for this policy is that, for faculty who wish to use IUP email for communication to and from students, there is a policy that states that this is approved. Faculty can put this policy in their syllabi and other documents. Communicating via the IUP email system facilitates determining the identity of the sender.Users are therefore not permitted to impersonate other users by modifying email header information for the purpose of deception. All forms of email spoofing are prohibited.

Where applicable, academic and administrative offices should publish email addresses that can be used to receive such email. Faculty should make students aware of their email address by including it on their syllabus or by other means.

Rescission

None

Publications Statement

This policy should be published in the following publications: Undergraduate Catalog, Graduate Catalog, Student Handbook, Administrative Manual.

This policy should also be included on the IUP website.

Distribution

All employees

Document History
Date Description
September 16, 2005 Initial document publication.
March 26, 2013 Obsolete references updated.
December 2, 2014 Policy updated to explicitly prohibit email spoofing.