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Internal Management Memoranda

EFFECTIVE DATE: December 27, 2005

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.150-4

SUBJECT: UF/IFAS; Electronic Mail (E-Mail)

1)    Purpose

    The purpose of this memorandum is to outline the policy and procedures for Electronic Mail (E-Mail) Communications use by UF/IFAS faculty and staff..

2)    Policy and Procedures

a)  Requirement for use

E-mail is used for official communications within the UF and IFAS. All faculty and staff will have a method for checking and responding to e-mail on a daily basis, either through their own computer access or by proxy, during days at work.  The GatorLink user account, assigned to everyone affiliated with the UF, will be used with the domain @ufl.edu as the official business address.  This may either be forwarded to the IFAS central e-mail server, as described below, to another approved mail server, or accessed directly using the GatorLink e-mail system.  Like office phones, a user’s e-mail account is provided for official business use, and its usage must comply with the UF Acceptable Use Policy for computers.

b)  Central e-mail server

IFAS Office of Information Technology (IT) will provide access to a central e-mail server.  This server is configured to provide shared calendaring, global address list, and task list; and is the recommended server for users.

c)  Approved e-mail accounts

Users are required to access their e-mail using accounts on official UF or other governmental agency servers.  E-mail addresses on commercial servers such as AOL, EarthLink, or Yahoo are not acceptable, due to lack of reliability and local administration.