University Email

11400.1 Policy Statement and Scope

Wright State University provides official email addresses, email service, and email infrastructure for use by students, employees, and other eligible parties. It is the Policy of Wright State University to regulate access to and use of those resources in order to promote availability, security, and reliability for University business.

This policy applies to all users who are issued a University email account.

11400.2 Email Use Restrictions and Requirements

Users will observe and comply with the following restrictions and requirements regarding the use of University email accounts and related systems:

1. Users may not transmit or store, and shall not request that others send, sensitive information in unencrypted emails or attachments. Sensitive information consists of social security numbers, birthdates, credit card or bank account numbers, FERPA-protected information (except to the student/subject to which that information applies and to others whom the student/subject has asked us to transmit such information), and other information the CIO may from time to time designate as such.
2. When sending sensitive information by encrypted email or as an encrypted attachment, the key or password must be sent in a separate message. Anyone who asks for or expects to receive sensitive information through their University account must tell the sender to send the key or password separately from the encrypted email or attachment.
3. Employees may not use non-University email accounts to transact University business. Bulk and/or automatic forwarding of official emails or attachments from University accounts is prohibited.
4. Users may not:
   • Forge (or "spoof") electronic communications;
   • Read, delete, copy, or modify other users' emails without consent or proper authorization;
   • Send harassing, obscene, or threatening electronic communications using University resources;
   • Use University electronic resources in violation of applicable University Policy (including without limitation Policy No. 11210: Responsible Use of University Computing Resources), or in a manner that is illegal under applicable laws or regulations;
   • Use University electronic resources for sending bulk unsolicited/spam emails, or for sending other messages that are legally prohibited or unauthorized; or
   • Attempt (whether or not successful) to perform any of the actions described in this Section.
5. The University may monitor, search, or review information stored on or transmitted through the University's electronic resources for various purposes, including without limitation: retrieval of public records, legal/regulatory compliance, investigatory purposes, and conducting official business. In light of such activities, users do not have a reasonable expectation of privacy with respect to information stored on or transmitted through their University email account or related University infrastructure.
6. The University will deactivate employee email accounts immediately upon the employee's separation from the University. Deactivation disables the user's ability to send, receive, and/or access information using their account. The University may in its discretion continue to operate the account and/or preserve information associated with it.
7. Student accounts will be deactivated on the last day of the academic year following the academic year in which the student last registered for classes. Students and graduates may request extension of their account privileges through CaTS; requests are approved in the discretion of the CIO or designee.
8. Non-employee contractors, consultants, and similar personnel are not entitled to University email accounts, and such accounts shall not be furnished unless a request is (a.) made by a University employee who documents a business need, and who agrees to be responsible for the account, and (b.) the request is approved by the Chief Human Resources Officer.
9. Accounts may not be assigned or shared with others. Sharing account credentials is absolutely prohibited.

11400.3 Unofficial Use

University-issued email accounts, and IT infrastructure on which those accounts are operated, are state resources devoted to official University business. Use of those resources for any other purposes ("Unofficial Use") is strongly discouraged, and may in some circumstances violate the Ohio ethics laws and other applicable authorities. Nevertheless, Unofficial Use is permitted under the following conditions:

• Unofficial Use may not, to any appreciable degree
  • Impair the availability, performance, or integrity/security of the University's systems;
  • Increase the University's cost of providing email accounts or infrastructure;
  • Subject the University to any new or greater liability or legal regulatory duties; and
  • Impair the availability of performance of University personnel for their official duties.
• Use for commercial purposes is absolutely prohibited. For purposes of this Policy, commercial purposes are activities undertaken with the expectation of financial gain, such as outside or private employment, consulting, contracting, and similar activities (unless the same are expressly a part of a University employee's official duties).
• With respect to Unofficial Use, University email accounts and related infrastructure are furnished "as-is", and users utilize those resources at their sole risk and liability. The University makes no representations, guarantees, or other promises concerning the availability, security, or accessibility of those resources for Unofficial Use.
• The University does not promise or guarantee the private or confidentiality of Unofficial Use traffic transmitted through or stored on University resources.
• The University reserves absolute discretion to limit, condition, or discontinue the availability of such resources for Unofficial Use at any time, without prior notice.
• The University expressly disclaims any duty to assist a user who has separated from the institution in retrieving Unofficial Use traffic from its systems.

11400.4 Procedures Authorized

The CIO is authorized to develop and enforce procedures to aid in the administration of this Policy. Such procedures shall be identified in the "Resources" section of this Policy.

11400.5 Violations/Sanctions

A violation of this Policy may result in disciplinary action up to and including academic dismissal (for students) and termination of employment (for employees). In addition, the University reserves discretion to limit, condition, or terminate the responsible party's access to and/or use in their official University email account. The University may report suspected violations of applicable law to the appropriate regulatory and/or law enforcement authorities.