Purpose

To provide Students with an Official University Email Account which is to be used for all official University email correspondence.

Scope

All University Students and official email correspondence.

Definitions

Employee — All faculty (including adjunct professors, librarians, etc.) and staff members employed by the University.

Official University Email Account — An account with an email address ending with "mun.ca" (or a Memorial-sanctioned domain)

Student — An individual who is enrolled at the University for full-time or part-time study in a course approved by Senate.

Unit — Academic or administrative unit, as defined in the University Calendar, or any board or other body appointed or elected to carry out University business.

University — Memorial University of Newfoundland.

Policy

1.0  General

The University ensures that each Student is provided with an Official University Email Account. Access to the Official University Email Account will be determined based on the Procedure for Providing, Maintaining, and Removing Student Access to the Official University Email Account.

Official email correspondence from the University to Students will be sent only to the Official University Email Account and not to any other email account. The University is not obliged to accept email from a Student untill it comes from an Official University Email Account.

The University has the right to temporarily or permanently disable access to an Official University Email Account for reasons including, but not limited to, cyber security risks, inappropriate use, and legal requirements.

The University reserves the right to access, examine and disclose any information transmitted or stored in an Official University Email Account, where the University has reasonable grounds to believe such actions are necessary for safety, security, operational purposes, or to comply with the University's legal obligations. Such access will be compliant with all federal and provincial legislation and University policies and procedures. Any personal information not related to the issue will be protected to the extent reasonably possible.

2.0  Responsibility

Units are responsible for sending any official e-mail communication to Students via Official University Email Accounts.

Students are responsible for accessing and reading email from their Official University Email Account at least once per week except where circumstances (leave, travel to remote areas, etc.) prohibit this.  All Students should be aware that e-mail communications may be time sensitive and that failure to appropriately check their Official University e-mail Account will not exempt them from any responsibilities associated with the e-mail correspondence.

Account holders are required to promptly report any technical difficulties that prevent them from sending or receiving e-mail with their Official University Email Account to the Official of the Chief Information Officer (OCIO) Service Desk (www.mun.ca/cio/support).

3.0  Email Forwarding

Students who choose to forward and read their e-mail from accounts other than their Official University Email Account are not absolved from responsibilities associated with any e-mail communication as a result of lost or misdirected external e-mail. The University will not locate or recover any lost or misdirected external e-mail.

4.0 Legacy Access Clause

Notwithstanding any other provision of this Policy and subject to the Information Management Policy, all current and former Students to whom the University has provided and Official University Email Account on or before <>, may continue to access and use their Official University Email Account on an ongoing basis, provided they access their Official University Email Account no less than once a year. This legacy access remains subject to all relevant University policies and applicable law, as they exist from time to time. The University reserves the right to modify, replace, discontinue, or deny this legacy access, including on a case-by-case basis, and will provide notice of any such changes.

Related Documents

Electronic Data Security Policy
Appropriate Use of Computing Resources Policy
Information Management Policy

Procedures: