Middlebury

E-mail Policies

Electronic mail as official Middlebury College communication

E-mail is considered an official method for communicating with students at Middlebury College.  Official e-mail communications are intended to meet the academic and administrative needs of the campus community.  The College expects that such communications, many of which are time-critical, will be received and read in a timely fashion.  To enable this process, the College ensures that all students are issued a standardized college e-mail account through their academic years at Middlebury College.  Students, Faculty, and Staff who choose to forward e-mail from their College e-mail accounts are responsible for ensuring that all information, including attachments, is transmitted in its entirety to the preferred account.

Guidelines for Appropriate Use of All Campus Electronic Mail Messages

1. E-mail messages may be sent to groups comprising all faculty, all staff, and/or all students.

1a. Faculty and staff members may send e-mail messages to all faculty and all staff groups. Students may do so only upon receiving special permission from appropriate College administrative staff members.

1b. Electronic mailings to all (or sustainably all) students are allowed only by permission from the offices of Dean of the College and/or Dean of Students.

2. These guidelines simply reflect common courtesy to help everyone's use of e-mail be most efficient:

2a. Messages must relate directly to College business. Announcements of non-college events should be handled through other channels (such as local newspapers). Direct solicitation for fundraising via all-campus e-mail is prohibited. Advertisements for personal items may be accomplished through the staff and student newsletters or newspapers.

2b. E-mail messages should be avoided for College events already listed on-line or in publications, unless there is significant supplemental information or last-minute changes in location or time.

E-mail Retention Policy

Library and Information Services (LIS) creates electronic mail backups daily, solely for the purpose of restoring the entire electronic mail system in the event of a disaster. Backups are retained for a period of 60 days, and then the content is destroyed.

Backups are not available in order to retrieve deleted messages nor do they serve as a record for the purpose of retention. If you wish to retain a copy of a message, you should file the message in a folder under your electronic mailbox.

Each department should make provisions for retaining messages in accordance with e-discovery requirements and departmental needs and craft appropriate departmental policies.


see also: Employee Handbook 2.18 Staff E-mail and Computer Use Policy