Using Email as Official Student Communication

Responsible Officer
Stacey Tidball
Associate Director Cmp/Col — Academic Support Resources
Owner
Stacey Tidball
Associate Director Cmp/Col — Academic Support Resources
Primary Contact
See Contacts Section
Last Revised
Effective Date

Policy Statement

The University provides students with an email account upon matriculation to the institution. This account is free of charge and remains available at minimum while  the student is enrolled  or is active in their degree program.

The University-assigned student email account is the University's official means of communication with all students. Students are responsible for all official information sent to their University-assigned email account. If a student chooses to forward messages to another account, the student is still responsible for all information, including attachments.

Reason for Policy

Email is the primary method of communication between students and the University. It is imperative that students understand that information will be communicated to them via their University-assigned email account while they are students. New students are informed that their University-assigned email account is the primary means of communication from the University community and that they will be held responsible for the information in the email.

Procedures

Forms/Instructions

Appendices

Frequently Asked Questions

  1. Are other forms of communication (e.g., social media, texting, or websites) considered official communications?

    While the content found in these forms of communication should match information included in emails sent to students, the email is considered the official information.

  2. Can faculty or staff use an alternative email address for students?

    In order to be certain that private student information is secure, any messages that contain private student data need to be sent to the student’s umn.edu email account, which meets the security and authentication standards. Similarly, staff and faculty should use their umn.edu accounts for business purposes.

  3. May students forward their umn.edu email to another email address?

    Yes. However, students are still responsible for the official communications sent to their University email account and should be aware that email forwarding could cause information to be missed due to spam filtering or other forwarding issues. 

Contacts

Subject Contact Phone Email
Policy Information Stacey Tidball 612-626-0075 [email protected]
Twin Cities Stacey Tidball 612-626-0075 [email protected]
Crookston Jason Tangquist 218-281-8424 [email protected]
Duluth Carla Boyd 218-726-8795 [email protected]
Morris Marcus Muller 320-589-6011 [email protected]
Rochester Diane Douglas 507-258-8008 [email protected]

Definitions

Student
Any undergraduate, graduate or professional student. Student status starts upon matriculation.
Matriculation
The time when a student has met all conditions to enroll such as submitting any required deposits or final transcripts.

Responsibilities

Faculty and staff
Communicate information to students via email with sufficient time for the student to act upon/respond to the information included in the message.
Student
Routinely check assigned University of Minnesota email account to review relevant information.
Registrars on each campus
Maintain policy. Respond to student requests.

History

Amended:
January 2018 - Comprehensive Review: Changes to clarify language about the reason for the policy and language about when this policy applies (timing of when the email account is available, when students should expect this account to be used.)
Amended:
December 2013 - Comprehensive review, minor revision. Improves the clarity of the policy by minor adjustments to the language and a new FAQ.
Amended:
April 2008 - This policy now applies University Wide, rather than to the Twin Cities Campus Only.
Effective:
September 2001

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Notification: Please be aware that while we rarely receive these data requests, any information submitted through this comment form is public, including your name, email address and comment/question, unless you are a student.

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