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California State University, Long BeachCalifornia State University, Long Beach

ADMINISTRATIVE GUIDELINE

Campus Legal Guidelines for Email Service and Usage

PURPOSE AND SCOPE

The purpose of this document is to define email service and personal calendar service provided by California State University, Long Beach (CSULB). It outlines the campus’ legal guidelines for use by CSULB faculty, staff, students, volunteers, emeriti, auxiliaries, and others who receive a university-provided email account.

GUIDELINE STATEMENT

  1. BACKGROUND

    CSULB recognizes email and personal calendars as mission-critical tools for conducting university business. As such, CSULB supports the use of centrally provided enterprise email systems for faculty, staff and others (as described in this document’s Eligibility section) to use for conducting official university business. Matriculated students are also provided a university account.

  2. EMAIL USAGE

    1. TYPES OF EMAIL USER ACCOUNTS
      Individual Accounts
      Email accounts for faculty, staff, and others will be created based on user eligibility (see Eligibility section below). The email account generated will be considered the individual’s primary email account to be used for official university communication.
      Student Accounts
      Student email accounts will be created based on user eligibility (see Eligibility section below). The student email account will be used for official university communication if the student designates it in a campus-authorized system as the preferred email account.
      Shared Accounts
      Shared accounts can be created for a department or college to support business operations. Departments or colleges are entitled to one shared account per unit and can request additional shared accounts as needed. Each department is responsible for managing the security and appropriate use of its shared accounts.
    2. EMAIL USAGE RESPONSIBILITIES
      1. Faculty and staff will use the campus-provided email system when they conduct CSULB academic and administrative business.
      2. Faculty and staff will use the calendar provided in the campus email system to schedule meetings, busy times, and appointments within and across the campus.
      3. Campus email accounts can be used for incidental personal usage and are subject to public records disclosures and subpoena as dictated by local, state, and federal laws.
      4. Faculty, staff and other account holders should not send confidential information on email. Confidential information includes, but is not limited to, an individual’s name in combination with Social Security Number, driver’s license/California identification card number, health insurance information, medical information, or financial account number such as credit card number, in combination with any required security code, access code, or password that would permit access to an individual’s financial account. Further details about securing content of email messages are outlined in the CSULB Records Management Standard.
      5. Email account holders are responsible for safeguarding access to their campus email when using any computing device. Refer to the CSULB Safe Computing Resources.
      6. Access to faculty and staff email is provided through a standard set of campus-approved email clients and protocols to ensure consistent and secure service and technical support to email users. (See Faculty and Staff Email Clients and Protocols section below.)
      7. Campus email systems can integrate with mobile devices. (See Mobile Device section below.)
    3. SECURITY AND PRIVACY OF EMAIL
      1. Electronic communication such as email content and attachments are university records. As such they may be subject to disclosure in accordance with state and federal laws.
      2. Email sent to or from campus email systems are subject to university controls, including elimination, in order to protect network performance and ensure fair use of computing resources.
      3. Campus email is scanned and filtered for security threats such as malware, viruses and potentially dangerous files.
    4. PROHIBITED EMAIL ACCOUNT ACTIVITIES

      CSULB prohibits certain email activities, including the following:

      1. Email “masquerading”, which misrepresents an email user’s account name or host name from sent email.
      2. Automatic forwarding of email from an @csulb.edu address to a non-@csulb.edu address.
        • Users can forward selected, individual emails from an @csulb.edu address, however auto-forwarding all campus email to non-CSULB email accounts prevents CSULB from providing email records to legal entities when officially required to do so.
      3. Opting-out of mass campus broadcast emails.
        • Faculty, staff, and students may not opt out of mass campus broadcast emails. The campus must be able to easily and consistently communicate important business and academic information to all employees and does so using mass broadcast emails.
      4. Sending mass campus email.
        • Staff and faculty are not allowed to send mass campus broadcast emails unless approved and sent through defined channels. (See Broadcast/Mass Email section below).
      5. Campus email is managed to comply with laws prohibiting activities such as misleading advertising, email spam, and phishing.
      6. Harvesting directory information.
    5. ELIGIBILITY

      The following users are provided CSULB email accounts:

      1. Faculty, staff, and volunteers as identified by Human Resources or Faculty Affairs are eligible for faculty and staff email services.
      2. Matriculated students are eligible for student email services.
      3. Auxiliary employees as identified by each auxiliary organization (Foundation, 49er Shops, Associated Students, Inc.).
      4. Emeritus faculty and staff as identified by Faculty Affairs and/or Human Resources, as appropriate, may retain their accounts indefinitely subject to account renewal.
      5. Guests and other individuals may receive email accounts for a limited time by request of campus-defined sponsors and with approval through campus-defined processes.
    6. EMAIL ACCOUNT NAMING CONVENTIONS
      • Each faculty, staff, auxiliary, and volunteer email user is entitled to one mailbox which is provided per the following naming convention:
        • firstname.lastname@csulb.edu
      • Each student user is entitled to one mailbox which is provided per the following naming convention:
        • firstname.lastname@student.csulb.edu
      • When multiple firstname.lastname situations occur for email users, uniqueness will be achieved by applying sequential numbering to the email account name.
      • The @csulb email system does not allow users to create their own aliases; however, alias account names can be requested and obtained on an exception basis. Aliases must meet the conventions above.
    7. TERMINATION OF EMAIL ACCOUNTS

      An email account will be terminated following due process. Typical termination conditions are:

      1. Standard employment separation, termination, or retirement.
        • Users who do not have a current faculty, staff, emeritus, volunteer, or auxiliary status will have their account terminated.
        • For a limited period of time, faculty member accounts may be retained by the university and may be accessed by a separated, terminated, or retired faculty member to address grade appeals.
      2. Violation of Campus Computing Policies or Guidelines.
        • Violations as defined in the campus acceptable use policy or campus computer usage and safety guidelines will result in email account termination.
      3. Disciplinary Action.
        • The account will be handled based on direction from Human Resources, Faculty Affairs or University Police. This will generally involve suspending, deleting or reassigning the account.
      4. Inactive Shared Accounts are subject to termination.
    8. FACULTY AND STAFF EMAIL MESSAGE RECOVERY
      Email Message Recovery

      Email messages deleted by a user are automatically emptied from the user account’s trash bin on a periodic basis and may be manually emptied from the trash bin anytime by the user. After automatic or manual removal from an account’s trash bin, an email message can be recovered for only a limited time.

      Sent Email

      Email messages residing in the “Sent Items” folder will automatically be removed after six (6) months.

      Email messages in the “Sent Items” folder can be moved and saved in other email folders to avoid automatic removal from the “Sent Items” folder.

      Email Message Archiving

      Email message archiving is not provided because there is ample inbox and folder storage available.

    9. EMAIL STORAGE AND MESSAGE SIZES

      The faculty and staff email system provides at least 10 gigabytes of email storage.

      The student email system provides at least 10 gigabytes of email storage.

      Maximum message sizes and attachments will follow higher education standards to protect network services and ensure fair use of computing resources.

    10. BROADCAST / MASS EMAIL

      Mass emails, also known as “broadcast email” or “email blasts,” are messages sent to large distributions of students, faculty and/or staff. Broadcast emails typically provide important campus information, and:

      1. Require Vice President or Campus President or authorized approval prior to sending.
      2. Should avoid attachments, but if used, may not contain attachments over 15MG. Links to attachments are allowed and encouraged
      3. Include students, faculty and/or staff identified by campus systems of record.
      4. Have no provision to allow recipients to “opt-out.”
    11. FACULTY AND STAFF EMAIL CLIENTS AND PROTOCOLS

      The email system can be accessed using standard campus-approved email clients and protocols as defined in the @CSULB Email Technical Standards Guide.

      • Standard, approved email clients on the campus network will receive regular automatic security updates as part of the software deployment service.
      • Third-party web browsers are not supported because their functionality and auto-updates for security cannot be assured.
      • Email settings can be adjusted on supported clients and web browsers to allow for accessible usage by those with low vision and to support CSU Accessible Technology Initiative (ATI) requirements.
    12. USING CAMPUS EMAIL WITH MOBILE DEVICES

      Mobile device operating systems that have been tested and are recommended for use are listed on the ITS Email Services page.

      Personal mobile devices can be configured by users to integrate with the CSULB email system and instructions are available for the recommended mobile devices.

    13. EMAIL RETENTION

      Email, by itself, is not specifically listed within the CSULB records retention and disposition schedule.

      However, an email may become a record depending on its content. If an email is deemed a record then it is subject to the CSULB retention and disposition schedule. Refer to the CSULB Records Retention and Disposition Schedules.

  3. PERSONAL CALENDARS

    In the course of conducting university business, faculty and staff will use the calendar provided in the campus email system to schedule meetings, busy times, and appointments within and across the campus. Shared and resource calendars can be requested and utilized by departments to manage department resources such as conference rooms and to enable groups of employees to share a calendar.

    Students are not required to use the campus-provided student email calendar function.

  4. RESPONSE TO VIOLATIONS

    The University reserves the right to temporarily or permanently suspend, block, or restrict access to information assets when it reasonably appears necessary to do so to protect the confidentiality, integrity, availability, or functionality of those assets.

    Any disciplinary action resulting from violations of these guidelines or program supporting policies, standards or procedures shall be administered in a manner consistent with the terms of the applicable collective bargaining agreement and/or the applicable provisions of the California Education Code.

PROCEDURES

FORMS

ADDITIONAL CONTACTS

Subject Contact Phone Email
Primary Guideline Contact      
Subject Matter Expert      

HISTORY

Issue Date: October 2011

Last Review Date:

Amended Date:

Amended Description: