- 1.1 The purpose of this document is to communicate the policies and procedures that govern access to and use of the University's electronic mail and directory services.
- 2.1 Wayne State University provides and maintains electronic mail and directory services for its students, faculty, and staff to support academic and administrative programs, and to encourage communication and collaboration.
- 2.2 The University's electronic mail and directory services facilitate the exchange of electronic messages and files over the campus network and the Internet using centrally provided mail facilities and optional routing of messages to other mail systems. Directory services also provide the means to authenticate and authorize individuals requesting access to other networked resources at WSU.
- 3.1 The term "WSU Access ID" refers to the unique alphanumeric code that identifies an individual in the University's electronic directory, and that together with a user-supplied password provides access to a variety of networked resources and services.
- 3.2 The term "Student" means any registered and enrolled Wayne State University undergraduate or graduate student, regardless of full or part time status. For purposes of directory services, students who receive compensation or a stipend in return for performing work, such as student assistants, graduate research and/or graduate teaching assistants (including those with occasional part-time faculty assignments) are considered employees, not students.
- 3.3 The term "Employee" means any regular, adjunct, emeritus, visiting, or voluntary Wayne State University faculty member or staff person, regardless of full or part time status. For purposes of electronic mail and directory services, full time Wayne State employees who also are registered Wayne State students are considered employees, not students.
- 3.4 The term "Guest" means an individual who is neither an employee nor a student as defined in Sections 3.2 and 3.3, but who is affiliated with Wayne State University temporarily as a vendor, contractor, consultant, or in some other capacity.
- 3.5 The term "Group" means any collection of individuals who are organized for a common purpose, and who collectively obtain a directory entry to facilitate communication to group members.
- 3.6 The term "User" means any individual who uses, attempts to use, logs in, or attempts to log in to a University owned networked resource, whether by direct connection or across one or more networks, or who attempts to connect to or traverse a network using hardware, software, or both.
4.0 WSU Access IDs
- 4.1 The University provides and maintains, at no charge, one WSU Access ID for each registered student. As of summer 2003, the WSU AccessID is printed on the WSU OneCard for each incoming WSU student. The initial password is the WSU personal ID printed on the WSU OneCard.
- 4.2 The University provides and maintains, at no charge, one WSU Access ID for each Wayne State University employee. As of summer 2003, the WSU AccessID is printed on the WSU OneCard for each incoming WSU employee. The initial password is the WSU personal ID printed on the WSU OneCard. An employee's WSU Access ID expires upon termination of employment.
- 4.3 The University provides and maintains Access IDs for Guests as defined in Section 3.4. Guest WSU Access IDs are provided on a case-by-case basis when a Guest's access to the University's electronic mail system directly supports or benefits the University's academic or administrative activities. There may be several different classifications of Guest Access IDs with different privileges.
- 4.4 A dean or division head or his/her designée must sponsor a Guest WSU Access ID. The sponsor specifies the active period of a Guest WSU Access ID at the time it is requested, and is fully responsible for a sponsored Guest's compliance with University policies and procedures.
- 4.5 Text regarding dial-in Internet access removed July 2, 2007.
- 4.6 The University provides and maintains, at no charge, directory entries (Group IDs) for Wayne State Groups as defined in Section 3.5. A Group ID is a directory entry that forwards mail to an ID residing on a local server. A Group ID does not have assigned disk space on the centrally maintained mail servers, but is used only for mail forwarding. The administrative or academic unit that maintains the local server is responsible for the IDs on the local server and for mail delivery to the local IDs.
- 4.7 The Student Development and Campus Life department sponsors and coordinates Group IDs for student groups according to existing policies and procedures governing student organizations. A dean, vice president, assistant vice president, director or department chairperson sponsors Group IDs for academic or administrative groups. C&IT reviews Group IDs on an annual basis, and may request re-verification of continued need from a Group's sponsor.
- 5.1 The initial password for a WSU AccessID is the WSU personal ID printed on the WSU OneCard. The owner of the Access ID must replace the temporary password with a new password at the time of his or her first access.
- 5.2 A student who needs help with a WSU AccessID or password, can contact the C&IT Help Desk.
- 5.3 An employee who needs help with a WSU AccessID or password, can contact the C&IT Help Desk.
