Approved by President Bogomolny 11/10/10
The University of Baltimore recognizes electronic mail (e-mail) as supportive of the University’s mission of teaching, scholarly research, and public service. This policy serves as a statement on access to, use of, and disclosure of e-mail.
The University recognizes that academic freedom and shared governance, freedom of speech, and privacy of information are vital principles in an academic setting. The University affords e-mail privacy protections comparable to that which it traditionally affords paper mail and telephone communications. This policy reflects these principles within the limitations of the University's legal obligations.
Individual UB e-mail accounts are provided to students, faculty, and staff. Unless exempted by the Office of the President, Office of the Provost, or Office of Human Resources, all community members are assigned a University of Baltimore e-mail account. The @ubalt.edu address is your official primary e-mail account for university business.
The University of Baltimore uses e-mail as one official means to communicate academic and administrative information to UB community members. Examples of these communications are emergency notices, event notifications, class registration information, policy announcements, and general correspondence among faculty, staff, students and University offices.
University correspondence is mailed only to primary UB e-mail addresses. This provides a uniform means for maintaining communications among community members. Further, the UB e-mail address will be the primary address maintained in UB’s enterprise human resources and student records system, e-learning software, and e-mail address book. Regular faculty and staff e-mail addresses will be available via the online University directory. Personal e-mail addresses—those not provided by UB-- will not be maintained or visible through these services. Individual departments may maintain their own individual email lists, but it is not intended that these lists replace or duplicate the UB directory.
Faculty, staff, and students are expected to check their e-mail on a frequent and consistent basis in order to stay current with University-related communications. Faculty, staff and students have a responsibility to process e-mail at their University address in a timely fashion and to manage their account to ensure that disk space allotments are not exceeded.
Department heads and supervisors are advised to consider providing computer access for employees with positions that do not provide regular access to a computer. Employees without regular access to a work computer may require a reasonable amount of time to check and respond to work e-mail. Supervisors of employees who are exempt from the required UB e-mail account as specified in section II must make communications available to employees via other methods.
All other members may choose to forward their UB e-mail to another account. Members are responsible for all communications sent to their UB e-mail address. The University is not responsible for mail once it has been forwarded from the University e-mail service.
In addition to any conditions set forth in the University’s “Acceptable Use Policy of Information Technology Resources,” the following is specifically applicable to use of the University of Baltimore e-mail system and accounts:
Broadcast e-mail is defined as e-mail sent to one or more of the
following groups: all students (degree, non-degree,
inter-institutional), all faculty (regular and adjunct), and all
staff (regular, union, contractual, temporary).
Broadcast e-mail announces:
Designees in the Offices of the President, Provost, Enrollment Management and Student Affairs , Technology Services, University Relations, and Administration and Finance including the Department of Public Safety have access to broadcast e-mail. Anyone who identifies a need for broadcast e-mail should contact her/his administrative or academic designee or the Office of University Relations for further information. Requests for broadcast e-mail should be forwarded three days in advance to permit appropriate follow-up.
Targeted e-mail is defined as e-mail sent to any subset of the faculty, staff, and student populations. It is understood that targeted e-mail will be used by:
These individuals and groups will be responsible for creating a communication plan consistent with the mission of their organizations and in cooperation with appropriate departmental e-mail designees and the Office of Technology Services. Requests for new lists should be submitted one week in advance through the OTS Call Center (ext. 6262 or firstname.lastname@example.org).</![CDATA[></![CDATA[6.3.1.