PPM Section 310-19

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Policy and Procedure Manual

Chapter 310, Communications and Technology
Section 19, Email for Official Communications with Students
Approved: 6/9/04
Supersedes: New

Responsible Department: Information and Educational Technology
Source Document: N/A

I. Purpose and Scope

This policy establishes email as a method for official communications from UC Davis to graduate, professional, and undergraduate students.

II. Definitions

University-assigned email account--the email account (mailid@ucdavis.edu) assigned by the University to all new or incoming students.

University official--any UC Davis individual or campus unit with a legitimate business need to communicate with students. This includes, but is not limited to, representatives from the Chancellor and Provost, Student Affairs, deans' offices, academic departments, and instructors.

III. Policy

University officials may use email messages and attachments as official means of communication with UC Davis students in connection with the student's education or with the provision of services to the students.

IV. Responsibilities

Pursuant to this policy, all UC Davis students are responsible for taking the following actions:

Establishing a campus computing account.
Activating their University-assigned email account, preferably upon expressing their intent to register or as soon thereafter as possible.
Accessing all information sent to their University-assigned email account.
Managing their University-assigned computing and email accounts.

A student may opt to forward University email communications to a different account. In those instances, it is the student's responsibility to ensure that all information, including attachments, is properly forwarded to that other email account.

V. References

A. Office of the President: University of California Electronic Communications Policy.

B. UC Davis Policy & Procedure Manual:

1. Section 310-16, Electronic Communications Policy.

2. Section 320-15, Records Disposition and Retention.

3. Section 320-21, Disclosure of Information from Student Records.

C. UC Davis Email Web site (http://email.ucdavis.edu). Includes instructions regarding activating a University-assigned email account, forwarding email, managing email accounts, etc.

D. UC Davis Security Web site (http://security.ucdavis.edu). Includes instructions for campus units interested in securing an application or Web site.