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E-mail shall be used only for purposes that support the mission statement of the University. These uses are for research, education, or the support of academic pursuits. E-mail may not be used for commercial activities except in direct support of the mission of the University. Any harassment or discrimination via e-mail is strictly prohibited and will be grounds for the removal of e-mail privileges. Use of e-mail in opposition to the University use policies is not allowed.

Knowing or reckless distribution of unwanted e-mail or other messages is prohibited. Specifically, chain letters and other schemes that may cause excessive network traffic or computing load are prohibited.

Posting a message to multiple listservs, distribution lists, or news groups with the intention of reaching as many users as possible is prohibited, unless the posting is job or research related.

Accounts Provided to Faculty, Staff and Students

The University provides email accounts to all current faculty and staff to conduct University business. The University provides email accounts to all currently enrolled students at the University. In addition to the University policies applicable to all members of the University community, student use of email is subject to the University’s Student Code of Conduct.

Information Security

While the University will make every attempt to keep email messages secure, it is important to note that email generally is not considered a secure form of communication. As a result, the University email accounts should not be used for the transmission and/or storage of sensitive information such as Personally Identifiable Information (PII).

Ownership of University Email Accounts

The University owns all University provided email accounts. Subject to certain exceptions under applicable laws and University policies, the University also owns the information transmitted or stored using University email accounts.

The contents of any University issued email accounts are subject to review by the University and should not be considered private by the individuals using or accessing them.

The University issued email accounts are also subject to open records and sunshine laws and the contents of those mailboxes may be disclosed to third parties pursuant to sunshine and open records requests.

Passwords

To help safeguard a user's identity and privacy, the user should not share the user's University assigned email account with, or give his/her password to, anyone. To increase the security of email accounts, the University email accounts must be protected with Multi-Factory Authentication (MFA) 14 days after the user’s first login to his/her email.

Authorized Users of University Provided Email Accounts and Termination of Services

The following outlines the authorized users of email at the University, as well as termination of services provisions:

Decommissioning of Mailboxes

If a mailbox is decommissioned and reactivated at a later date, the content of the mailbox may not be restored.

Authorized Users

Students

Access to University email ends 365 days after the end date of the most recent course the student was enrolled in or registered for.

Students on official leave of absence maintain access to email, calendar, and productivity tools. However, these students must put in a request with Lincoln's Information Technology Services (ITS) department and the request must be approved by the Dean of Students.

Faculty - Emeritus

Faculty with Emeritus status are eligible for perpetual access to the University email subject to compliance with the University's acceptable use policies.

Faculty (Formerly Full-time, Adjunct, and/or Affiliate)

Access for these faculty will be terminated immediately at the end of the faculty member's employment with the University. Access may be extended by thirty (30) days with the approval of the Executive Director & Chief HR Officer and the VPAA.

Access will be terminated immediately in the case of termination for cause and will not be extended.

Staff (Formerly Full-time and/or Part-time)

Access for former staff will be terminated immediately at the end of the staff member’s employment with the University.

Sponsored Affiliates (e.g., Visiting Scholars)

Access to University email for sponsored affiliates ends on the last day of their designation.

Continued Access for Business Continuity

Access to emails for individuals formerly associated with the University can be requested by the individual's supervisor or manager for the purpose of business continuity. This request must be submitted using the University's Helpdesk ticketing system and approved by the head of the Division that the former employee worked in and the University's legal counsel. Once the required approvals are obtained, the requested access will be provided for ninety (90) days unless a different length of time is specified in the request and approved by the Division head and the University's legal counsel.

Release of University Email Contents of Current and Former Faculty, Staff, and Students

To ensure compliance with the Family Educational Rights and Privacy Act and in consideration of general privacy principles, the University will not release – or otherwise provide - the email of any current or former student, faculty, or staff member to a third-party, including, but not limited to, family members of any student, faculty, or staff member, absent a subpoena, search warrant, or court order or where such email could be required or authorized by law to be produced or lawfully requested for any other reason, including disclosure to a government agency.

