Rule 3344-7-01 | Purpose.
The purpose of this university e-mail policy
("policy") as a rule in the Administrative Code is to establish
guidelines for use of university electronic mail ("university
e-mail") and the associated rights and responsibilities of the users of
official Cleveland state university ("CSU" or "university")
e-mail accounts and facilities.
Rule 3344-7-02 | Basic policy.
(A) This rule applies to all uses and
users of university e-mail. Any user of university e-mail shall comply with all
provisions of this rule and also with all other applicable rules of the
Administrative Code, university policies, regulations, and procedures, and with
applicable local, state, and federal laws and regulations.
(B) Users of university e-mail whose
actions violate this rule or any other university policy or regulation may be
subject to revocation or limitation of e-mail privileges as well as other
disciplinary action or may be referred to the appropriate law enforcement
agency and/or regulatory authorities.
Rule 3344-7-03 | Access to e-mail.
(A) CSU provides university e-mail
service for legitimate university-related activities to faculty, students,
staff, and other individuals and entities granted e-mail privileges at CSU. The
use of university e-mail, like the use of any other university-provided
resource and university-related activity, is subject to the requirements of
legal and ethical behavior within the university community.
(B) A CSU employee e-mail account shall
be considered an official means for communicating university business and may,
in some cases, be the sole means of communication. Users are expected to read,
and shall be presumed to have received and read, all official CSU e-mail
messages sent to their CSU e-mail accounts. Users shall be aware that
information sent via e-mail or other written communication may be a public
record. Furthermore, e-mail transmissions may not be secure, and users shall
exercise caution when using e-mail services to communicate confidential or
Rule 3344-7-04 | CSU e-mail accounts.
(A) Information services and technology
("IS&T") at CSU is the owner of the centralized e-mail directory
and provides for creation, management, and distribution of CSU e-mail accounts.
(B) Faculty and staff are not permitted to automatically
redirect their CSU e-mail account to a non-CSU external (private) e-mail
address/account (e.g. yahoo.com, gmail.com, mail.com, etc.) Individual e-mail
messages may be forwarded manually to a non-CSU external (private) e-mail
address/account. As a public institution of the state of Ohio, CSU shall comply
with the Ohio public records act, which provides that an e-mail created by,
received by, or coming under the jurisdiction of a public office that serves to
document the organization, functions, policies, decisions, procedures,
operations or other activities of the university, is a public record. The
university shall have access to its records and shall be able to respond to
public records requests under the Ohio public records act. (See rule 3344-7-06
of the Administrative Code.)
(C) Students may forward their CSU e-mail account to a
non-CSU external (private) e-mail address/account, but any student-user who
does so expressly assumes all responsibility for delivery beyond the
Rule 3344-7-05 | Acceptable use.
(A) CSU provides university e-mail
services for activities and associated administrative functions supporting its
mission of learning, discovery, and engagement. Although reasonable personal
use of university e-mail by faculty and staff is permitted, university e-mail
should be used primarily for university-related educational and administrative
purposes. Any use of university e-mail that interferes with university
activities and functions or violates rules of the Administrative Code or
university policy shall be deemed an inappropriate use of university e-mail.
(B) CSU assumes no responsibility for the
loss or recovery of personal files or e-mails. Employees are advised that they
may not have access to CSU e-mail when they are no longer employed with the
university and, thus, could lose access to personal e-mail messages in
CSU's e-mail system.
(C) Rules and regulations that apply to
other forms of communications at the university also apply to e-mail. In
addition, the following specific actions and uses of university e-mail are
(1) Concealment or
misrepresentation of names or affiliations in e-mail messages.
(2) Alteration of source
or destination address of e-mail messages.
(3) Use of e-mail for
commercial or private business purposes.
(4) Use of e-mail to
harass or threaten other individuals.
(5) Use of e-mail that
violates copyright, libel, or defamation laws.
(6) Use of e-mail that
violates the code of student conduct or discrimination/harassment
Rule 3344-7-06 | Public record and privacy.
(A) Any work-related e-mail sent by a
faculty member or staff from CSU or residing on CSU e-mail servers may be
considered a public record under the Ohio public records act and may be subject
to disclosure. (Refer to "public record" as defined in section 149.43
of the Revised Code)
(B) CSU does not monitor the content of
e-mail as a routine business practice. The university reserves the right to
inspect, copy, store, or disclose the contents of e-mail messages
(1) Required to comply
with the law;
(2) Ordered to do so by a
court of law;
(3) Ordered to do so
pursuant to a subpoena or other legally enforceable order;
(4) The e-mail or
computer file is a "public record" as defined in section 149.43 of
the Revised Code and once CSU receives a valid public records request, CSU
shall search computer and e-mail files, as required by the public records law.
