Delta State University Policies

Electronic Mail – Students

POLICY STATEMENT
 
Electronic mail (e-mail) is an official means for communication within Delta State University. Therefore, the University has the right to send communications to students via e-mail and the right to expect that those communications will be received and read in a timely fashion. OKRAmail is considered the official means for communication between administration and students.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Assignment of Student E-mail Addresses
The Office of Information Technology (OIT) will assign all students an official university e-mail address upon indication from the registrar’s office that the student is enrolled or enrolling in classes (at the first time of registration). It is to this official address that the University will send e-mail communications. This official address will be the only e-mail address tracked.  
 
Redirecting E-mail
Students may have e-mail electronically redirected to another e-mail address. If a student wishes to have e-mail redirected from his or her official address to another e-mail address (e.g., @aol.com, @hotmail.com), they may do so, but at his or her own risk. The University will not be responsible for the handling of e-mail by outside vendors. Having e-mail redirected does not absolve a student from the responsibilities associated with communication sent to his or her official e-mail address.
 
Expectations Regarding Student Use of E-mail
Students are expected to check their official e-mail address on a frequent and consistent basis in order to stay current with University communications. The University recommends checking e-mail once a week at a minimum in recognition that certain communications may be time-sensitive.
 
Academic Uses of E-mail
Faculty may determine how e-mail will be used in their classes. It is highly recommended that if faculty members have e-mail requirements and expectations they specify these requirements in their course syllabus. Faculty may expect that students’ official e-mail addresses are being accessed and faculty may use e-mail for their courses accordingly.
 
Appropriate Use of Student E-mail
In general, e-mail is not appropriate for transmitting sensitive or confidential information unless its use for such purposes is matched by an appropriate level of security. Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail, including use for sensitive or confidential information, must be consistent with FERPA. E-mail shall not be the sole method for notification of any legal action.
 
RELATED DOCUMENTS
  • Technology Governance Committee Minutes: March 1, 2006 (revisions approved via e-mail April 12, 2006)
  • Approved by the President’s Cabinet: September 11, 2006
  • Implementation Date: January 8, 2007