Policy

Email for Staff, Students and Alumni - Policy

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1. Purpose and Objectives

This policy provides specific details regarding the hosting, management and use of UQ’s email service.

This policy is an extension of the more general Acceptable Use of UQ Information and Communication Technology Resources Policy and associated procedures and guidelines and must be read in conjunction with that policy. 

2. Definitions, Terms, Acronyms

Users - staff, students and alumni who are provided with a UQ email account

OU - organisational unit

SIMC - Strategic Information Management Committee

Alumni - Graduates of all UQ degree programs, awardees of honorary doctorates, incoming exchange and study abroad students are considered UQ Alumni for the purpose of this policy.

3. Policy Scope/Coverage

This policy applies to all users and providers of UQ’s ICT email service.

4. Policy Statements

ITS will maintain the official email system for UQ whether it be provided internally or through an agreement with an outsourced services provider.

If an OU wishes to maintain their own email server, approval must be obtained from the Chair of the SIMC.

A UQ email address will be used by UQ for the delivery of all official University email.

Staff must not use externally hosted accounts for university correspondence, except where approved by the head of the appropriate OU.

Staff emails (including staff accounts provided to RHD Students) must not be automatically forwarded to an external service provider (such as Big Pond, Google, Yahoo) except for specific exceptions in each case.

Staff are required to use their official UQ email address on all university business correspondence.

Retiring academic staff will retain their email account for life.  Email for life does not apply to academic staff who leave UQ but who are not retiring.  Accounts with no activity for a period of 6 months will be terminated. 

Users of "Email+ for Life" are required to comply with the Email+ for Life Terms of Use. Students and Alumni may forward University of Queensland email to another account, either internal or external.

It is the responsibility of users to ensure they check and maintain their University email account on a regular basis.

Subject to PPL 4.10.13 Intellectual Property for Staff, Students and Visitors, a UQ staff (including RHD staff) email account and its contents is owned by UQ whether the account is supported by UQ or authorised third parties.

UQ may monitor, access, restrict, terminate or suspend email accounts under any of the following circumstances: 

  • When the user or the user's account has breached a UQ policy
  • For security and system maintenance purposes
  • When approved by the Provost, the Chief Operating Officer or the Director of Information Technology Services, under the Procedures applicable to this Policy.

Email messages are documents of the University for the purpose of the Right to Information Act 2009 and the Information Privacy Act 2009.

Only designated representatives of the University may send communications to many recipients in a single email except where staff or students subscribe to this service. Examples of multiple recipient groups and details of authorisation are given in the Procedure ‘Sending Bulk Messages'.

Custodians
Chief Information Officer
Mr Rob Moffatt

Procedures

Email for Staff, Students and Alumni - Procedures

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1. Purpose and Objectives

The purpose of this procedure is to outline The University of Queensland's position on email accounts and services. In addition, the procedure also outlines the responsibilities of organisation units and the account holders.

This procedure should be read in conjunction with Acceptable Use of UQ ICT Resources - Policy.

2. Definitions, Terms, Acronyms

Organisational Unit (OU) – Any university research, administrative or associated entity or subset thereof.

Alumni - Graduates of all UQ degree programs, awardees of honorary doctorates, incoming exchange and study abroad students are considered UQ Alumni for the purpose of this policy.

3. Procedures Scope/Coverage

This procedure applies to all staff, students and alumni of the University.  Research higher degree (RHD) students can receive both a student and/or staff accounts each of which is covered by the appropriate sections of the procedure.

4. Procedure Statement

This procedure provides additional detail on staff, student and alumni email in respect of UQ-wide mail directory, mail aliases, organisational unit mail servers, disclaimers, security, email forwarding, delegated mailbox access, staff and email account termination/restriction and moves, and student email use responsibility. Details on each of these aspects are outlined in the sections below.

5. Staff Email

UQ staff email accounts are provided in several forms. UQ provides a base email address in the form of <uq account name>@uq.edu.au.  All staff are provided with an address in this domain. Domains such as @organisationalunit.uq.edu.au can also be provided on organisational unit request.

