Using UND Email: What You Need to Know

At the University of North Dakota (UND), email isn’t just a way to chat—it’s the official way we communicate. Whether you’re a student, employee, or affiliate, your @UND.edu or @ndus.edu address is your direct link to University business. Everyone is responsible for reading and responding to UND email, and not doing so won’t excuse you from deadlines or policy requirements that went into effect August 1.

Your Email Account Belongs to UND

UND owns all University-issued email accounts. These accounts support the University’s mission and should be used only for UND-related work. These accounts support the University’s mission, and should not be used for private business purposes, financial gain, or unrelated political activity. Email accounts are part of UND’s official systems and resources. As such, they fall under University and State Board of Higher Education (SBHE) policies, including those about acceptable use and data privacy (SBHE 1202.1). If you violate those policies, you may lose email privileges—and could face disciplinary or legal action.

Email signatures from UND accounts must follow UND branding guidelines. UND signatures are not permitted with a non-UND email to promote personal business.

University emails count as official records. They must be kept or deleted according to the UND records retention schedule. For more on this, see the Email: Office of Record policy.

No Email Forwarding Outside the University

To protect security and confidentiality, employees (including student workers) and affiliates cannot set up automatic forwarding of UND emails to outside accounts. Manual forwarding for business purposes is allowed—but only using University-approved secure email systems.

Privacy and Security

While UND respects academic freedom, freedom of speech, privacy, and confidentiality, there are limitations imposed by legal and policy obligations of the University. UND may monitor email use for business purposes. That includes accessing emails to respond to legal requests, audits, or internal reviews. Moreover, if you use personal email accounts to send or receive UND business messages, you may be required to disclose those emails upon request by UND officials, law enforcement or other entities.

Security is critical. You must protect your account credentials and stay alert for suspicious attachments or phishing attempts. Always report questionable emails using the “Phish Notify” button or a UIT support ticket.

If you send or receive confidential or sensitive information, use the University’s secure email systems (e.g., LiquidFiles). If a secure method wasn’t used, delete the email and attachments using University-provided data management tools.

What Happens to Your Email When You Leave

When your connection to UND ends, your email access does too:

• Employees: Email access ceases the day after employment ends. Supervisors and departing employees must make sure key information is transferred before separation. Requests for continued access (e.g., for completing work) must go through the supervisor and may be approved for limited timeframes.

• Medical Leave: If you’re on continuous medical leave, UND will disable your access until you’re cleared to return. You’ll need to set up an auto-reply message. Communication during leave will happen through your personal email.

• Students: Email is retained for 18 months after your last semester. After that, access ends—so plan to back up important messages and files before the deadline.

• Affiliates: Email access ends once your affiliation ends, unless an extension is requested.

UND may also revoke access immediately in emergencies to protect University systems and data. In cases like policy violations or administrative leave, different departments (e.g., UIT, HR, Community Standards) handle the deprovisioning process.

In Summary

Email at UND is an official tool—not a personal one. Use it responsibly, securely, and according to University and system-wide policies. It’s your responsibility to stay informed, stay compliant, and protect University information at all times.