Brian & colleagues,
UT Austin faces the same policy conundrum. Our first response was to take
action against spam, which is one primary cause of inboxes exceeding quotas.
We installed a campus-wide spam filter August 2, and response from the
campus community has been extraordinarily positive.
(Details: The filtering system is deployed -- in "delete all suspected spam
at the server" mode -- for all centrally-managed mail servers. We offer the
same service to departmental mail systems, and they can opt for either
"delete at server" or "tag and deliver," with instructions to users to
configure client-side filters and periodically inspect for false positives.
Scores of departmental servers have signed up, most in "delete" mode. We
leave as an exercise for the reader why a university needs scores of
departmental mail servers.)
At 09:05 AM 8/27/2004, Brian D. Voss wrote:
>I know we've had lots of discussion about e-mail quotas and the like, but
>here's a policy question I don't recall having seen covered.
>How do you reconcile two facts:
>1. The institution has adopted a policy by which official communication
>is done via e-mail. I.e., students are told that they must check their
>e-mail for any notifications of an official nature from the institution.
>2. IT organizations, that maintain mailstore environments, have quotas on
>accounts, and when those quotas are exceeded the inbox is closed until
>space is made available by the user through 'housekeeping' activities.
>Where the rubber meets the road, of course, is:
>What is the policy/practice when #1 is impacted by #2?
>Is this, by policy, the student's responsibility to ensure their inbox is
>able to accept mail? Or is this a case where the communicating entity
>(the institution or a department thereof) receives the rejection
>notification from the account and seeks other ways to communicate with
>Or is it the case that it is the IT organization's responsible to remedy
>the situation, by any number of means, such as: automatically increasing
>quota; forcing delivery of official mail (how and how determined?), or
>agressively seeking contact with that user to get them to address their
>We have a policy at IU regarding official use of e-mail as official
>correspondence (http://registrar.iupui.edu/iu-email.html). While it
>nicely addresses the issue of forwarded mail (to non-IU accounts), this
>issue of over-quota blocking is not covered. And of course, with Fall
>starting and some student inboxes shut down (due to no review activity
>over the summer), this is a current concern.
>Brian D. Voss
>Associate Vice President of IT (Telecommunications)
>Office of the Vice President for Information Technology & CIO
>Chief Operating Officer
>Pervasive Technology Labs at Indiana University
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