5.1 UQ-wide mail directory

UQ maintains a directory of staff and their assigned email addresses in the @uq.edu.au domain.

This directory is used by a number of systems within the University such as SI-net, bulk email systems, official university email lists and the University Global Address Book. These systems can only operate effectively if all email addresses in the directory are correct and monitored by staff. 

5.2 Email aliases

Email aliases are fully supported to allow conventional email address naming as well as the default unique University IDs e.g. an account with the default email address of uqauser@uq.edu.au may also be assigned an alias such as a.user@uq.edu.au if this alias is not already in use elsewhere in the University. 

5.3 Organisational Unit mail server

5.3.1 Where an OU is given approval to maintain their own mail server, it is their responsibility to ensure that official email is delivered to individual staff and student email boxes on their system. For example, if an OU has their own mail system on which staff and students have email repositories separate to the central service, the OU must ensure email sent to the central service is forwarded to the OU email repository the staff member or student is using. It is expected that these servers would be linked to UQ’s central mail hub.

5.3.2 The criteria for which approval may be given:

  • Demonstrated need for a higher level of security than is available through the central system.
  • Users are within a separate legal entity.
  • Users are on a site outside the University’s main campuses which are either intermittently connected to the central systems or connected by a very low band width connection.

5.3.3 Approved OU mail servers

Organisational Unit Location of Server Conditions Date Approved
UQSport UQSport Administration Office Adequate security and firewall measures in place 16 July 2002
AusCERT Prentice Building   12 October 2004

 

5.4 Disclaimer

5.4.1 UQ recommends that disclaimer (see wording below) be used on confidential emails, and if personal views of staff are contained in any email correspondence they must be identified as personal views and not those of the University.

 “This email (including any attached files) is intended only for the addressee and may contain confidential information of The University of Queensland. If you are not the addressee, you are notified that any transmission, distribution, printing or photocopying of this email is prohibited. If you have received this email in error, please delete and notify me. Unless explicitly stated the opinions expressed in this email do not necessarily represent the official position of The University of Queensland.”

5.5 Security

5.5.1 Staff should take reasonable steps to ensure that files attached to email messages received or sent do not contain viruses, spy ware, worms or other potentially hazardous codes. Where a staff member believes this has occurred they must immediately inform their local IT support group, ITS or the relevant delegated administrator.

5.6 Staff and RHD student email individual forwarding

5.6.1 Please note that if an email account is forwarded to an external service provider there is no ability for UQ to provide content backup or information security or to protect potential intellectual property rights that may arise in or from email correspondence.

5.6.2 To request mail forwarding to external email accounts, complete Request for Staff Exchange Mail Forwarding. The following factors will be considered:

  • forwarding may be approved where a UQ employee is seconded to another organisation or where a UQ employee is subject to a joint appointment agreement and they work from a non-UQ site.
  • when permission is given it should be acknowledged that UQ cannot access or recover the forwarded mail if it is required for university business and UQ may not be able to provide certain collaborative capabilities.
  • staff may “store and forward’ to a device such as a Blackberry on a temporary basis until they replace it with a UQ recommended phone such as the Microsoft Windows Mobile Smart phone (Windows Smartphone) Android or iPhone, which synchronise with the UQ mail and calendar without forwarding.

5.7 Full mailbox access

5.7.1 Full mailbox access to a staff member's mailbox is available if authorised by the mailbox owner. If authorisation is not available from the mailbox owner, approval for access is provided by the Provost, the Chief Operating Officer or the Director of Information Technology Services.

5.8 Staff and RHD student email account termination, restrictions and moves

5.8.1 Access to a staff member’s account may be terminated or restrictions applied by the University without notification. Approval to terminate access to a staff member's account, or to apply restrictions will be provided by the Provost, the Chief Operating Officer or the Director of Information Technology Services. Circumstances that may require the immediate termination or restriction of an email account include but are not limited to: 

  • notification by HR it is to be terminated or restrictions applied; or 
  • the account security is compromised; or
  • the account holder has used the account inappropriately or in an illegal manner.

5.8.2 An email account may also be terminated for an RHD student where the RHD student has left UQ or if instructed by the OU to terminate the account.

