EMAIL
| Type: | Standard |
| Last Updated: | December 27, 2023 |
| Sponsor: | Scott Hunt, Assistant Vice President, OIT |
| Owner: | Karl Parkinson, CES Collaboration Tools Portfolio Director, OIT |
| Custodian: | Mary Stevens, IT Governance, OIT |
| Version: | 1.0 |
PURPOSE
Ensure university communications are sent in a secure manner through university-provided email accounts, received in campus email mailboxes, and protected by required email delivery and security controls.
SCOPE
These standards apply to all users of university email systems.
POLICY BASIS
These standards support the Appropriate Use of Information Technology Resources Policy and the Data Use, Privacy, and Security Policy.
REQUIREMENTS
- The university provides a BYU email account for all university email communications.
- University communications are only sent through university-provided email accounts.
- Students and employees will receive university communications through their BYU email account.
- There will be no bulk forwarding using university-provided email. This restriction includes users creating automatic rules that forward all email to a personal email address.
- BYU employees will use students' BYU email addresses for all BYU communications.
- Systems sending email messages must send to authorized BYU email mailboxes.
- All byu.edu email tenants must utilize multifactor authentication (MFA); use Sender Policy Framework (SPF) or DomainKeys Identified Mail (DKIM); provide a filter to block malicious emails when one is not included in the tenant package; and support legal holds initiated by the Office of General Counsel.
GUIDELINES
- Use university-provided email accounts for work communications.
- Check university-provided email regularly for university communications.
- Do not create automatic rules that forward all email to a personal email address.
- Report any email that purports to be official and does not use a byu.edu email to phishing@byu.edu.
- Use students' BYU email addresses for all BYU communications.
- For systems that send university email, send messages to campus email mailboxes.
- For byu.edu email tenants, maintain MFA, SPF or DKIM, malicious-email filtering, and legal-hold support.
ROLES & RESPONSIBILITIES
Technology supported employees or university students:
If a CSR or someone else helps manage technology for a university employee, they are considered technology supported employees. These employees and students should use university-provided email accounts responsibly, and follow these email standards.CSRs or self-supporting employees: If a university employee manages his or her own technology or manages technologies for others, they are considered a self-supporting employee. Self-supporting employees must understand and apply the email standards. This includes using university-provided email accounts responsibly, and following these email standards. In addition, help users understand and apply the email standards, and help ensure all university communications are sent through BYU email accounts and to campus email mailboxes.
Email Tenant Owners: Use university-provided email accounts responsibly, follow these email standards. In addition, help users understand and apply the email standards, and help ensure all university communications are sent through BYU email accounts and to campus email mailboxes. Ensure byu.edu email tenants maintain MFA, SPF or DKIM, malicious-email filtering, and legal-hold support.
COMPLIANCE & ENFORCEMENT
Sending university communications through non-university email accounts, creating bulk forwarding, forwarding all university-provided email to a personal email address, failing to use BYU email addresses for BYU communications, or operating byu.edu email tenants without required protections may be treated as a serious security or compliance violation.
The Appropriate Use of Information Technology Resources Policy states:
The university reserves the right, in its sole discretion and for any reason or no reason, to immediately revoke authorization to access or use any or all IT Resources.
RELATED RESOURCES
IT Standards are developed by subject matter experts and approved by the Information Technology Committee, which consists of the CIO, the CISO, University Vice Presidents and other senior leaders.