Purpose

This policy establishes electronic mail (email) as an official communication method to facilitate secure, reliable, and efficient communication across Bridgewater State University. It aims to support the academic, administrative, and operational functions of the University in compliance with legal, regulatory, and institutional standards.

Scope

This policy applies to all faculty, librarians, staff, students, contractors, and temporary employees of Bridgewater State University.

Policy

The University provides a BSU user account and email address to all members of the campus community to conduct University-related communications. When using email communication, all members of the campus community are expected to abide by the Responsible Use of Information Technology Policy.

• Email communications and other electronic records are subject to public records laws and may be disclosed to comply with legal, regulatory, or University obligations.
• BSU email is recognized as an official communication channel; all members of the campus community are expected to access and review their BSU email on a regular basis.
• Users are not held responsible for interruptions in accessing email due to University system malfunctions or other system-related issues that prevent timely delivery or access.
• Community members are expected to exercise caution to avoid potential phishing and fraudulent messages, which may include unknown senders, suspicious links or attachments, or requests for confidential information.
• Members must comply with the Confidential Data Policy and are not permitted to send sensitive information, such as Personally Identifiable Information (PII), Personal Health Information (PHI), or financial data, through email. If you need to send sensitive information via email, please contact itsupport@bridgew.edu for guidance.
• The University reserves the right to monitor, access, and audit all email communications for security, compliance, legal, and operational purposes, in accordance with applicable laws and University policies. 

Email Account Retention and Access

• Students: Email accounts remain active for two consecutive semesters following their last registered class.
• Employees: Accounts remain active until the last day of employment.
• Retired Faculty and Staff: Accounts remain active indefinitely.
• All Accounts: The Information Technology Division reserves the right to disable accounts that haven't been accessed for greater than six months. A request to re-enable the account can be submitted to itsupport@bridgew.edu 

ENFORCEMENT

Violators of this policy will be subject to disciplinary action in accordance with the terms and conditions of the employees' respective collective bargaining agreement or through the Office of Student Conduct.
 

Revisions

This section contains comments on any revisions that were made to this document and the date they were made.

Reviewed 8/2025 by Steve Zuromski, Vice President of Information Technology & CIO