E-mail Addresses in MUSE
Impact analysis of pending University e-mail policy
This document addresses the use of e-mail addresses in MUSE in light of the pending university policy: E-mail communication with students.
The policy will establish e-mail as an official means of communication between the University Administration and Students. It is headed towards Senate…
Points of interest from Draft .07 (Feb 4, 2003):
1. E-mail routing must be confined to the University’s network, and delivery to the official e-mail address must be verifiable. If a student chooses to forward University e-mail to another e-mail mailbox, it is that student’s responsibility to ensure that the alternate account is viable. The mailbox may also be terminated if a student withdraws from the University.
2. All official electronic communications are subject to the University Archives/Records Management policies.
3. Failure to receive or read a notification in a timely manner does not release the student from the obligation of knowing and complying with its content.
4. Caution should always be exercised in communicating sensitive matters by e-mail. Examples of sensitive information include but are not limited to a student’s perm code, date of birth, social insurance number, and address.
Impact of these points of interest on the library use of e-mail circ notices:
1. To be official, we must mail to the student’s UEA. Therefore, we will need to receive in the SR feed out of Banner, the student’s assigned UEA, and not any forwarding address the student might add. Assumption: Banner will always have the assigned UEA to send to us. (What about the use of the UEA for withdrawn students with fines?)
Aleph system changes as a result: for SR records, load UEA from Banner. Turn off address updating for students. To do this, we will need to add individual profiles for SR records, with address update permission turned off. Ron has been working on a project to create profiles.
2. The archives policy re library e-mail messages needs to be investigated.
3. This will be an official university policy we can use on our circ policy webpages.
4. Our circ correspondence contains student’s mailing address; the notice prints for mailing if there is no e-mail (i.e. withdrawn students?)
Jane Aitkens, LSO, March 17, 2003