Purpose

            
Electronic messaging systems and services are provided by Old Dominion University for the purpose of enhancing productivity and maintaining effective communication. This policy covers official university electronic messaging systems and the responsibilities of faculty, staff, and students.

            
Electronic Messaging Policy

            
Old Dominion University faculty, staff, and students must activate and maintain regular access to university-provided electronic mail accounts.

           Faculty, staff, and students are required to use valid Old Dominion University email accounts to send official information and notices and are held responsible for accessing electronic mail to obtain official university communications.

           Failure to access the electronic mail account will not exempt individuals from associated responsibilities and liabilities.

           In general, electronic mail is subject to the same policies on information disclosure as other methods of communication.

           Message content is the sole responsibility of the individual sending the message.

           Administrative offices and academic departments are individually responsible for providing adequate advance notice when electronic communication is used as the method of communication. Disclosure should clearly identify the purpose and circumstances for which electronic communication is the method of delivery. Instructors retain the discretion of establishing class expectations for email and other electronic messaging communication as a part of the syllabus.

           Alternative services should be provided in cases where access to computing resources is limited or unavailable.

            
Definitions

            
Activation is completed by retrieving a password upon employment or upon registration at the university.

            
Electronic mail (email) is any message, image, form, attachment, data, or other communication sent, received, or stored within an electronic mail system.

            
Information Technology Resources are defined as computers, telecommunication equipment, networks, automated data processing, databases, the Internet, printing, management information systems, and related information, equipment, goods, and services.

            
Official email account is an email account, issued by Old Dominion University, which is based on a person’s name and ends in the domain name @odu.edu.

            
Private information is information that is specific to a person that is used by the university. Unauthorized disclosure of private information can adversely affect persons associated with the university, although it may not necessarily affect the university as an entity. Permission must be obtained from the person in order to disclose private information to a third party.