E-Mail Communication Requirements for Students

California State Polytechnic University, Pomona may send communications to prospective and current students either by mail or by e-mail.

Effective with the fall 2004 quarter, e-mail is the primary way in which Cal Poly Pomona communicates with students on virtually every topic, including registration, general information, fees and deadlines.

Communication by Mail:

1. It is the student's responsibility to provide the university with a current mailing address.
2. University mailings will be sent to the student's mailing address of record. Each student is responsible for keeping his/her mailing and permanent address current. Students may refer to the Registrar's Office website for information on how to change their address.
   

Communication by E-mail:

1. All students receive an e-mail account and address from the university at the point of admission. Student e-mail addresses at Cal Poly Pomona include an identifier for the student and end in @csupomona.edu.
2. E-mail addresses may be obtained through the student's Student Home Page on BroncoDirect.
3. It is the student's responsibility to check his/her university e-mail account daily in order to stay current with university communications.
4. Students may chose to have their university e-mail forwarded to another e-mail account by entering the forwarding e-mail address in the Intranet Services web page (information on changing email forwarding can be found on the e-Help website). Most students prefer to use their Cal Poly Pomona e-mail accounts rather than forwarding important university information to their personal e-mail accounts. However, if the student chooses to forward their Cal Poly Pomona e-mails, the university will not be responsible for the handling of e-mail by outside vendors or departmental servers.
5. Faculty will determine how electronic forms of communication (e.g. e-mail) will be used in their respective classes and will specify their requirements to students. Faculty can make the assumption that students' @csupomona.edu accounts are being accessed, and faculty can use e-mail for their classes accordingly.
6. Given the wide range of computers and e-mail programs used by students, every attempt will be made to send e-mail messages in a format that can be easily read by all students.
7. All e-mail sent to students should include the name, title, e-mail address and telephone number of the person sending the e-mail so that the student may verify the integrity of the e-mail.
8. It is a violation of university policies for any user of university mail or e-mail addresses to impersonate a university official, faculty/staff member or student.
9. All users of e-mail must comply with the Privacy Rights of Students' Educational Records and the Interim Appropriate Use Policy for Information Technology. These policies are available at www.dsa.csupomona.edu/registrar/ferpa.asp and www.csupomona.edu/iit/division/policies respectively.
10. The Vice President for Student Affairs, the Associate Vice President for University Relations (Office of Public Affairs) and the Registrar are responsible for monitoring any group e-mails sent to students. Group e-mails will contain the following:
    

    a) Notice that this is a communication from California State Polytechnic University, Pomona.
    b) The office and e-mail address or a telephone number to verify the integrity of the e-mail.
    

11. Students whose e-mail privileges are restricted for disciplinary reasons will only receive a written copy of e-mails sent to the generic students@csupomona.edu address. The Director of Judicial Affairs will be copied on all e-mails sent to the students@csupomona.edu address.
12. Student e-mail addresses will not be used for commercial use.

Student Responsibility

Students are responsible for maintaining an accurate mailing address with the university through the Registrar's Office and for accessing/forwarding their Cal Poly Pomona e-mail account. The university intends to replace many of the letters sent to students via the U.S. Postal service with e-mail communications. As a result, Cal Poly Pomona recommends that students check their e-mail accounts daily.

The consequences of not checking e-mail are the same as those for not checking your U.S. Postal mailbox. Some of these consequences include missing payment deadlines, missing scholarship opportunities and deadlines, missing registration deadlines, missing immunization requirements, missing out on opportunities for financial aid, and missing requirements and deadlines for graduation.

Students are responsible for the consequences of not reading, in a timely fashion, university-related communications sent to their mailing address or university e-mail account. Students have the responsibility to recognize that certain communications may be time-critical. Excuses such as not checking mail or e-mail on time, errors in forwarding mail or e-mail, mail or e-mail returned due to relocation, undeliverable address, undeliverable because the mailbox is full, etc. are not acceptable reasons for missing university correspondence.

Questions about these requirements may be directed to the Registrar at registrar@csupomona.edu.