Service Desk

Information Technology Services

Electronic Mail as an Official Means of Communication to Students

Policy Statement

Electronic mail (email) shall be considered an appropriate, cost-effective, convenient and timely means to transmit official campus communications to students. An official communication occurs when an individual or campus entity sends e-mail pertinent to conducting university business for academic or administrative purposes, including notification of university-related actions. Official communications will be sent to a student’s university-assigned email address (

Email may be the sole method for notification. However, additional or other methods of communication will be utilized if appropriate or required by law or other contractual obligations, e.g., notification of disciplinary and legal actions.

Electronic messages sent as official campus communications are expected to comply with applicable laws and campus policies, including those referenced in this policy, and are subject to the same public records, privacy, and records retention requirements and policies as other official campus communications.

Policy Compliance and Oversight

The Chief Information Officer (CIO) is responsible for application and enforcement of this policy.

The Information Resources Management Policy and Planning Committee (IRMPPC) shall review this policy on an annual basis or as the need arises, make recommendations for any changes, and provide oversight and periodic review of the practices used to implement this policy. Recommended changes shall be reviewed and approved by the CIO in consultation with the IRMPPC and the President.

The current version of the policy will be posted and maintained on the Cal Poly website. A hard copy will be available at the Kennedy Library Reserve Desk.

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