It seems fair, as well as logical, that the student bear some of the
responsibility to make sure that he or she can receive official
correspondence from the university. I see little difference between the
student providing a valid email forwarding address and providing a valid
USPS forwarding address (how many "cannot deliver" return mail pieces
did we used to get from paper-mailed tuition invoices and grades?). Nor
is there little difference between making sure that your email box is
not full and can receive messages and making sure your apartment mail
box is not full of junk mail and grocery store flyers so the mailperson
can have room to leave the first class mail.
Just my $0.02 worth,
Jeffrey W. Noyes
CIO & Associate Vice President for Information Technology
The University of Texas at San Antonio
6900 N Loop 1604 W | San Antonio TX 78249
210.458.4684 | 210.458.5866 fax
[log in to unmask] | www.utsa.edu/infotech
From: The EDUCAUSE CIO Constituent Group Listserv
[mailto:[log in to unmask]]
Sent: Friday, August 27, 2004 1:21 PM
To: [log in to unmask]
Subject: Re: [CIO] Mail quotas and 'official e-mail communication'
A (logical) theme of "it's the students responsibility..." is
surfacing. Can I assume that for those institution who allow for
institutional account forwarding (to msn, hotmail, etc..) also take the
position of "its the students responsibility" to ensure that that
communication gets to them. The things I have often worried about when
considering to allow forwarding to take place are:
1. Inability to know for sure what happens to the message after it
leaves our system. Did they really get it. What if provider X has a
system problem or somehow our messages to the student are considered
SPAM by their rules?
2. 3rd party providers with small quotas (becoming moot, I know) with
students who don't manage their mail volume and thus we get bounced
back messages stating the quota is full. This is basically this same
issue Brian brought up with internal systems.
3. Provider hoping. Seems like I hear about student age people
changing e-mail providers and IM addresses more frequently than many of
us consider desirable. Often without officially "closing down" the
previous account. So, they have moved on from hotmail to gmail and the
institution still sending the messages to the now dormant account. We
would again need to educate the students to change the forwarding
although again, its probably the students responsibility.
Just some random thoughts on this interesting and never ending dialog.
Justin D. Sipher
Assistant Vice President for Information Technology
State University of New York at Potsdam
44 Pierrepont Ave. Voice: (315) 267-3016
Potsdam, NY 13676 Fax: (315) 267-3169
http://www.potsdam.edu email: [log in to unmask]
On Aug 27, 2004, at 10:05 AM, Brian D. Voss wrote:
> 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
> is done via e-mail. I.e., students are told that they must check
> e-mail for any notifications of an official nature from the
> 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
> 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
> that individual?
> Or is it the case that it is the IT organization's responsible to
> 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
> mail situation?
> 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),
> 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
> Indiana University
> Chief Operating Officer
> Pervasive Technology Labs at Indiana University
> Participation and subscription information for this EDUCAUSE
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Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/cg/.