APS #6002


Electronic Communications

Brief Description

Establishes electronic communication as the official means of communication and related parameters for use.

Policy Profile

APS Policy Title: 
Electronic Communications
APS Number: 
Proposed Effective Date: 
July 1, 2016
Effective Date: 
July 1, 2014
Approved By: 
President Bruce D. Benson
Responsible University Officer: 
Vice President of Employee and Information Services
Responsible Office: 
Office of the Vice President of Employee and Information Services
Policy Contact: 
The University Vice President of Employee & Information Services or designee, will respond to questions and provide guidance regarding interpretation of this policy. Any exceptions to this policy must be approved by the appropriate governing IT board.
Use of Electronic Mail, July 1, 1997
Last Reviewed/Updated date: 
July 1, 2014
Applies to: 

I. Introduction

The university provides electronic communication resources to support its work of teaching, scholarly research, and public service. This administrative policy statement establishes electronic communication as the official means of communication and related parameters for use.

II. Policy Statement

  1. Official Means of Communication to the University Community
    1. The university shall use electronic communications as an official means of communication to convey information to the university community (employeesEmployeesAn individual who currently holds a University employment appointment, whether full-time, part-time, temporary, seasonal or hourly., affiliate staffAffiliateAn organization that has a contractual or other legal relationship with the University that closely aligns them operationally with the University to more effectively further both the University and the organization's missions. Affiliates are identified at https://www.cusys.edu/controller/policies/supporting%20listing.doc. Affiliates include Blended Organizations and Supporting Organizations., associatesAssociateAn individual who is not employed by the University, but who is actively involved in furthering the University's mission in some fashion. Examples of associates include members of the Board of Regents and off-campus work-study employers. The term associate does not generally include University vendors, non-employee students, alumni, parents of students, university-sponsored conference attendees, employees of University affiliates, official business guests, donors, sponsors, congressional or state legislative members, or members of the general public. and studentsStudentAny individual who applies to, is accepted for admission, and enrolls for a course at the University of Colorado. This does not include an individual who has never attended or never enrolled at the institution.).
    2. All employees, students, appropriate affiliate staff and appropriate associates shall be provided an official university email account1  for conducting University business.
    3. Members of the university community  are responsible for information contained in electronic communications to their official university email account.
    4. The university may also ask employees to subscribe to other electronic communications such as instant messaging or text messaging for emergency communications as approved by the Chief Information Officer or Vice President of Employee & Information Services.
  2. Official Communications Sent on Behalf of the University
    When sending official mass electronic communicationsmass electronic communicationsSee Sction III. Definitions​, care must be taken to: 1) ensure the message delivery does not adversely affect the network, email routing or mail server infrastructure; 2) ensure that communications are consistent with university policy; and 3) not hinder the ability to validate that an electronic communication is legitimate.​
    1. All official mass electronic communications sent on behalf of the university, including, but not limited to, promotions, awareness, invitations, and notifications, shall originate from authorized university domains.  To assist validating the legitimacy of a communication the Office of Information Security (www.cu.edu/ois) shall publish authorized domains.
    2. All official mass electronic communications sent on behalf of the university should only contain web address links to authorized university domains.
    3. Any exceptions, such as need to include links to non-university domains, must be approved by the appropriate IT Security Principal.
    4. To assist in validating the legitimacy of a communication the university shall publish copies of official mass electronic communications in the university web portal until no longer needed for reference.
  3. Information Technology Office Responsibilities
    1. The appropriate IT office will use reasonable methods to ensure official communications are delivered to university-owned and controlled servers and that content is also made available online.
    2. The appropriate IT office will assign the official University email address where the university will send email communications. This official address will be the address stored in the campus or system-maintained directory.

III. Definitions

Official Mass Electronic Communications: any email or other electronic communication sent to 1,000 or more recipients pertaining to university business.

IV. Related Policies

V. History

  • Use of Electronic Communications – approved 3/1/96
  • Use of Electronic Communications – replaced by Use of Electronic Mail on 7/1/97
  • Use of Electronic Mail – replaced by Electronic Communications on 7/1/14

VI. Key Words

E-mail, electronic communications, on-line, information technology
  • 1. An official university email account is one which is recognized by the email directory maintained by the appropriate IT office in accordance with their policies.