Email Policy

Policy Statement
The University of the Arts (the “University”) maintains an electronic mail (“e-mail”) system to assist its faculty, staff and students in their academic endeavors and administrative duties.  All messages and information sent, received or stored on the University’s e-mail system or computer system are owned by the University and must be for valid University purposes only.  The use of these systems for defamatory, obscene, sexually explicit, illegal, offensive, threatening or inappropriate communications is strictly prohibited.  No account holder should transmit anything in an e-mail message that he or she would not be comfortable with writing in a letter or memorandum.

Purpose
This policy is meant to provide guidelines on how the email system will be managed for efficiency and reliability. The guidelines inform the campus community as to procedures OTIS will follow in managing the receipt, availability, archiving, deletion, and preservation of email delivered to University account holders.

OTIS Procedures

New Account Creation

•    Accounts are generated with a predetermined set of information for each client. This information is contained in the Colleague HR or Student Records modules and transferred to the OTIS Directory Services application on a daily basis.

•    The following information MUST be in Colleague HR or Student Records (managed through the Personnel Office and Registrar’s Office, respectively) prior to any accounts being created:

•    Name (First, Middle, Last, Prefix, Suffix)

•    Colleague System ID #

•    Position Record: Person Type (Student, Faculty, Staff, etc.); Title (position title for Faculty and Staff); Department; Status (FT or PT)

•    Office Location (to be provided by Department supervisor to HR)

•    Office Telephone (to be provided by Telecommunications to HR)

•    SSN#

•    Date of Birth

•    Information is automatically exchanged from Colleague to Directory Services (Active Directory) on a daily basis; programming creates the new client account.

•    Account information is forwarded to the client on a daily basis, as needed.

Email Retention Procedures

•    Individual account holders are responsible for the maintenance of their assigned accounts. The Inbox, Sent Items folder, Deleted, Calendar, and Contact Items folders, as well as any personal folders created for categorizing saved mail; all consume storage space within individual accounts. Periodically reviewing the email account and purging saved or categorized messages no longer needed is always recommended. The following university procedures will also be utilized to effectively manage the email resources:

•    Email deleted by an account owner and moved to the “Deleted Items” (i.e. “Trash”) folder will be purged from university servers when said email is 60 (sixty) days old. This is an automated procedure. Individual account holders must be certain it is their intention to delete email messages.

•    As part of the above procedure, OTIS will schedule a “Trash” day every Wednesday, purging deleted items that are 60 days or older.

•    Emails containing attachments larger than 10MB and remaining on university servers will be deleted annually at the conclusion of the academic year, but no later than June 30th of each Academic Year. (Larger attachments take up valuable resources and should be moved to desktop hard-drives or other storage.

Account Maintenance

•    Accounts created and assigned to individuals based on their status with the university will be maintained as long as that status is valid.

•    OTIS must be informed by the appropriate record holder (Registrar [Students] or Personnel [Faculty and Staff] when the status of an individual has changed. OTIS will disable access to individual accounts as instructed by the supervising officer, Registrar, or Director of Personnel. Disabled accounts may remain active for a period of 30 days to allow the appropriate personnel (supervisor) to review the account and retain any university related materials prior to the account being purged.

•    OTIS will purge accounts that remain dormant (unused) by the individual account owner in the following manner:

•    Disabled accounts of employees (Full-time Faculty and Staff) no longer employed by the university will be deleted (purged) from the university email system after 30 days from termination or departure

•    Part Time faculty accounts will remain in effect for two academic years following the last faculty contract is generated. The accounts will be purged from the email system 30 days after this two-year period has expired.   

•    At the conclusion of the Fall and Spring Semesters, OTIS will generate or request a listing of students who have left the university and are no longer studying at the University. Account holders will be notified by email message to their UArts account (@uarts.edu) of the process for deleting accounts and will have 30 days to clean up their account and move wanted information and messages to their personal storage devices.

o    Account holder will be sent a message informing them of account purge procedure

o    Account holder must respond to message within 30 days to indicate an error in their status (and account will be maintained) or that they no longer require their account (account will be purged).

o    OTIS will send second message at end of 30-day period indicating the exact date account will be permanently removed from server. (to be within the next 30 days)

Mail Storage and Retention
Each University e-mail account has a designated and limited amount of server side storage. A warning message will be sent to the account holder when 90% of the mailbox storage limit is reached. If the account reaches the designated amount of server side storage for e-mail, they will no longer be able to send new messages. Once an account exceeds the designated amount of server side storage for e-mail, the account will no longer be able to send or receive e-mail, and any messages sent to the mailbox will be rejected. Individuals requiring additional storage space can utilize Personal Folders on their computers to archive the additional e-mail to files on desktops.

OTIS maintains the following storage capacity for mailboxes managed through the Exchange Server:

•    Faculty: 220 MB

•    Students: 25 GB (Google Apps for Education Accounts)

•    Staff: 220 MB

•    Alumni: 0MB; graduates of UArts will be provided with an optional (must be requested through Alumni Relations Office) permanent email address available for lifetime use. The address (IDName@alumni.uarts.edu) will be used in conjunction with a permanent email account and mail to the UArts address will be automatically forwarded to the alumnus/na preferred permanent address.

Exceptions to the limitations of email storage may be requested in writing and addressed to the Chief Technology Information Officer.

As a reminder, e-mail and data stored on the University's network of computers is the property of the University and is accessed by the University for the following purposes:

•    Routine backups

•    Troubleshooting hardware and software problems

•    Preventing unauthorized access and system misuse

•    Retrieving business related information

•    Investigating potential violation of University policy or local, state or federal law

•    Complying with legal requests for information

•    Rerouting or disposing of undeliverable mail

•    Conducting University business information

Users of e-mail services must be aware that even if the sender and recipient have discarded their copies of an e-mail record, there might be back-up copies of such e-mail records (but not necessarily the body of the message) that can be retrieved.

Recommended Mail Clients, Applications
OTIS supports email, calendaring, and Contacts (address book) through an Exchange server maintained by Network Services. All faculty and staff are provided with Exchange accounts. Mail, Calendaring and Address Book information may be accessed in the following supported ways: Outlook desktop client (available to all Windows OS clients), Outlook for Mac or Entourage (an Outlook-like application available to all Mac OS clients), and Mail (a Mac OS clients application from Apple). In addition Exchange offers a web client that provides anywhere, anytime accessibility to mail and calendar through the Internet (mail.uarts.edu or through accessing MyUArts Mail in the portal). Information about set up and configuration of these options is available from the Help Desk.

OTIS also supports Google Apps for Education, the student email system, Faculty and staff mail accounts are also created in Google Apps for Education as a back-up to the Exchange email system. Faculty and staff may opt to close their Exchange account at any time if they prefer to use Google Apps as their primary email, calendaring and contacts account.