Upon hiring or enrollment, all Naropa staff, faculty, student and other entities will be assigned a Naropa email address (in as truncated a fashion as possible, due to Windows character restrictions) indicating an individual's first initial and legal last name. Nicknames or preferred names are not indicated through the address (though they can be applied to the cosmetic display name at IT's discretion).
Departmental Work Studies, Graduate Assistants and Academic Support will be given an abbreviated prefix to their email account that indicates their role and/or department they are associated with.
Email Name Changes:
Naropa email addresses cannot be changed without Registrar or Human Resources approval and must still meet all legal name requirements. Changed accounts are required to keep an alias (or legacy address) of the previous account for the duration of use, to main contact consistency.
Access to Email:
Outlook Web Access has been provided by Naropa University to allow staff and faculty access to their email via their web browser. All policies and agreements herein also apply to Naropa Outlook Web Access, also referred to as Naropa Webmail.
Naropa's Information Technology Department is the owner and administrator of centralized email and directory information for all Naropa campuses and locations.
Users are expected to read, and shall be presumed to have received and read, all official Naropa University email messages sent to their Naropa University Email Accounts.
Users are not allowed to redirect or automatically forward (via email rule or other function) their Naropa.edu email to any non-Naropa email address. Naropa employees (incl staff and faculty) are forbidden from giving out a non-Naropa email address to any student as their Naropa contact address. When acting in an official capacity as a student or employee of Naropa University, you must use your Naropa.edu email address exclusively. Disregarding this policy may result in disciplinary action.
All incoming and outgoing mail is backed up as a matter of university & legal record.
Deans, vice presidents, and their appointees may send broad-based Messages relating to University business without any prior approval. The author of any business messages, however, assumes responsibility for assuring that messages do not violate any University policies, regulations, or procedures. Disclaimers of confidentiality included in email messages do not protect the sender if confidential information is shared or disclosed inappropriately.
Policies and regulations that apply to other forms of communications at the University also apply to electronic mail.
In addition, the following specific actions and uses of University Email are considered improper and in violation of permitted use:
- Concealment or misrepresentation of names or affiliations in email messages.
- Alteration of source or destination address of email.
- Use of email for commercial or private business purposes that have not been approved by Naropa University.
- Use of email to harass or threaten other individuals.
- Use of email that degrades or demeans other individuals.
All electronic mail sent to and/or from naropa.edu and students.naropa.edu accounts and addresses, including any and all attached files, are the sole property of Naropa University. No assurance of personal privacy of this email is offered or implied.
Naropa University does not monitor the content of electronic mail as a routine procedure. The University (and the IT Department as proxy) does reserve the right to inspect, copy, store, or disclose the contents of electronic mail messages as needed, but will do so only when it believes these actions are appropriate to: prevent or correct improper use of University Email; ensure compliance with University policies, procedures, or regulations; satisfy a legal obligation; or ensure the proper operations of University Email or our data network as a whole.
Naropa Mailing Lists/Listserv:
Staff and faculty mailing lists are for:
- The communication and business affairs of the Naropa Community
- Emergency and urgent campus related matters
University email policy applies to all university mailing lists. Moderation of messages for Naropa Mailing lists will be required by Naropa staff and faculty. Announcements and events of Naropa Community members associated with Naropa sponsored events, (E.g. art shows, performances, on/off campus events) need to be sent one week in advance to firstname.lastname@example.org for posting to the list. Announcements and events are not to be posted directly to the staff/corefaculty/adjunct faculty lists with the exception of announcements from the President.
Only people who are members of a list serve can send to that list serve (E.g. Faculty cannot send to the staff list and staff cannot send the faculty list, unless they are a member of both lists or they request that the moderator of the list(s) to allow it through for them).
All Naropa email is automatically archived to a dedicated archive appliance by the Information Technology department for discovery and compliance purposes. Archived email is retained for a minimum of 7 years.
Email correspondence and associated documents sent as attachments may be considered official University records, and, as such, may need to be retained longer than the established policy guidelines for email retention and disposal.
While email is often expected to function as a real-time communication method, in reality email does not function in that way. Email messages (inbound or outbound) can be delayed for minutes, hours, sometimes even days.
Policy Under Development:
As you are all aware, it's important not to send or request sensitive information (social security numbers, bank account details, etc) via email (either in the body or via attachments). However, if necessary, please use email encryption to send or request sensitive information. Instructions are below.
Please note: this protocol and requirement will be codified through our current policy-making initiative as curated through our upcoming IT Governance launch.
Notes on sending sensitive information via email:
- email can be intercepted and the contents used as components of identity fraud or check fraud (printed or ACH)
- emails can sit on poorly protected external servers at other companies and be subject to breach and contents sold to bad actors
- keep in mind that even if it feels like a single piece of information would not create a risk, bad actors are very clever at cobbling together information to effect compromise
- sensitive information is classified differently by different regulatory and advisory bodies. Naropa is updating our internal data classification standards through governance procedures. If you are not sure, please encrypt.
- One hard and fast rule: do not request or send credit card data via email, encrypted or not. Also, it should not be captured in any form other than through payment/donation processing services (almabase/touchnet/self-service payment gateway, square, etc). This means don't store in One-Drive, Y drive, or on scratch paper.
Email Encryption Instructions:
You can navigate through MyNaropa to find the encryption instructions as follows.
- Access MyNaropa
- Click on IT Help Desk
- In the Email section, click Encrypt Email
Or you can use this link:
**Remember to only use links in emails if you are 100% sure that the email is from a trusted source.?
Feel free to email email@example.com if you need help with encryption.