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Single E-Mail Policy for Students and Employees


E-8.1 - INTRODUCTION

E.8.1.1 - PURPOSE

This policy commits the University to provide Memorial’s faculty, staff, students, retirees and alumni with a single e-mail address which is the sole address to be used for official university e-mail communication.

E-8.1.2 - SCOPE

This policy applies to all university faculty, staff, students, retirees and alumni. Conversion will take effect immediately for students and by September 1, 2008 for faculty, staff, retirees and alumni.

E-8.1.3 - AUTHORITY

The Director of Computing and Communications is responsible to the Vice-President (Administration and Finance) for the administration of this policy. Any deviation from this policy must have prior approval of the Vice-President (Administration and Finance).

E-8.1.4 - RESPONSIBILITY

It is the responsibility of the Department of Computing and Communications to ensure that each student and employee is provided with a single e-mail address.

It is the responsibility of the Office of the Registrar to inform new students of this policy and related procedures at time of registration.

It is the responsibility of the Department of Human Resources to inform new employees of this policy and related procedures at time of hiring.


E-8.2 - USE OF OFFICIAL E-MAIL ADDRESS

E-8.2.1 - DEFINITIONS

OFFICIAL E-MAIL ADDRESS

This is the e-mail address provided by Memorial which is to be used by students and employees when they use e-mail to communicate with each other on official university matters.

STUDENT

For the purpose of this policy, students are defined as individuals who are registered with the University.

EMPLOYEE

Employee refers to all faculty (including adjunct professors, librarians, etc.) and staff members employed by the University.

E-8.2.2 - PROCEDURES

E-8.2.2.1 Creation of address

By acceptance to Memorial University, each student will be issued an official e-mail address. Employees will be issued an official e-mail address when appointed.

E-8.2.2.2 Students and employees

It is recommended that all individuals covered under this policy read their Memorial e-mail on a daily basis. At a minimum, individuals should read their e-mail once per week except where their circumstances (leave, travel to remote areas, etc.) prohibit this. All individuals will be made aware that e-mail communications may be time sensitive and that failure to appropriately check e-mail will not exempt them from any responsibilities associated with the e-mail correspondence. Address holders are required to promptly report any technical difficulties with their e-mail address that prevents them from sending or receiving e-mail. Memorial is not obliged to accept e-mail from a student or an employee unless it comes from a valid Memorial address.

E-8.2.2.3 Scope of use

All academic and administrative units are encouraged to use e-mail as the means of communication wherever feasible.

E-8.2.2.4 Other e-mail addresses and automatic e-mail redirection

Official e-mail correspondence from Memorial will be sent only to the Memorial address and not to any other e-mail address. Students and employees will not be able to automatically forward their Memorial e-mail to any other address. However, once e-mail has been delivered to a Memorial address, it may be manually forwarded.

Students and employees are expected to read official university e-mail from their Memorial address. Students and employees who choose to read their e-mail from addresses other than the Memorial address are not absolved from responsibilities associated with any e-mail communication as a result of lost or misdirected e-mail. The University will not normally track down any lost or misdirected e-mail.


E-8.3 - E-MAIL FOR LIFE

The Memorial address is an e-mail address for life. Upon graduation, students will be entitled to retain their e-mail address as alumni. Memorial employees will be entitled to retain their e-mail address upon retirement or resignation from the University. If an e-mail address has been inactive for greater than one year, Memorial reserves the right to delete the address.


E-8.4- PRIVACY

E-mail created and received by employees of Memorial University are subject to the Access to Information and Protection of Privacy Act. Employees must protect personal information in accordance with the Act. As well, the University may be required to provide e-mail correspondence in response to an Access to Information request.


E-8.5 - RELATED POLICIES

C-4 Limitation of Liability with Respect to Computing Facilities

C-5 Appropriate Use of Computing Facilities

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