Brian, et al
At Dominican University, the following statements are among those
included in the IT policy regarding email. I think they provide answers
to your questions.
"Email is an official means for communication with Dominican University.
Therefore, the University has the right to send communications to
students, staff, and faculty via email and the right to expect that
those communications will be received and read in a timely fashion."
Please note that email is 'an' official means, not 'the' official means.
Also note that receiving the email is expected. That means the receiver
has to keep their inbox quota under control and is expected not to label
university email as spam or junk mail.
Also note that neither I nor anyone else at Dominican University created
these sentences. I have seen this exact wording in many policies at
other universities and we thought it a great statement.
Director of Information Technology
7900 W. Division Street
River Forest, IL 60305
From: The EDUCAUSE CIO Constituent Group Listserv
[mailto:[log in to unmask]] On Behalf Of Brian D. Voss
Sent: Friday, August 27, 2004 9:05 AM
To: [log in to unmask]
Subject: [CIO] Mail quotas and 'official e-mail communication'
I know we've had lots of discussion about e-mail quotas and the like,
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
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
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
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
Participation and subscription information for this EDUCAUSE Constituent
Group discussion list can be found at http://www.educause.edu/cg/.
Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/cg/.