• Seton Hall University
• Policies and Procedures

Purpose

Scope

This policy covers all University employees.

Definitions

Policy

Background

Seton Hall University has certain legal obligations to maintain academic and administrative records. The University also has certain obligations to prevent unauthorized disclosure or dissemination of confidential data. A common email, calendar, and document sharing system for the entire University promotes collaboration and communications, improves business continuity, and allows for more effective handling of data. Using a common email, calendar, and document sharing system also allows the University to put appropriate information security processes in place, including tools to prevent the accidental forwarding or sharing of confidential data. For these reasons, all University business should be conducted using the University’s email, calendar, and document sharing systems.

Users auto-forwarding all emails to an external account creates risks for the University. While email is not generally appropriate for the transmission of unencrypted and personally identifiable information, risks increase when the content leaves Seton Hall’s systems. Non-Seton Hall email providers can impose terms of service that reserve them the right to collect, read, use, distribute, or even claim ownership of email that is sent to their system. Auto-forwarding to an external email also interferes and introduces complexity with anti-spam measures. Hackers often use auto-forwarding of email, as well as other automatic email processing rules, to cover their tracks if they gain unauthorized access to University systems. For these reasons, the University is disabling the ability for users to auto-forward all their University email to an external email provider. Users should not configure email desktop or mobile clients to automatically forward all email to an external email provider. Users retain the ability to forward individual emails as needed to conduct University teaching, research, or business.

Use of University Systems for University Business

All University business, including teaching and research, will be conducted insofar as possible using the University’s email, calendaring, and document sharing systems, except in the case where a University grant or contract requires the use of a specific email system managed by the grant agency or service provider.

Auto-forwarding of Email

Seton Hall University’s email system will be configured to disable auto-forwarding of all email to a non-Seton Hall University email address.  Email sent to a Seton Hall email address mailbox shall not be forwarded through an automated means to a non-Seton Hall destination email address, such as by configuring a desktop or mobile email client to automatically forward all email. 

Selected email may be manually forwarded by a Seton Hall user to a non-Seton Hall destination when such forwarding will not result in an inappropriate disclosure of personally identifiable information and complies with the requirements of the Seton Hall Policy on the Appropriate Use of Computer Systems.

Enforcement

In the event that the University believes an employee has violated any part of this policy, the University may suspend or terminate the employee’s computer and/or network access. In addition, employees in violation of this policy may be subject to disciplinary action, up to and including termination from employment.

Related Policies

Responsible Offices

• Department of Human Resources
• Department of Information Technology
• Division of Student Services
• Office of General Counsel
• Office of the Provost

Approval

Approved

This policy was approved by Dr. Mary Meehan, Interim President, on the recommendation of the Executive Cabinet, on May 9, 2019.

Effective Date

May 9th, 2019