The faculty or staff member shall be informed, in advance, of such a
(5) The university has
reasonable cause to believe that a "litigation hold" is necessary
based upon knowledge of university office of general counsel of the presentment
of a claim or of a potential cause of action which has an impact on the
(6) In the normal
operation and maintenance of the university's computer facilities, staff
of the information services and technology department (or their staff analogues
in other units of the university) inadvertently open or otherwise briefly
access an e-mail message or computer file;
(7) Emergency entry is
necessary to preserve the integrity of the university's computer and
network facilities or to preserve public health and safety;
(8) Co-workers and/or
supervisors need to access an employee's e-mail account used for
university business when that employee is absent or unavailable;
(9) The university has
reasonable cause to believe that there has been a violation of the law or
Rule 3344-7-07 | Mass e-mail messages.
(A) A "mass e-mail" is defined
as an e-mail addressed to all CSU e-mail accounts, or to one or more of the
following groups: all faculty, all staff, and/or all students. It is important
to note that sending a message to members of a club, organization, a group of
students or a department or college's staff does not constitute a mass
(B) The CSU e-mail system provides the
capability to communicate rapidly and widely to internal audiences through mass
or broadcast e-mail. Many consider the use of mass e-mails as spam, so this
method of communication shall be used carefully and conservatively to maximize
the impact of important messages.
(C) It is strongly recommended that
before choosing a mass e-mail transmission, an employee, a department or campus
organization shall first consider using the university's weekly electronic
bulletin to distribute electronic messages widely. Once a week, the university
posts a message to a web-accessible bulletin board and distributes it at least
once in a mass mail digest to students, faculty or staff, or to all three
(D) Mass e-mails shall only be used to
communicate information that affects a large number of faculty, staff, and/or
(E) All mass e-mails shall first be
approved at the university vice-presidential level. Thereafter, approved mass
e-mails shall be forwarded to the "IS&T" help desk at
(F) Mass e-mail content
(1) Crisis/urgent/emergency announcements such as threats
to safety, natural disaster alert, mechanical failures, weather closures or
delays, crime alerts, and computer virus alerts.
(2) Strategic messages
from the president, provost or vice president.
announcements of campus-wide importance that are time critical.
(4) Major announcements:
major events such as the naming of a new president, vice-president, provost or
dean; and major sports announcements such as NCAA tournament
(G) All mass e-mail messages shall be
signed with the name of the department sending the e-mail, and preferably the
name of the author. Contact information shall be included in the e-mail for
responding to questions.
Rule 3344-7-08 | E-mail retention and disposal.
(A) E-mail stored on official university
systems will generally be preserved for no longer than thirty days after
deletion by the e-mail user. Log files associated with e-mail messages, which
provide a record of actual e-mail transactions, but not the e-mail content, are
generally preserved for no longer than ninety days.
E-mail users storing messages on CSU servers often have the capability to
"archive" e-mail items to files. This effectively allows users to
save any e-mail messages for any length of time. The automatic retention and
disposal timeframes set forth in paragraph (A) of rule 3344-7-09 of the
Administrative Code do not apply to e-mail archives and backups done manually
(C) Students may, at their discretion, configure their
official CSU e-mail accounts to forward all e-mail to an external e-mail
address. Forwarding to an external address prevents messages from being stored
on CSU mail servers, but a record of the forwarding transaction is stored in
university system logs.
(D) Faculty and staff e-mail correspondence and associated
documents sent as attachments may be considered official university records,
and, as such, may need to be retained longer than the default e-mail retention
and disposal. It is the responsibility of the sender and recipient of these
e-mail messages to determine the required retention period, to comply with
applicable rules of the Administrative Code and with university policies and
procedures regarding record retention, and to preserve these e-mail records
either electronically or in printed form with all of the associated header and
transmission information. (Refer to the university's record retention
program manual for more information.)
Rule 3344-7-09 | Continuance of e-mail after separation from the university.
(A) For students separating from the
university through graduation or other reasons, e-mail accounts/addresses
remain active indefinitely, but students are required to forward their account
to a non-CSU external (private) e-mail account.
(B) University e-mail privileges shall be
terminated immediately for any student who is expelled from the university.
(C) E-mail privileges may be terminated
immediately for an employee who separates employment from the university but
who does not have associate of the university status.
(D) Faculty and staff members retiring
from the university who have emeritus or associate of the university status
will have university e-mail service available to them indefinitely, unless they
request to have the service discontinued.
(E) Faculty who leave the university
before retirement may retain their e-mail account and e-mail forwarding for one
year from the end of the last term in which they taught. This also applies to
adjunct faculty members who teach one course per year, usually in the same
(F) Some employees have more than one
affiliation with the university. A faculty member may also be an alumnus, a
staff member may be a student, a staff member may be a part-time faculty
member, etc. An employee with multiple roles will receive the account status
that gives the individual the maximum benefits, unless CSU, in its sole
discretion, determines otherwise.
Rule 3344-7-10 | Disposition of personal e-mail on the university's e-mail system after an employee, current student or retiree's death.
(A) Except for CSU e-mail accounts
assigned to students, all e-mail messages contained in an e-mail account
provided by the university are the property of the university and, therefore,
the taxpayers of the state of Ohio. As such, they are subject to the
requirements of the Ohio public records act and the university's records
retention program and may not be available to an employee or retiree's
estate after death.
(B) Requests for the e-mail of a deceased student shall be
considered when accompanied by a notarized statement from the executor,
administrator, or next of kin of the deceased approving the release of the