Information and Instructional Technology Services
Policy on Email and Other Electronic Communication
The campus email system is an official communication tool for University Business. Students, faculty, and staff will be considered officially notified of any University Business communication transmitted via campus email. Official electronic communications will be sent to campus email addresses only. If a user elects to use another email address, it is his/her responsibility to set up routing so that campus email will be delivered to that address.
There are several methods of electronic communication including staff and student email digests, the electronic news and event calendar and email distribution lists. Electronic communication usage guidelines. Please use a communication method that is resource efficient and minimally intrusive.
Applicable UW System Administration Policy Documents
Applicable UW-Superior Policy Documents
Email digests are email targeted to students or staff combined into a single, daily mailing.
Email distribution lists are sets of email addresses combined into a single list. Generic distribution lists can be found in the Exchange global address book.
The postmaster is defined as the Technology Services person(s) responsible for maintaining the campus email system.
1) People are encouraged to use electronic communication methods that are:
If there is a need to send message to multiple recipients, consider the following:
2) Technology Services has the authority to:
3) Individuals may not use University IT resources to sell or solicit sales for any goods, services or contributions unless such use conforms to UW-Superior rules and regulations governing the use of University resources. University employees may not use these resources to support the nomination of any person for political office or to influence a vote in any election or referendum. No one may use University IT resources to represent the interests of any non-University group or organization unless authorized by an appropriate University department.
4) Directives from Campus Administration and announcements of a health or safety nature are the only communication that should be sent to the "everyone" staff or student distribution list. These include construction updates, service outage notices, service restoration notices, safety, weather information, emergencies. Other "everyone" email communications should be sent to the appropriate digest (_digest_student or _digest_staff in the Exchange Address Book).
5) Student email accounts will be deleted from the system approximately 270 days after graduation or withdrawal from full or part-time student status.
6) Staff email accounts will be deleted after proper authorization is received from the Human Resources Department or other authorized University Official.
7) Campus email should not be used to transmit certain Personally Identifiable Information (PII) without proper security controls.
1) If an e-mail message is larger than the limit allows (See Limits below): The message will not be sent, and notification is sent to the sender. The postmaster is also notified.
2) When an e-mailbox reaches the storage limit, the owner is notified that he/she will not be able to send messages.
3) When an e-mail message is sent or received, its content and attachment(s) are scanned for possible viruses, worms, etc. If such content is found an attempt is made to clean the message/attachments(s). If the clean attempt fails the message/attachment(s) is(are) deleted and the sender and the postmaster are notified.
4) If an e-mail message contains an attachment of one of the blocked file types (See Attachment Blocking below), the attachment will be permanently deleted and the sender, recipient and the postmaster will be notified.
5) Off campus email is scanned for certain types of PII and may be blocked depending on content. If secure email is needed, university faculty and staff can contact the technology support helpdesk for a digital ID and instructions on their use.
Email users who do not comply may have their access privileges revoked. Appeals and requests for exceptions shall be directed to the IITS Council.
Any one e-mail is limited to a size of 10MB, including any attachments.
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