Date: January 8, 2004

To: The Senate

From: Mary Lyman-Hager, Chair, Instructional Technology Committee

Re: Change to Policy File: Email Policy

Action Item:

The Instructional Technology Committee moves the approval of the following new policy:

SDSU STUDENT E-MAIL ADDRESS USE POLICY

Prepared by Student E-Mail Subcommittee of the University Communications Board

Modified by the Senate Instructional Technology Committee April and May 2003

Revised by Enrollment Services Communications, October, 2003

E-mail is an official means of communication with SDSU students. Each admitted and matriculated student is expected to check the official private e-mail address he or she has on record with the University frequently in order to stay current with University communications and to avoid returned messages (≥mailbox full≤ or ≥user unknown≤ are not acceptable reasons for missing university messages.) Each student is also expected to keep his or her individual and private e-mail address listed in the Student Information Management System/Relational (SIMS/R) current.

1.0 A studentπs e-mail address is retained as part of the studentπs record in the Student Information Management System/Relational (SIMS/R) database. It is to this official address that the University will send e-mail communications. Official e-mail addresses will be Confidential Directory Information unless the student requests otherwise. It is the responsibility of the student to ensure that the email address is functional and able to receive email from SDSU. The University shall supply a student with an e-mail account upon request.

2.0 Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail will be consistent with FERPA.

3.0 Official e-mail communications are intended only to meet the academic, business, and administrative needs of the campus community. Use of State resources, including e-mail, for anyoneπs personal or political gain is prohibited. This includes promoting off-campus sales and services.

4.0 E-mail messages must not include Social Security Numbers.

5.0 E-mail shall not be used for notification of disciplinary hearings or any legal actions involving the court system.

6.0 Campus units and faculty will be able to use these official e-mail addresses for university business. If an instructor chooses to collect e-mail addresses, his or her syllabus must reflect the instructorπs expectation that the students notify him or her directly of an e-mail address change.

7.0 If a student wishes to use a non-SDSU e-mail address (e.g., @aol.com, @hotmail.com), he or she may do so, provided that the address is private to the individual. However, the university will not provide support for that e-mail.

8.0 Operational procedures shall be determined by the Instructional Technology Committee of the Senate, in cooperation with Enrollment Services.