University of Michigan - Flint

University of Michigan-Flint

Electronic Communication Policy

Approved by the Technology and Technology Fee Committees (Effective Fall 2004)

Purpose of the Policy
The University of Michigan-Flint is committed to using available technology to communicate among members of the campus community and recognizes an expanding reliance on electronic communication among students, faculty, staff, and the administration. This policy will define the proper use of electronic communications.

Policy
The University of Michigan-Flint authorizes the use of the University email address as an appropriate mechanism for official communication between members of the campus community. All members of the campus community are expected to comply with established guidelines and procedures, which define the proper use of electronic communications.

  • Provision of University Email
    The University of Michigan-Flint will provide all students, faculty, and staff with an official University Outlook email account (uniqname@umflint.edu). This will be the address listed in University directories and records. The University will direct all official email communications to this address.
  • Use of University Email
    Certain University electronic communications may be time-critical. Users are responsible for checking their official University Outlook email account (uniqname@umflint.edu) on a frequent and consistent basis in order to stay current with University communications.

    This includes, but is not limited to: policy announcements, important dates and deadlines, emergency notices, registration and financial information, meeting and event notifications, and correspondence between students, faculty, staff, and the administration.
  • Redirecting of Email
    Users who elect to redirect (forward) messages sent to their official uniqname@umflint.edu email address to another address (such as AOL, Yahoo, or Hotmail) do so at their own risk. Having email lost or delayed as a result of redirection or mislabeled as spam or junk mail does not absolve users from the responsibilities associated with communications sent to their official email address. The University is not responsible for the handling of email by outside vendors or unofficial servers.
  • Responding to an Unofficial Email Address
    Users need to be careful when responding in detail to a formal University business inquiry sent from an unofficial email address, since there is no assurance that the sender is a member of the University community. For security reasons, users should provide a generic reply to an inquiry from a non-university email address and request that the inquiry is sent through a University tool that requires authentication, such as Outlook Webmail, SIS, or Blackboard.
  • Privacy and Confidentiality
    Official University communications sent by email are subject to the same public information, privacy and records retention requirements and policies as other official University communications.

    Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, must be consistent with FERPA.

REFERENCES
This Electronic Communication Policy complies with the guidelines as found in:

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