The university has adopted a new IT standard that establishes requirements related to using email to conduct university business. The standard was issued on October 1, 2019 and requires UMD personnel to use an email system that is approved by the Division of IT while performing work on behalf of the university.

In summary, the new standard includes several requirements and aligns us with best practices:

  1. All email sent by UMD personnel related to UMD business must be sent using an approved UMD institutional email system.

  2. Automatically forwarding UMD email and attachments to a non-UMD email account is prohibited.

  3. The UMD institutional email system is the one provided and maintained by the Division of Information Technology.

  4. Email should not be used to transmit information deemed as highly sensitive, private, or confidential. Within the UMD email system, individuals may transmit data with a risk category of Elevated (Category 3) as defined by the University of Maryland Data Classification Standards. Individuals must be extra careful to ensure that they don't violate the Family Educational Rights and Privacy Act (FERPA) rules related to student records and privacy.

  5. UMD email shall not be used for private gain.

  6. An approved UMD email system should be set as the default outbound address when UMD email is enabled on personal devices, including mobile phones.

This standard is necessary for the university to meet the requirements of the USM IT Security Standards and the UMD Policy on Acceptable Use of Information Technology Resources. The use of institutional email is subject to federal, state, and local legal, regulatory, and statutory requirements, including but not limited to FERPA and the State of Maryland’s public records laws. Noncompliance with these laws and regulations could result in a loss of federal funding, as well as civil and criminal penalties, and/or have a severe adverse impact on UMD’s mission, safety, finances, or reputation.

Please refer to our FAQ for additional information about applying the email standard, sponsoring student employee email accounts, configuring your outbound address on mobile devices, and more.

DIT will be working with the campus IT community to communicate details about the process of implementing this standard. We will also work with departments that manage their own email systems to migrate accounts from department systems to UMD’s institutional email system before June 30, 2020. If your account will be moving, you will receive additional information from your unit IT contacts and/or DIT.

We recognize that these requirements will impact the way many university community members typically manage email and apologize for any inconvenience that making changes may cause. DIT is committed to working with all units to implement these changes to ensure secure handling of institutional data and promote IT best practices.

If you have any questions, please contact the IT Service Desk.