University Provided Email Policy

Policy Statement:
Electronic mail (email) is an essential means of communication at NJIT. This policy outlines eligibility for a university provided email account. Furthermore, this policy establishes guidelines and standards regarding the appropriate use of NJIT email accounts. Such a policy is necessary in order to provide safeguards for NJIT’s community, data, and systems.

Purpose:
The purpose of this policy is to provide guidance regarding the eligibility for and appropriate use of NJIT email in order to adhere to DoDI 8520.2, GLBA and other compliance standards as well as security best practices.

Applicability:
This policy applies to everyone who is provided an NJIT email, including but not limited to NJIT students, faculty, staff, consultants, contractors, and otherwise eligible users.

Policy:
I. Faculty and Staff
Faculty and staff who are currently employed by the University, or those who have a Courtesy Appointment, are eligible for an NJIT email.
a. Official Business: Faculty and staff must use their NJIT email to conduct official university business.

b. Separations: Faculty and staff will lose access to email once they are no longer employed by or affiliated with NJIT; the only exceptions are Emeritus Faculty or active students. If a faculty or staff member separates from NJIT but remains an active student NJIT can elect to create a new email address to ensure that the former employee no longer has access to work related emails or cloud-based files/documents.
c. Suspension/Delegation: Faculty or staff access to email may be suspended or delegated to another employee at any point if Human Resources or the Office of General Counsel, or a Vice President after consulting with and receiving approval from Human Resources and the Office of General Counsel, deem it necessary and/or in NJIT’s best interest.

Suspensions may be the result of, but not limited to, employee separation (voluntary/involuntary), disciplinary action, or job abandonment.
In the event that email access is suspended, the Office of Human Resources will notify the appropriate collective bargaining unit (if applicable) to obtain alternate contact information.

II. Students:
Details regarding student eligibility for NJIT email accounts and conditions for access are outlined in a Student Email policy.

III. Email Format:
Email address will be in the form of UCID@njit.edu. In addition to the UCID@njit.edu, faculty and staff will typically receive an email alias formatted as FirstName.MiddleInitial.LastName@njit.edu or FirstName.LastName@njit.edu, potentially with a number to distinguish users with same first and last names. For more information, please refer to the Information Services and Technology (IST) website.

IV. Mail Forwarding:
Systematic forwarding of NJIT email to an outside personal email address or other non-university managed email system is prohibited for all faculty and staff.

V. Ownership:
Subject to applicable intellectual property rights, all email correspondence and data transmitted or stored using email is the property of NJIT. Emails may be archived, reviewed and/or accessed by authorized NJIT officials for purposes related to NJIT business. Emails may be subject to disclosure to third parties in compliance with a subpoena, court order, or as otherwise subject by law, including New Jersey’s Open Public Records Act to the same extent as they would be if made on paper. Further clarification regarding the Open Public Records Act may be obtained at (http://www.njarchives.org/links/pdf/circular-letter-03-10-st.pdf).

VI. Privacy and Security:
Email should not be used to store sensitive or restricted data. Emails containing sensitive or restricted data should be encrypted. Please refer to NJIT’s Data Classification Policy for additional information. Users are prohibited from sharing their email account or password.

VII. Acceptable Use:
Use of email must comply with NJIT’s Acceptable Use Policy for Cyber Resources as well as other applicable NJIT Policies.

Process:
Under the direction of the Vice President for Digital Strategy and Chief Information Officer, this policy will be administered by the Information Services and Technology division with support from the University stakeholders.

Definitions:
● UCID - The University Computing ID (UCID) is an account that provides access to most NJIT computing services (e.g. Highlander Pipeline Campus Portal, WebMail by Google, Moodle, Banner Student, Banner Faculty).
● Email Alias - An email alias is an alternate email address, issued to faculty and staff, that can be used to send and receive email. Mail sent to either address will appear in the same email inbox.

References:
● DoDI 8520.2
● Center for Internet Security Critical Security Controls
● The Gramm - Leach Bliley Act (GLBA)
● Family Educational Rights and Privacy Act - (FERPA)