Employee Email Account Policy

Originally Issued: September 2014

Contacts: Don Diener Lori Temple

Download Policy Document Download Procedure Document

Policy

All UNLV employees will be given a university-issued email account. University business conducted via email by UNLV employees must be conducted using a university-issued email account. Employees may not redirect email from their university-issued account.

Statement of Purpose

The purpose of this policy is to:

  • Facilitate communication among all members of the campus community.
  • Ensure email services are provided to all employees of the university in support of the teaching, learning, and research mission of the university and the administrative functions necessary to carry out that mission.
  • Ensure email communications conducted by employees for university business purposes meet statutory requirements for State of Nevada employees.

Entities Affected by Policy

Entities affected by this policy include all UNLV employees.

Who Should Read This Policy

All UNLV employees should read this policy.

Exceptions

There are two predefined exceptions to the Employee Email Account Policy:

  1. All employees (including students) who are currently using Rebelmail (@unlv.nevada.edu) as their official email may continue to do so if they choose. Employees meeting this criteria may forward messages received from UNLVMail (@unlv.edu), but ONLY to their Rebelmail account. No new non-student employees will be issued Rebelmail accounts.
  2. Employees may use any email account to receive communications from EQUUS such as check stubs/advices and W-2 and W-4 tax information. Employees and former employees will be able to change the email address EQUUS uses for communication to accommodate their needs. This is a permanent exception to the Employee Email Account Policy.

Other exceptions will be made on a case-by-case basis.

To make a request for an Employee Email Account Policy exception, please complete the IT Policy Exception Form.

Exception requests will be processed within 10 business days of receipt of the request. Those seeking an exception must meet the following conditions:

  1. UNLVMail is unable to meet your requirements for email communication (e.g., for your research you are required to use an email system that stores all of the messages on servers housed in the United States — UNLVMail powered by Google does not guarantee this).
  2. The alternative email system must meet the security requirements established by the Office of Information Technology (OIT).
  3. The alternative email system must meet the legal requirements for e-discovery established by the Office of General Counsel.
  4. Data about the employees using the alternative email system (e.g., names, email addresses) must be provided to OIT to facilitate communication among all members of the campus community.
  5. The person responsible for the alternative email system must agree to periodic audits to determine that the conditions for granting the exception are still being met.

Upon approval of the exception, OIT staff will work with the unit that requested the exception to establish the email system data transfers.

Exceptions will be reviewed annually.

Changes to the exception may be requested by contacting OIT.

Frequently Asked Questions

I am a university employee and do not have a university-issued email account. How do I get one?

Email account credentials are typically sent directly to the employee's personal email address on file near their start date. If those credentials were never received, you can contact the IT Help Desk for assistance.

Is this new policy going to be for all employees or just full-time employees?

All individuals with any type of employment contract with the university of 90 days or more are included. This also includes all part-time employees and student employees.

Can email in university-issued official email accounts (i.e., UNLVMail) be redirected to another account?

Yes, but ONLY to an employee's own Rebelmail account (@unlv.nevada.edu). Instructions for forwarding email can be found in the Gmail Help Forum.

Can Rebelmail users redirect their email to UNLVMail?

Yes, users can configure their Rebelmail email account to redirect all the mail received in that account to their UNLVMail. Instructions for forwarding email can be found in the Gmail Help Forum. They can also redirect business-related email from other accounts to their UNLVMail account. Please note, however, that UNLVMail accounts are disabled when a person is no longer employed at the university.

Does scholarship by faculty members fall under the category "university business?"

University business includes activities carried out in support of the teaching, learning, and research mission of the university and the administrative functions necessary to carry out that mission. Scholarship is considered university business and any communication via email regarding that scholarship should be conducted using a university-issued email account.

Why am I being required to use a specific email service for my university work?

Facilitating communication among all members of the campus community is an important strategic goal for the institution. Using the same email system fosters inclusion and collaboration in support of the teaching, learning, and research mission of the university and the administrative functions necessary to carry out that mission. Additionally, email communications conducted by employees for university business purposes must meet statutory requirements for State of Nevada employees (e.g., e-discovery).

What if I need to redirect the email in my university-issued account to a non-university-issued email account due to my university-related travel, the work I am doing with university partners, or other university business-related activities?

Exceptions to the Employee Email Account Policy can be requested by completing the IT Policy Exception Form. Exceptions will be made on a case-by-case basis. Failure to get an exception approved before redirecting email in a university-issued email account to a non-university issued email account would be a violation of the policy.

Despite best efforts to separate my personal email from my university email, there are occasions when accessing and responding to email using a smartphone, I inadvertently send a work message from my personal account. The recipient sometimes then replies to the email using my personal email address. It is likely that this will happen to others as well. How will situations like this be handled?

We understand that unintentionally using a personal account for university business may happen on occasion. When it does, every effort should be made to forward a copy of that message to your university-issued email account. Repeated, intentional use of a non-university-issued email account for university business is a clear violation of the policy.

I teach a lot of courses online and get a lot of questions from students via email. I like keeping my class/student email separate from the rest of my university email. Why must I use a university-issued email account to communicate with students?

Communication with students is considered university business and should be done using a university-issued account. Most email systems, including the new UNLVMail, have filtering capabilities designed to help organize your email messages.

There is a campus policy that prevents employees from using UNLV email for political purposes or lobbying, etc. Employees are sometimes encouraged to contact members of the Board of Regents, their legislators, or individuals campaigning for public office for political purposes or lobbying but are asked not to use their work email accounts for that purpose. Would using a non university-issued email to make such contacts be a violation of the Employee Email Account Policy?

If you are encouraged to contact a public official for political purposes you are being asked to do so as a citizen of Nevada and, therefore, should use your personal email. The campus Partisan Political Activity Policy specifically states that “nonpartisanship and neutrality will govern the University at all times in its relationship with elected officials or persons campaigning for public office.” It also states, “UNLV campus mail and email will not be used to distribute political materials in any form. This applies to both members and nonmembers of the University community.

University-issued email accounts should not be used for any communication that would be considered partisan political activity (for a definition of political activity see NAC 284.770). For more information about these types of communications see the Partisan Political Activity Policy.