University of Texas at El Paso
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The University of Texas at El Paso provides electronic mail (e-mail) accounts to all faculty, staff, students, and non-university personnel who are affiliated with the university and are assisting the university in meeting its mission. Non-university personnel accounts are sponsored accounts.

This policy is established to achieve the following:

  • Define who is eligible for an e-mail account
  • Identify the responsibilities of the person assigned an e-mail account
  • Identify the responsibilities of the person sponsoring an e-mail account
  • Educate university personnel on the method for requesting and maintaining e-mail accounts

    Faculty Accounts

    Access to faculty is provided based on an active appointment in the Business Information System. Visiting faculty can be provided access with approval of the appropriate Dean for the duration of the faculty member's stay at UTEP. Faculty with an active appointment on the Business Information System (BIS) may call the Helpdesk at extension 4357 (HELP) and request an e-mail account. Faculty must provide their social security number and birth date. Upon confirmation of the appointment, an ID and password will be provided.

    Visiting faculty should notify their respective Dean so that a sponsored account may be established for the duration of their stay. Please provide the Dean with the visiting faculty's name, social security number, date of birth, estimated period of time the account will be needed, and phone number. The Dean will then contact the Helpdesk with the above information and request a sponsored account. The ID and password will be provided directly to the visiting faculty member. The sponsor's name will be recorded along with the owner of the account for possible renewal.

    Faculty accounts are removed when the member's appointment is terminated on the Business Information System. If the account is to remain active after the appointment is terminated, arrangements must be made prior to termination. A letter from the department chair must be sent to the Helpdesk requesting an extension. Extensions are granted for 30-day periods with a maximum of 120 days. A new letter must be sent before each expiration period to continue the extension uninterrupted.

    Staff Accounts

    Access to staff is provided based on an active appointment in the Business Information System. Staff members may call the Helpdesk at extension 4357 (HELP) to request an e-mail ID. Staff must provide their social security number and birth date. Upon confirmation of the appointment, an ID and password will be provided.

    Access for contract personnel will be provided upon request from the department head who must contact the Helpdesk with the person's name, social security number, date of birth, and phone number. The ID and password will be provided directly to the contracted person. Accounts for contract personnel will expire in one month unless the account is requested to be in effect for the duration of the contract. Subsequent requests must be placed to maintain the account in an active status. The sponsor's name will be recorded along with the owner of the account for possible renewal.

    Staff accounts are removed when the member's appointment is terminated on the Business Information System. If the account is to remain active after the appointment is terminated, arrangements must be made prior to termination. A letter from the department chair must be sent to the Helpdesk requesting an extension. Extensions are granted for 30-day periods with a maximum of 120 days. A new letter must be sent before each expiration period to continue the extension uninterrupted.

    Student Accounts

    All part-time and full-time students actively enrolled at UTEP are eligible for an e-mail account. Students may request an e-mail account at any of the open student labs. Currently, these are Access to Technology Learning and Services Computer Lab (ATLAS), Undergraduate Learning Center (Room 202); Computer Applications Learning Center (CALC) Lab (College of Business Administration, Rooms 306, 310, 320, and 324); Liberal Arts Center for Instructional Technology (LACIT) (Liberal Arts, 4th floor); and Library Technology Center (LTC), (Library, Room 324). An ID and password will be provided by the lab assistant. Students may request an ID 24 hours after completing registration. Once a student has an account, he may keep his account active by enrolling in both the spring and fall semesters. The summer semester may be skipped without an interruption of service. If a student is not enrolled after census day of the spring or fall session, his account will be removed.

    Student accounts will be expired after the 12th day of class (census day) of the fall and Spring Semesters. If the account is to remain active, arrangements must be made prior to census day. A letter from the student's college chair must be sent to the Helpdesk requesting an extension. One extension for 30 days may be granted with proper authorization.

    Alumni Accounts

    Alumni accounts are provided with the approval of the Office of External Relations. This service is not provided to all alumni. Please contact the Office of External Relations for the guidelines for alumni accounts and to request an e-mail ID. The Office of External Relations will contact the Helpdesk at extension 4357 (HELP) and will request a sponsored account for the alumni. The person's name, social security number, date of birth, and estimated period of time the account will be needed, as well as a phone number must be given to the Helpdesk. Helpdesk personnel will create the account and contact the person directly with an ID and password. The requester from the Office of External Relations will be recorded along with the owner of the account for possible renewal.

