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University updates two e-mail policies

December 13, 2010

Photo of computer keyboardTwo primary updates have been made to the University Electronic Mail (e-mail) policy.

The first is a formalization of existing practices concerning the use of GroupWise as the official university e-mail communication mechanism. All official university correspondence, including but not limited to messages from the president, policy information, employment and benefit notifications, is electronically distributed through the GroupWise system.

Employees whose departments utilize other e-mail systems are responsible for checking their GroupWise account or forwarding such messages to their alternative e-mail system for official university correspondence (see the Forward GroupWise E-mail instructions). Employees who choose to forward NIU e-mail content to third-party e-mail providers have the responsibility to ensure that appropriate security is maintained whenever such content is classified as “restricted” or “sensitive” information (see the NIU Information Security Policy for definitions and requirements). 

The second update pertains to the use of an employee’s individual employment title or GroupWise signature in private communications.

This could result in the public potentially being misled by any individual’s unauthorized use of an NIU employment title representing their status or position in private communications. This policy will clarify that use of an employee’s title or GroupWise signature in private communications utilizing the GroupWise system is not an acceptable use of the e-mail system.

A full copy of the policy is available online.

For questions, contact Celeste Latham at (815) 753-6525.