Student Email Policy

Objective: 

This Policy defines service offering, requirements and provisions governing the use of student email services provided by CSU East Bay.

Statement: 

Purpose and Scope

This Policy defines service offering, policies, requirements, and provisions governing the use of student email services provided by CSU East Bay.

Eligibility

Matriculated Students as well as extended education students are eligible for student email account services. CSU East Bay no longer provides email accounts for Alumni.

Provisioning

Individual email accounts are automatically provisioned for students. The account generated will be considered the individual’s primary email account and will be used for official University communication. 

Suspending/Deleting Accounts (De-provisioning)

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

1. Standard termination:  Anyone who does not have current student status will receive notification that their account will be shut down. The account owner must contact the appropriate enrollment unit to resolve any student status issues.
   
   
2. A violation of the CSU Responsible Use Policy may result in a suspension or deletion of an email account.
   
   
3. Disciplinary actions: ITS will handle the account based on Judicial Affairs or University Police Department direction. This will generally involve suspending, deleting or reassigning the account.

Account Names

For ease of email account provisioning across systems, email account names shall consist of your first initial and last name. 

Email account naming changes must come through Student Affairs 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

Email forwarding to external (non-csueastbay.edu) addresses is permitted for students. Students forwarding email are responsible for maintaining a current forwarding email address. Delivery of email communications is only guaranteed to the official student CSU East Bay email account.

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

Names and email addresses will be shared and listed in the directory unless an individual has a restricted record. Questions regarding restricted record requests should be directed to the Registrar's Office.

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.