6.0 Electronic Mail and Directory Services
- 6.1 C&IT is responsible for delivery of electronic mail that is received and stored on centrally provided mail servers. However, because individual users can elect to route their own incoming mail to a local department mail server or to an external commercial service provider, C&IT is not responsible for delivery of mail once it leaves the centrally provided mail servers. C&IT is not responsible for the accuracy or reliability of a user-specified forwarding address in the Directory Service.
- 6.2 By using their WSU Access IDs, students, employees and guests agree to comply with and be bound by all applicable Federal, State and Local laws, and with University policies and procedures, including the Executive Order on Acceptable Use of Information Technology Resources.
- 6.3 C&IT provides user documentation and consulting on specific software products that are used for access to electronic mail and directory services. Individual users or departments can elect to substitute non-supported software for software that C&IT recommends and supports, but no documentation or consulting is available from C&IT for non-supported products.
- 6.4 There is no charge to students or employees for electronic mail and directory services, but there is a modest charge for consumables such as printing, software distribution media, or printed documentation.
- 6.5 C&IT routinely backs up its central mail servers, but it cannot restore individual accounts or deleted messages. There is no expiration time for stored messages.
- 6.6 Electronic mail communications are not private, despite the use of passwords, and despite any such designation by either the sender or the recipient. Employees' electronic messages are subject to authorized access and monitoring for bona fide University purposes following appropriate due process procedures. The University does not routinely intercept messages, and other than through policy does not control the content of messages. C&IT follows generally accepted security measures, but cannot guarantee that electronic mail is completely protected from unauthorized access by individuals who possess the skill and desire to breach these security measures.
- 6.7 A student's WSU electronic mail account expires automatically 18 months after the end of their last registered term. Graduating students can use lifetime email forwarding to continue receiving email sent to their WSU email address.
7.0 Policy Violations
- 7.1 Any student who uses the University's electronic mail or directory services in a manner that violates the Student Code of Conduct or the University's Acceptable Use of Information Technology Resources Executive Order may be subject to University disciplinary action pursuant to the Student Due Process Policy, Wayne State University Code Annotated, which provides for a full range of sanctions up to and including expulsion. Any person may initiate charges under the Student Due Process Policy with the Campus Judicial Officer against a student believed to have violated these policies.
- 7.2 Any employee who uses the University's electronic mail or directory services in a manner that violates the University's Acceptable Use of Information Technology Executive Order may be subject to disciplinary action pursuant to applicable collective bargaining agreements. Nonrepresented employees are subject to disciplinary action in accordance with the Handbook for Non-Represented Employees.
- 7.3 Guest WSU Access IDs are a privilege extended to affiliates of the University to benefit the academic or administrative activities of the University. Therefore, a Guest who uses the University's electronic mail or directory services in a manner that violates the University's Acceptable Use of Information Technology Executive Order may have his/her WSU Access ID restricted or revoked without notice.
- 7.4 Any person who, without a good faith basis to do so, falsely reports or accuses another of violating these policies may be subject, as applicable, to disciplinary action pursuant to the Student Due Process Policy, collective bargaining agreement, or the Handbook for Non-Represented Employees.
- 7.5 Any person who uses the University's electronic mail or directory services in a manner that violates Federal, State or Local laws also may be subject to civil prosecution in addition to sanctions that may be imposed by the University's internal disciplinary actions.
- 7.6 Notwithstanding imposition of any of the foregoing sanctions, a person who uses the University's electronic mail or directory services in a manner that violates University policy may have his/her WSU AccessID restricted or revoked.
8.0 Allegations of Policy Violations
- 8.1 Allegations of conduct that is believed to violate University policies are to be reported to the Computing and Information Technology Information Security Office (e-mail to email@example.com), and also to the Campus Judicial Officer when the alleged misconduct is by a student.
- 8.2 Allegations should be made in writing and with as much specificity as possible. To protect the fairness of the proceedings that may follow, the individual filing the charge should not disseminate copies of the allegations to persons other than those listed in section 8.1.
9.0 Effective Date and Duration
- 9.1 These policies are effective immediately upon issuance, and are revocable by the President or his/her designée at any time and without notice.
Last updated July 2, 2007