Employee Email Policy

Objective: 

This Policy defines service offering, requirements and provisions governing the use of faculty, staff, community members, and emeritus email services provided by CSU East Bay.

Statement: 

Purpose and Scope

This Policy defines service offering, policies, requirements, and provisions governing the use of faculty and staff email services provided by CSU East Bay. CSU East Bay supports one enterprise email system providing all faculty, staff, community members, and emeritus faculty with an @csueastbay.edu email account for official University communications.

Eligibility

Current faculty and staff (employees) as defined by Human Resources, community members, and emeritus are eligible for email services.

Primary Account

All CSU East Bay employees are required to have an @csueastbay.edu email account in the CSU East Bay enterprise email system to receive official University communications, and are required to use it for all email communications to conduct CSU East Bay business. The account directly associated with the user’s CSU East Bay NetID and login credentials is considered a primary email account and will be used for official University communications. 

Departmental Accounts

Departmental accounts are a type of secondary email account that are associated with a department, college, or program rather than an individual. 

Departmental accounts are associated with a department or college rather than an individual. Ownership of a departmental email account is held, by default, by the department, college unit or program head (such as department chair, director, or dean) regardless of who requested the departmental email account.

Suspending/Deleting Accounts (De-provisioning)

An email account will be suspended or deleted according to the following procedures:

1. Standard employment termination or discontinuation of community member status: Users who do not have a current faculty, staff, community member, or emeritus status will have their email accounts deleted.
   
   
2. A violation of the CSU Responsible Use Policy may result in a suspension or deletion of an email account.
   
   
3. Email accounts may be suspended, deleted, or reassigned when an official request is received from Human Resources (HR), University Police Department (UPD) or University Counsel.

Email Account Names

For ease of email account provisioning across systems, email account names shall consist of your first name and last name, separated by a period. 

Email account naming changes must come through HR as a preferred name request, found here.

Following the deletion of a primary email account, an email account name will not be reassigned.

Email account names must be compliant with the CSU Responsible Use Policy and the CSU East Bay Standards of Conduct Policies.

Campus wide Email Directory

Campus email users’ names and email addresses will be displayed in the email directory. 

Mass (Bulk) Emails

Mass emails are defined as email messages sent to a large group of recipients such as, but not limited to: all students, all faculty and/or all staff. Messages intended for distribution to all students, all faculty and/or all staff groups require VP or Presidential approval. CSU East Bay email services have limitations on the number of emails that can be sent from email accounts. For large volume email communications exceeding those limits, users should use Campus designated and approved mass email services.

Mass email campaigns should follow CSU East Bay Email Standards for message security and formatting. <insert link>

Forwarding

Automated forwarding of CSU East Bay email accounts to non-CSU East Bay Services is not supported. This is to ensure CSU East Bay is able to meet compliance requirements for email management and when necessary, can respond to Public Records Requests (Public Access Requests (PRA)) and apply controls such as litigation hold to CSU East Bay emails. In addition, this reduces risks of sensitive data disclosure.

Access

CSU East Bay requires the use of approved email clients that support modern authentication protocols with strong encryption and must be compatible with CSU East Bay 2 Factor Authentication (DUO).

Securing Content

Users should follow established campus security practices for sharing sensitive information. Unencrypted email messages are not a secure form of communications. Sensitive information, such as electronic Protected Health Information, Personally Identifiable Information and credit or debit card data should not be communicated via unencrypted email.

Implementation

Responsibility for implementing this Policy will rest with Information Technology Services (ITS).  Submit any apparent violation of Faculty and Staff Email Policy to the appropriate administrative authority (vice president, dean, director, department, or program chair) or to support@sfbrn.calstate.edu.

Non-Compliance

Non-compliance with applicable policies and/or practices may result in suspension of email access privileges. In addition, disciplinary action may be applicable under other University policies, guidelines, implementing procedures, or collective bargaining agreements.