University Policy #1050
Section 1. Purpose
This policy is established to define the academic and administrative use of Metro State University’s email services.
The purpose of this policy is to ensure that:
- Email is used by the University community in an ethical and respectful manner in compliance with applicable law and policies, including policies established by the University and Minnesota State; and with respect for the public trust through which these services are provided.
- Email serves as the official means of communication both within Metro State University and with external recipients as defined by Procedure 105.
- This critical service remains available and reliable and is used for purposes appropriate to the University's mission.
Section 2. Definitions
- External mass email service: any mass e-mail system or service that is not provided and/or supported by Metro State University’s division of Institutional Effectiveness and Technology
- Mass email: an email sent to a group of more than 100 recipients.
Section 3. Policy
This policy establishes email as the official channel of communication at Metro State University for communications that do not require physical delivery of a document. Individuals wishing to send mass emails must have authorization unless otherwise noted in the procedure. Mass, unsolicited email sent to or from non-University entities or individuals must comply with the federal CAN-SPAM Act, MGDPA and Minnesota State Policy 5.22 Acceptable Use of Computers and Information Technology.
Email should not be used 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 FERPA, MGDPA and Minnesota State Policy 5.22 Acceptable Use of Computers and Information Technology.
The University expects that students and employees shall receive and read email in a timely manner. Timely response to email communication shall be defined by the department/operating unit in which the employee works. The University also expects that email communication be done in an ethical and respectful manner. Examples of inappropriate use of email include but are not limited to:
- Use of email to transmit materials in a manner which violates copyright laws;
- Distribution of obscene material;
- Intentional and unauthorized access to other people’s email, including sharing of account passwords.
- Concealment or misrepresentation of names or affiliations (e.g., misrepresenting oneself as another user);
- Use of University email to send spam;
- Alteration of source or destination address of email;
- Use of email for partisan political or lobbying activities;
- Use of email for commercial activities or personal gain;
- Use of email to violate the University’s policy on Harassment and Discrimination;
- Use of email that constitutes violations of Metro State’s Code of Conduct;
- Use of email that violates the law.
This policy applies to any person or entity sending email through Metro State University email systems on behalf of the University. Nothing in this policy shall be interpreted to expand, diminish or alter academic freedom, articulated under Minnesota State Board Policy, Metro State University Policy, or collective bargaining agreements. Examples of such policies include, but are not limited to:
- Board Policy 5.22 Acceptable Use of Computers and Information Technology Resources.
- CAN-SPAM Rule | Federal Trade Commission (ftc.gov)
- FERPA - Federal Education Rights and Privacy Act.
- MGDPA - Minnesota Government Data Practices Act.
- System Procedure 1C.0.1 Employee Code of Conduct
- System Procedure 1C.0.2 Respectful Workplace - Minnesota State
- System Procedure 3.6.1 - Student Conduct
- University - Procedure 112: Student Conduct Code Procedure
Section 4. Authority
This policy is issued pursuant to authority granted to the President by the Minnesota State Colleges and Universities System Board of Trustees.
Section 5. Effective Date
This policy shall become effective upon signature by the President and shall remain in effect until modified or expressly revoked.
Section 6. Responsibility
Responsibility for implementation of this policy is assigned to the Vice President of Institutional Effectiveness and Technology
Section 7. Review
This policy will be reviewed as needed, due to changes in technology or, at a minimum, every two years.
Section 8. Signature
Issued on this date: 09/20/2024
Virginia “Ginny” Arthur, JD
President
Date of Implementation:
06/06/2008
Date of Last Review:
09/20/2024
Date and Subject of Amendments:
09/20/2024: Revisions divided a single policy into paired policy and procedures. Language was updated to accurately reflect current technology and regulations. The new policy and procedure provide for limited unofficial communication with student’s personal email addresses.
Additional History and/or Revision Dates: