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Communication with Students by E-mail |
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Indiana University
Use of Email as Official Correspondence with Students
Introduction
At Indiana University, there is an increasing need for fast and
efficient communication with currently enrolled students in order to
conduct official business at the University. Students tend to
communicate extensively through electronic mail. Each student is issued
a University network ID and email account for use throughout the time
the student is registered for classes at the University. Accordingly,
email is an available mechanism for formal communication by the
University with students. If a student chooses to forward his/her mail
to another email address (AOL, Hotmail, departmental server, etc.), the
students primary campus email address remains the official destination
for official university correspondence.
The following policy is consistent with the Bloomington Faculty Council
Mass Email Procedures and Restrictions as well as policies and
procedures established by the Office of the Vice President for
Information Technology and Chief Information Officer. It does not make
email the only official method of communication. While campuses are
encouraged to adopt the policy on email as an official means of
communication, each campus will have the option to do so.
Policy
Email shall be considered an appropriate mechanism for official
communication by Indiana University with IU students unless otherwise
prohibited by law. The University reserves the right to send official
communications to students by email with the full expectation that
students will receive email and read these emails in a timely fashion.
Assignment of Student Email
Official university email accounts are available for all registered
students. The domains for the addresses vary according to campus
(e.g., indiana.edu for IU Bloomington, iupui.edu for IUPU Indianapolis,
iun.edu for IU Northwest). Official university communications will be
sent to students official university email addresses.
Students are expected to check their email on a frequent and consistent
basis in order to stay current with university-related communications.
Students must insure that there is sufficient space in their accounts to
allow for email to be delivered. Students have the responsibility to
recognize that certain communications may be time-critical. Students
will not be held responsible for an interruption in their ability to
access a message if system malfunctions or other system-related problems
prevent timely delivery of, or access to, that message (e.g., power
outages or email system viruses).
Forwarding of Email
Students who choose to have their email forwarded to a private
(unofficial) email address outside the official university network
address, do so at their own risk. The University is not responsible for
any difficulties that may occur in the proper or timely transmission or
access of email forwarded to any unofficial email address, and any such
problems will not absolve students of their responsibility to know and
comply with the content of official communications sent to students
official IU email addresses.
Course Related Use of Email
Faculty may assume that a students official university email is a
valid mechanism for communicating with a student, although faculty
should exercise caution about including sensitive data, such as grades,
in an email. This policy will ensure that all students will be able to
comply with course requirements communicated to them by email from
their course instructors.
Responding to an Unofficial Email Address
IU employees need to be careful when responding in detail to a query
sent from an unofficial email address since there is no assurance that
the sender is, in fact, the student. A recommended step is to provide
generic replies only, directing students to university tools that
require authentication, such as Oncourse or self service functions, or
to require students to provide their primary campus email address to
receive a reply.
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