Sac State University Policy Manual
Email Account Policy

Policy Administrator:  Vice President & Chief Information Officer

Authority: New Policy

Effective Date:  January 1, 2010

Updated: 

Policy Number:  IRT-0102

Email Account Policy

Email and its related channels of communications (e.g. instant messaging, portal messaging) have become essential forms of communications for most aspects of official campus activity. Sacramento State is therefore committed to providing email services to its students and employees in a manner that fosters consistently reliable, secure, and efficient communications.

Scope

 

This policy covers the establishment of campus email accounts for both students and employees, as well as the use of those email accounts for official and emergency communications.

 

Student Email Accounts

 

An official Sacramento State email account will be created for each prospective student at the time they apply for admission. Prospective students may activate their assigned accounts on-line at any time after account establishment, but must activate that account prior to their first course registration. Students will access their campus email account on the web by logging into their personalized MySacState web portal, using the same login name and password assigned to their email account.

 

All campus-based email will be sent only to this official campus email address and only this campus address will be listed in campus directories. Forwarding of student email to students’ personal email accounts is prohibited, with the exception of continuing students who initiated an email forward prior to September 1, 2007. All students have a responsibility to ensure that they are regularly accessing their campus email to ensure receipt of official campus communications. Students who maintain legacy forwarding of their email to personal accounts must ensure those accounts are continually able to receive official campus email. All problems with receipt of campus email should be immediately reported to the IRT Service Desk.

 

Employee Email Accounts

An official Sacramento State email account will be created for each Sacramento State employee prior to the employee’s first day of work. Departments and colleges may request early establishment of faculty and MPP email accounts at any time after the prospective employee accepts an offer of employment. New employees who are expected to use email as part of their campus work should activate their email accounts no later than the end of the first week of employment.

All campus-based email will be sent only to the employee’s assigned official campus email address and only this campus address will be listed in campus directories. An email alias consisting of preferred first name and last name will also be assigned to all employees in the general form firstname.lastname@csus.edu. Forwarding of employee email is permitted only with the approval of the vice president of the employee’s division. All employees assigned campus email accounts have a responsibility to ensure that they are regularly accessing their campus email to ensure receipt of official campus communications. Employees permitted to forward campus email must ensure those accounts are continually able to receive official campus email. All problems with receipt of campus email should be immediately reported to the IRT Service Desk.

 

 

 

Approved by Alexander Gonzalez
December 17, 2009