The University of Maryland (“UMD” or the “University”) provides an institutional email system to promote secure communication and collaboration, allow for business continuity, and maintain effective handling of institutional data. The use of email systems to conduct University Business is subject to federal, state, and local legal, regulatory, and statutory requirements, including but not limited to the Family Educational Rights and Privacy Act ("FERPA") and the State of Maryland’s public records laws, as well as University and University System of Maryland policies and procedures. Noncompliance with these laws and regulations could result in a loss of federal funding, as well as civil and criminal penalties; noncompliance with these laws, regulations, and policies/procedures could have a severe adverse impact on UMD’s mission, safety, finances, or reputation. This Email Standard (the "Standard") sets forth fundamental requirements for the appropriate use of email systems to conduct University Business. Compliance with this Standard is necessary for the University to meet all the requirements of the USM IT Security Standards and the UMD Policy on Acceptable Use of Information Technology Resources.
|University Business||The work performed on behalf of the University by its personnel (including faculty, staff, student employees, and other persons whose conduct falls under University operations), whether or not such persons receive compensation for performing this work.|
|Institutional Email||The UMD email system/platform provided and maintained by the Division of Information Technology (firstname.lastname@example.org) enabled by Google Workspace for Education, also known as UMD Gmail or UMD Email.|
|Approved Email System||UMD Institutional Email (aka UMD Gmail), plus any administrative, academic, or programmatic unit’s email system granted a waiver by the Division of IT.|
All members of the University Community who conduct University Business via email. Excludes TERPmail, which is the University of Maryland’s institutional student platform for communicating academic information and providing cloud storage and productivity and collaboration tools. All students and accepted applicants may be granted a TERPmail address.
A unit that has unique business requirements that cannot be met by the Institutional Email must submit a waiver form explaining, in detail, how conformance with this Standard would be noncompliant with federal or state laws. For example, University personnel conducting classified work are required to use an email system that meets federal government statutory or contractual requirements in specific situations. Waivers must be requested by a unit head responsible for overseeing the administrative, academic, or programmatic unit and approved by the respective Dean or Vice President and the Division of Information Technology. The Division of Information Technology VP/CIO may grant waivers to this security Standards for a period of up to 3 years (with the option for renewal). Consistent with the UMD Policy on Acceptable Use of Information Technology Resources, a waiver may be revoked at any time by the VP/CIO.
Waivers to forward Intuitional Email to U.S. federal agencies when required by contract, may be granted by the CIO in consultation with the Office of General Council.
Failure to comply with this standard constitutes a violation of the UMD Policy on Acceptable Use of Information Technology Resources.
The VP/CIO or a designee will initiate a review and necessary revisions of this standard as needed, with appropriate input from the Division of Information Technology staff and the IT Council.
|Vice president/chief information officer||
|Division of Information Technology||
|IT Council||Reviews and makes decisions related to this standard.|
|University administrative, academic, and programmatic units||
|Faculty, staff, and student workers conducting business on behalf of the University||
|IT Standard and complaints||Division of Information Technologyemail@example.com|
|Training or technical help||it.umd.edu|
Recommended by the IT Council and issued by the VP/CIO on: 10/01/2019. Revisions recommended by the IT Council Nov. 2020 and issued by the CIO Nov. 2020.