Acceptable Use of University Email Accounts

Members of the University community must comply with all University policies, including, but not limited to, the University's Acceptable Use policies, and guidelines, standard of ethical conduct and safety, and must comply with applicable state and federal laws, when using the University's provided email accounts. The University's Acceptable Use Policies are available at https://bluetigerportal.lincolnu.edu/web/oit-help-desk/acceptable-use-policies.

Email should be used only for purposes that are a part of the published Mission Statement of the University. These uses are for research, education, or the support of academic pursuits.

Email may not be used for commercial activities by students, faculty or staff except in direct support of the Missions of the University.

University Email Subject to Legal Holds

To the extent University email is relevant to, or the subject of, a legal hold, the deletion and/or destruction of all such email will be suspended immediately upon notice that an investigation or litigation is pending, imminent, or reasonably foreseeable. The suspension will be tailored to cover only those records, documents, drafts, and copies relevant to the investigation or litigation, as determined by the University’s legal counsel.

A legal hold remains in effect until it is released in writing by the University's legal counsel. After the University community receives written notice of the lifting of a legal hold, all records, including email, relevant to the legal hold shall return to their normal handling procedures and retention schedules.

University Email Forwarding

Email sent to University email addresses should not be forwarded to personal email addresses.

University email is an official means of communication for the University. Faculty, staff, and students are required to conduct University business from their University assigned email address containing the lincolnu.edu domain. Individuals are generally prohibited from using their personal email when working in an official University capacity.

Active members of the University community assigned a University email address are responsible for having access to all University related emails and may be subject to discipline if not responsive.

Group Emails, Distribution Lists, Shared Mailboxes

All group emails, distribution lists, and shared mailboxes must have at least one designated owner. In the event of an owner’s departure from the University, the relevant department or business unit will specify a new owner. Public facing groups working with students, the community, and vendors should establish a shared email account that will ensure business continuity for University operations rather than publishing an individuals assigned University email on flyers or the University website.

Style Guide Communication

All communications should follow the University's applicable style guides including, but not limited to the University's email signature guidelines.

University Management of Applications on Personal Devices

The University will manage applications installed on personal devices when those applications access University issued email accounts and associated services including, but not limited to cloud storage and collaboration platforms. University management of these applications includes, but is not limited to, deleting University data from the device and deploying security settings on the device.

Locking Devices

University students, faculty, and staff are required to secure their personal devices with access to University issued email accounts and related services with some form of authentication to prevent unauthorized access of University data. Authentication can take many forms such as passcode, fingerprint identification, or facial recognition.

Secure Methods of Communication

Email is generally not considered a secure form of communication. Anyone needing to share sensitive information electronically should contact Lincoln ITS for assistance with securely transmitting the information. Email encryption is available and is an acceptable method of delivery. ITS assistance can be requested by submitting a ticket to Lincoln’s ITS Helpdesk.

Student data with protected personally identifiable information (PII) is prohibited from being shared in any way (outside of normal University business) and is prohibited from being sent via email.

Exceptions AND Exemptions to the University’s Email Regulations

Exceptions to, or exemptions from, any provision of these Regulations must be approved by the VPAF.

Regulation Violations

Any University department or unit found to operate in violation of this regulation may be held accountable for remediation costs associated with a resulting information security incident or other regulatory non-compliance penalties, including, but not limited to, financial penalties, legal fees, and other costs.

Violations of this regulation by faculty, staff, or students may be subject to disciplinary action.

Official notices and information regarding the University will be sent through the University e-mail system and/or posted on the Blue Tiger Portal. Each student, faculty member and staff member receives an official University host e-mail account and network ID (user name) and password. Each individual who has an University e-mail and/or access to the Blue Tiger Portal is responsible for monitoring, in a timely manner, their account as well as for any consequences of missing important messages.