Electronic
Responsible Administrative Unit
Communications: Students Academic Affairs


Policy Contacts
Issued: January 2008
Registrar: registrar@mines.edu
Revised:
CCIT: http://helpdesk.mines.edu/



1.0
BACKGROUND AND PURPOSE

Communication to students at the Colorado School of Mines (Mines) is an important
element of the official business of the university. It is vital that Mines have an efficient
and workable means of getting important and timely information to students. Examples
of communications that require timely distribution include information from Fiscal
Services, the Registrar’s Office, or other offices on campus that need to deliver official
and time-sensitive information to students. (Please note that emergency
communications may occur in various forms based on the specific circumstances).

Electronic communication through e-mail and Trailhead Portal announcements provides
a rapid, efficient, and effective form of communication. Reliance on electronic
communication has become the accepted norm within the Mines community.

Additionally, utilizing electronic communications is consistent with encouraging a more
environmentally-conscious means of doing business and encouraging continued
stewardship of scarce resources. Because of the wide-spread use and acceptance of
electronic communication, Mines is adopting the following policy regarding electronic
communications with students.

2.0 POLICY

It is the policy of the Colorado School of Mines that official university-related
communications with students will be sent via Mines’ internal e-mail system or via
campus or targeted Trailhead announcements. All students will be assigned a Mines e-
mail address and are expected to periodically check their Mines assigned e-mail as well
as their Trailhead portal page. It is also expected that e-mail sent to students will be
read in a timely manner. Communications sent via e-mail to students will be considered
to have been received and read by the intended recipients.

3.0 PROCEDURES

3.1
All students will be given an EKey, which is an activation code that offers access
to electronic resources at Mines. With their EKey, students must activate their assigned
Mines e-mail address.

3.2
Once their e-mail address is activated, students are expected to check their
Mines e-mail inbox on a frequent and consistent basis and have the responsibility
to recognize that certain communications from the university may be time-critical.

As such, students also are responsible for responding in a timely manner to official
communications from the university when a response is requested.

3.3
The policy does not prevent students from using a personal e-mail address for
university-related communications and purposes. If a student chooses to use a
personal e-mail address as his or her address of choice for receiving university-
related communications, he or she must forward e-mail from the Mines assigned
e-mail address to the personal e-mail address. However, if a student chooses to
forward communications to a personal e-mail address, she or he must be aware that
Mines personnel may not be able to assist in resolving technical difficulties with
personal e-mail accounts. Furthermore, forwarding communications to a personal e-
mail address does not absolve a student from the responsibilities associated with
communication sent to his or her official Mines e-mail address.

Please note: If a student changes his or her official Mines e-mail address to a
personal address, it will be changed back to the Mines assigned e-mail address.
Students have the option to forward their Mines e-mail to a personal address to
avoid this problem. Should a student choose the forwarding option, he or she
must ensure that SPAM filters will not block e-mail coming from the mines.edu
address.

3.4
Nothing in these procedures should be construed as prohibiting university -
related communications being sent via traditional means. Use of paper-based
communication may be necessary under certain circumstances or may be more
appropriate to certain circumstances. Examples of such communications could include,
but not be limited to disciplinary notices, fiscal services communications, graduation
information and so forth.

4.0 RESPONSIBLE PARTIES

Questions about this policy may be directed as follows:

Registrar’s Office
Phone: 303-273-3200 or
E-mail: registrar@mines.edu

Campus Computing, Communications, and Information Technologies
Phone: 303-273-3431 or
Complete a request form at the Mines Help Center (http://helpdesk.mines.edu/)