5.8.3 An email account may be terminated when a staff member has resigned or is no longer employed by the University unless a continuation of the account is requested by the Head of the  staff member's OU with an intended completion date.

5.8.4 Where it is expected that employment is to be continued (such as a delay in the continuing appointment of an academic staff member) a notification period will be given to accommodate these circumstances (usually 2 months during the Christmas/New Year period). Official confirmation from an OU is required to continue this account. If a request has not been received within a notification period the account will be terminated.

5.8.5 A terminated email account (including its contents) remains UQ’s property. A copy of the mailbox can be provided to the OU via the ITS helpdesk using the templates located  at https://www.its.uq.edu.au/helpdesk/mailbox-access?pid=658. Full mailbox access to terminated staff or RHD student email accounts can be requested by the relevant Head of the OU or their delegates on completion of Application for Granting ‘Full Mailbox Access’ Exchange Mailbox Permissions. This process is to be undertaken before the staff member leaves as part of the exit/handover process. These requests are subject to approval from the Provost, the Chief Operating Officer or the Director of Information Technology Services.

5.8.6 When the staff member becomes aware that their employment with the University may be terminated or their employment has been terminated, a staff member may copy personal email or data but not copy, delete, erase or alter in any way emails relating to UQ business. The University may require that a staff member be supervised in deleting or copying personal emails from the University system.

5.8.7 The University is not responsible for nor will it provide email data to an email account owner after they have left the University.

5.8.8 When a staff member moves from one OU to another and the previous OU requires access to the data in a staff member’s account, the previous OU may have a copy of the data up until the date the staff member was employed by that OU. The new OU will have the ability to access the data from the staff account from the date the staff member begins employment with the new OU, approval will be provided by the Provost, the Chief Operating Officer or the Director of Information Technology Services.

5.8.9 When a previous UQ staff member returns to the University for employment, they will be provided with a new email account upon commencement. Reinstatement of previous email account data will not occur.

5.8.10 A terminated email account (including its contents) remains UQ's property. ITS is authorised to delete the email account (including its contents) 90 days after termination.

6. Student and Alumni Email

Students and Alumni are provided with an email account. This account will remain active once a student leaves the University to assist with ongoing student peer contact and to receive university information.

6.1 Student and Alumni responsibility

It is the responsibility of students:

  • To check their University email account on a regular basis;
  • To maintain their mailbox within the mailbox quota to ensure University mail can be delivered to the mailbox

It is the responsibility of students and Alumni:

  • To maintain appropriate security measures regarding email passwords;
  • To use email in accordance with University policies;
  • To prevent the use of University email accounts by persons not authorised by the University;
  • To delete and prevent the distribution of unsolicited advertising material or spam; and
  • To take reasonable steps to ensure that they do not knowingly open or send email messages containing viruses, spy ware, worms or other potentially hazardous codes.  And should not open attachments from people who they do not know or which look suspicious.

6.2 Forwarding arrangements

Students and Alumni are able to forward University of Queensland student and alumni email to another account, either internal or external.

6.3 Student and Alumni Account Termination and Restrictions

6.3.1 An email account may be terminated or restrictions applied by the University without notification. Approval to terminate access to a student/alumni member's account, or apply restrictions will be provided by the Provost, the Chief Operating Officer or the Director of Information Technology Services. Circumstances that may require an immediate termination or restriction of an email account include but are not limited to:

  • notification by the Academic Registrar or their nominee that the account should be terminateded or restrictions applied (Student Accounts); or 
  • notification by the PVC Advancement or nominee that the account should be terminated or restrictions applied (Alumni Accounts); or 
  • the account security is compromised; or
  • the account holder has used the account inappropriately or in an illegal manner.

6.3.2 An alumnus email account may be terminated upon request from the individual who holds the account.

6.3.3 When a previous UQ student returns to the University, they will continue to use the same mailbox as before. However, if the student had requested termination of the account, reinstatement of the terminated email account or email data will not occur.

Custodians
Chief Information Officer
Mr Rob Moffatt
Custodians
Chief Information Officer
Mr Rob Moffatt