Memorandum 48 – Email Requirements

Revised Policy Approved July 2016

Purpose

Email is considered a primary mechanism for official communication from Norwich University (NU) to all students and admitted applicants. Official email communication is intended to meet the academic and administrative needs of the campus community. This does not preclude administrative offices from supplementing official electronic NU communications with notification in hard-copy.

It is vital that all official communications be in full compliance with The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). FERPA is a Federal law that protects the privacy of student education records.

Policy

All students, faculty and staff must use Norwich University email accounts for all official email correspondence.

Implementation/Guidelines

  1. Faculty and Staff: All full-time and part-time faculty/staff employed at NU are assigned an official University email address. It is the responsibility of every employee to access his/her NU email account on a regular basis. Employees who choose to have their NU email account forwarded to a private, unofficial email address (e.g. Hotmail.com, yahoo.com, etc.) that is outside the University network address do so at their own risk. NU is not responsible for any difficulties that may occur in the proper or timely transmission or access to email forwarded to any unofficial email address.
  2. Students: All full-time and part-time students registered at NU are assigned an official University email address. It is the responsibility of every eligible student to access his/her NU email on a regular basis. University email communication is only sent to this email address. Students who choose to have their NU email account forwarded to a private, unofficial email address (e.g. Hotmail.com, yahoo.com, etc.) that is outside the University network address do so at their own risk. NU is not responsible for any difficulties that may occur in the proper or timely transmission or access to email forwarded to any unofficial email address.
  3. Academic and Administrative Offices: All NU offices will communicate or deliver FERPA protected information (non-directory, personally identifiable information and education records) to students and/or faculty staff using NU email addresses only. Tasks involving FERPA protected information or actions can only be acted upon if the request is sent from an official NU email address.
  4. NU will send email communications to students/faculty/staff via their official NU email address, and expects these communications will be received and read in a timely fashion.
  5. Students, faculty, and staff who choose to forward email from their NU email accounts are responsible for ensuring that all information, including attachments, is transmitted in its entirety to the preferred account. If a non-NU email system is utilized and a full inbox, the unmonitored use of a “spam” filter or some other factor causes messages to be undeliverable, these messages will be considered delivered and further action will not be required of NU. The University assumes no responsibility for any messages not received or read by students.
  6. Emails utilizing the official NU email address will be considered to have a valid signature when requesting an action. The only exception to this is when requesting an official transcript (which always requires a signature from the student).

Contact Offices

Registrar: Ext. 2035
Senior VP Academic Affairs: 2025
Chief Administrative Officer: 2148
Commandant: 2135
Dean of Students: 2640

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