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Purpose: The purpose of this policy is to define IUP e-mail as an official method of communication for the university.
Scope: This policy applies to all students and employees except those employees who do not normally have access to e-mail.
Objective: The objective of this policy is to define the use of IUP e-mail as an official method of communication and the responsibility of e-mail users to monitor, read, and use their IUP e-mail accounts. As the IUP e-mail system provides a recognized method to authenticate the user, it is suitable to use for official communications.
Policy: Indiana University of Pennsylvania provides e-mail services to all students and employees as an official method of communication. Students and employees (except those employees who do not normally have access to e-mail) have a responsibility to read their IUP e-mail accounts and, if responding to or sending e-mail about IUP business, use their IUP e-mail accounts to do so.
Definitions: E-mail user is defined as any student or employee who has been issued an IUP e-mail account. E-mail account is an active IUP e-mail (@iup.edu). E-mail spoofing is the creation of e-mail messages with a forged sender address.
Responsibilities: Users are expected to check their e-mail accounts regularly and to use their IUP e-mail accounts when responding to or sending e-mail to IUP employees and students about IUP academic and administrative matters.
Procedures: The rationale for this policy is that for faculty members who wish to use IUP e-mail for communication to and from students, there is a policy that states that this is approved. Faculty members can put this policy in their syllabi and other documents. Communicating via the IUP e-mail system facilitates determining the identity of the sender. Users are therefore not permitted to impersonate other users by modifying e-mail header information for the purpose of deception. All forms of e-mail spoofing are prohibited.
Where applicable, academic and administrative offices should publish e-mail addresses that can be used to receive such e-mail. Faculty members should make students aware of their e-mail address by including it on their syllabi or by other means.
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