    Alumni accounts will expire one year after activated. The Office of External relation will be notified of an upcoming expiration two weeks prior to the expiration date. That office will notify the Helpdesk if the account is to remain active. If no request is received, the account will be deactivated as specified above.

    Sponsored Accounts

    The University President, Vice Presidents, Deans, Directors, or Chairs may sponsor an e-mail account for non-university personnel who are affiliated with the university and are assisting the university in meeting its mission. Requests must be made to the Helpdesk at extension 4357 (HELP) and the requestor must provide the person's name, social security number, date of birth, estimated period of time the account will be needed, and phone number. The Helpdesk will contact the owner of the account with an ID and password. The name of the sponsor will be recorded along with the owner of the account for possible renewal.

    Sponsored accounts will expire one year after activated. The sponsor will be notified of an upcoming expiration two weeks prior to the expiration date. The sponsor will notify the Helpdesk if the account is to remain active. If no request is received, the account will be deactivated as specified above.

    Usage

    All e-mail use is subject to the general policies governing use of university Information Resources.

    In addition, the following uses or activities are expressly prohibited:

  • Transmission, display, printing or storage of any material prohibited by law or university regulations.
  • Unauthorized transmission, display, printing or storage of legally restricted or confidential material.
  • Transmission, display, printing or storage of material that is obscene, libelous, or physically threatening.
  • Transmission, display, printing or storage of material which advertises, promotes or otherwise solicits on behalf of any non-university business, corporation, organization, enterprise or activity or which contributes to the conduct of business by such entities. This includes the conduct of private consulting services by faculty or staff employees of the university.
  • Transmission, display, printing, or storage of any material through the fraudulent use of another person's password. Any use of another person's password for any purpose is prohibited.
  • Transmission, display, printing or storage of chain letters, and other forms of mass mailings or any use that may disrupt or delay the timely and orderly provision of e-mail services at the university. Only upon the approval of the President or a Vice President of the university may a general broadcast message (e-mail bulletin) be placed on the e-mail system.

    The content, maintenance, and disposition or retention of e-mail messages is the responsibility of the person to whom the e-mail account or address is assigned. E-mail that conducts official business must be maintained for future reference in accordance with the university's records retention policies, which reflect the requirements of state law. In order to obtain optimum efficiency and service, the system administrator of the e-mail system may delete e-mail messages older than two weeks. E-mail messages requiring retention beyond this time limit should be downloaded to disks or printed for storage by each user.

    Expiration of Accounts

    When an account is expired, an e-mail notification will be sent to the account owner weekly for two weeks announcing that the account will be expired and providing the web address to this policy for instructions on requesting an extension or reporting a problem. If no action is taken by the owner of the account, i.e., the Helpdesk does not receive a request for an extension, the account will be locked and any files belonging to the account will be retained for two weeks. If the Helpdesk has received no request for extension after the two-week retention period, the account and its files will be permanently removed.

    Problems with Accounts

    Problems with an e-mail account should be reported to the Helpdesk at extension 4357 (HELP) or 747-5257 from off-campus. Security infractions should be reported to security@utep.edu or to the Helpdesk.


    Complying with Quotas

    As a state institution, the University is required to use its resources in an efficient manner. One of the ways it accomplishes this is by the imposition of quotas on e-mail accounts. The user of each e-mail account is given a certain amount of disk space on the e-mail server and must take steps to remain within his designated quota or limit. The following steps are intended to help the user delete e-mail that is no longer needed:

  • Open Sent Items to display all of the messages you have sent.
  • Left mouse click on Edit, choose Select All from the dropdown menu and then click Delete on the Toolbar. This will transfer all of your Sent Items to Deleted Items.
  • You can then right mouse click on the Deleted Items folder and select Empty "Deleted Items" Folder. When you answer, "Yes", all of the messages will be deleted. Of course, you can do this at any time as well.
  • If you want to permanently delete messages automatically, choose Options from the Tools menu and then check the Empty The Deleted Items Folder Upon Exiting box. Then, whenever you exit Outlook, the Deleted Items folder will be emptied.

    For additional methods, consult any good book on Outlook, or call the Helpdesk at extension 4357 (HELP) for assistance or to register for training on Outlook.