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San Diego State University

Student Official E-Mail Address
Use Policy

Approved by the San Diego State University Senate
on February 10, 2004


The Senate Instructional Technology Committee has consulted with campus representatives (University Communications Board, Enrollment Services Communications, and Campus Security) to prepare the SDSU Student Official E-Mail Address Use Policy. Additional Operational Procedures have been drafted, which remain outside of this document and which may change more frequently to reflect changes in technology. These Procedures and the Policy are to be routinely reviewed by the Senate IT Committee and ex officio committee consultants to assure that they remain current and appropriate to the needs of SDSU.

1.0 University Responsibility

1.1. E-mail is an official means of communication with San Diego State University students.

1.2. A student’s official e-mail address is retained as part of the student’s record. Official e-mail addresses will be confidential directory information unless the student requests otherwise.

1.3. Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of official e-mail addresses will be consistent with FERPA and other applicable state and federal laws.

1.4. Official e-mail addresses may be used by university staff and faculty for communications that meet the academic and administrative needs of the University. Official e-mail addresses shall not be used for solicitations.

1.5. Official e-mail addresses shall not be used for notification of disciplinary hearings or any legal actions involving the court system.

1.6. Operational procedures for official e-mail address usage shall be provided by Enrollment Services and subject to review by the Instructional Technology Committee of the Senate.

2.0 Student Responsibility

2.1. Each student is expected to supply an individual and private e-mail address to Enrollment Services for use as an official e-mail address. Upon request the University shall provide a student with an e-mail account to use as his or her official e-mail address. If a student wishes to use a non-San Diego State University e-mail address as his or her official e-mail address, he or she may do so, provided that the address is owned by and private to the student.

2.2. It is the responsibility of the student to ensure his or her official e-mail address is functional and able to receive e-mail from San Diego State University. “Mailbox full,” “user unknown” or Spam blockers are not acceptable reasons for missing university messages.

2.3. Each admitted and matriculated student is expected to check his or her official e-mail address in order to stay current with University communications.