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Old Dominion University

Information Technology Standard

11.2.0 Student Email Standard

Date of Current Revision or Creation: December 1, 2021

The purpose of an Information Technology Standard is to specify requirements for compliance with Old Dominion University Information Technology policies, other University policies, as well as applicable laws and regulations. Standards may include business principles, best practices, technical standards, migration and implementation strategies, that direct the design, deployment and management of information technology.

  1. Purpose

    The purpose of this compliance standard is to provide the University community information on how to comply with Policy 3506 - Electronic Messaging for Official University Communication.

  2. Definitions

    Information Technology Resources are defined as computers, telecommunication equipment, networks, automated data processing, databases, the Internet, printing, management information systems, and related information, equipment, goods, and services.

    Student Email is electronic mail that operates over the Internet. Email services and support are provided to enrolled students by the University for receiving course-related communications, policies, announcements, and other information.

    User includes anyone who accesses and uses the Old Dominion University information technology resources.

  3. Standards Statement

    Student Email

    With the increasing reliance and acceptance of electronic communication, email is considered an official means for University communication. Old Dominion University provides each student an email account for the purposes of teaching and learning, research, administration, and service. It is important that all students are aware of the expectations associated with email use. This standard applies to all students at Old Dominion University.

    Email Account Activation

    It is the responsibility of every eligible student to activate MIDAS, the Monarch Identification and Authorization System, in order to obtain email access.

    Expectations Regarding Use of Email

    The email account provided by the University is considered to be an official point of contact for correspondence. Students are expected to check their official e-mail account on a frequent and consistent basis in order to stay current with University communications. Mail sent to the ODU email address may include notification of University-related actions, including academic, financial, and disciplinary actions.

    Educational Uses of Email

    Faculty determine how email will be used in their classes. University offices and instructors cannot validate that a communication coming by email is from an ODU student unless it comes from a valid ODU email address. If students send mail from "nickname" email accounts (Hotmail, Yahoo, etc.), the faculty and staff are not obligated to respond and may request that official e-mail accounts be used.

    Acceptable Use of Email

    Email services must be used in accordance with the Acceptable Use Standard and the Code of Student Conduct.

    Redirecting or Forwarding Email

    An increasing number of external email providers (like Google, AOL, Yahoo!) are using policies and anti-spam tools meant to stop fraudulent emails that may prevent the delivery of forwarded messages.

    Once mail leaves ODU's email service, we have no way of knowing if it was successfully delivered, nor do we have any way of determining what happened to a message that was not delivered. Please be aware of the risks involved in forwarding your email to another address.

    Privacy of Email

    Users should exercise extreme caution in using email to communicate confidential or sensitive matters and should not assume that email is private and confidential. It is especially important that users are careful to send messages only to the intended recipients.

    Other requirements

    Violations of University rules governing the use of computing resources may result in the restriction or revocation of access to information technology. This action is in addition to any applicable disciplinary action.

  4. Procedures, Guidelines & Other Related Information

    Federal and State Law

    Policy 3506 Electronic Messaging Policy

  5. History


    Responsible Party


    October 2008



    October 2009



    October 2010



    October 2011



    October 2012



    December 2012

    IT Policy Office

    Link updated

    May 2018 IT Policy Office Reviewed; definitions and link updated
    December 2021 IT Policy Office Definitions and links checked

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