The University of Wisconsin Oshkosh
Policy # [####]
Student Email Policy (GEN 1.3.(3).)
Original Issuance Date: MMMM DD, YYYY
Last Revision Date: MMMM DD, YYYY
Next Review Date: MMMM DD, YYYY
1. PURPOSE
2. RESPONSIBLE OFFICER
3. SCOPE
4. BACKGROUND
5. DEFINITIONS
6. POLICY STATEMENT
GEN 1.3.(3). Student Email Policy.
(1) Introduction.
Email is considered an official method for communicating with University of Wisconsin Oshkosh students because it delivers information in a convenient, timely, cost effective, and environmentally aware manner. The University expects that email communications will be received and read by students in a timely fashion.
This policy establishes the University’s expectation that faculty and other University staff may routinely communicate important information to students using the University’s established email system.
(2) University Use of Email.
Email is an official method for communication at UW Oshkosh. The University may send communications to students via email. Students are responsible for the consequences of not reading in a timely fashion University-related communications sent to their official UW Oshkosh student email account.
(3) Student Email Accounts.
All students at UW Oshkosh are provided with an official UW Oshkosh student email account. This email account is the official email address to which the University will send email communications. This official email address will be recorded in the University’s electronic directories and records for that student.
(4) Expectations Regarding Student Use of Email.
Students are expected to check their UW Oshkosh official email account on a frequent and consistent basis in order to remain informed of University-related communications. The University recommends checking email at least twice per week. “I didn’t check my email,” errors in forwarding email, or email returned to the University with “mailbox full” or “user unknown” are not acceptable reasons for missing official University communications via email.
(5) Faculty/Instructional Academic Staff Expectations and Educational Uses of Class Email Lists.
Since faculty and instructional academic staff determine how email is used in their classes, they can require students to check their email on a specific or more frequent basis. Faculty and instructional academic staff messages sent to class email lists, including class lists in course management systems, are also considered official communication.
(6) Appropriate Use of Student Email.
In general, email is not appropriate for transmitting sensitive or confidential information unless it is matched by an appropriate level of security or permission.
All use of email will be consistent with other University policies, including the UW Oshkosh Acceptable Use of Computing Resources Policy. All use of email will also be consistent with local, state, and federal law, including the Family Educational Rights and Privacy Act (FERPA).
(7) Redirecting Email.
Students may elect to redirect (autoforward) messages sent to their UW Oshkosh official student email account to a non-University account. Students who redirect email from their official account to a non-University account (such as AOL, Yahoo, Hotmail), however, do so at their own risk. Having email lost as a result of redirection does not absolve a student from the responsibilities associated with communication sent to her or his official email account. The University is not responsible for the handling of email by outside vendors or unofficial servers.
The University provides a WebMail system, through which students from off campus can access their official UW Oshkosh email account. Instructions for the use of WebMail are available at the UW Oshkosh web site.
Questions or comments about this policy should be directed to the Chief Information Officer.
7. REFERENCES
8. PROCEDURES
9. REVISION HISTORY