Email, Communications, Cloud Services, Vendors, and Artificial Intelligence

University accounts and approved systems should be used for official University business. Users must exercise care when sending messages, sharing files, creating collaboration links, hosting online meetings, or communicating with external recipients.

Unexpected requests involving money, banking information, gift cards, credentials, records, account changes, or other sensitive actions must be independently verified through a trusted method.
Suspected phishing, impersonation, malicious links or attachments, and unauthorized account activity must be reported promptly. Users may not intentionally bypass email-security or filtering controls.
Automatic forwarding of University email to personal accounts, misleading sender identities, unauthorized bulk messaging, and transmission of sensitive information through unapproved methods are prohibited.
New software, cloud services, integrations, and vendor systems used for University business or information require appropriate University review and approval. Vendor access must be authorized, limited, and removed when no longer needed.
Sensitive University information may not be entered into public or unapproved AI systems. AI-generated material must be reviewed for accuracy, privacy, bias, copyright, and appropriateness. Academic use of AI remains subject to faculty direction and academic-integrity requirements.

When expressing personal views through a University account or service, users must not imply University endorsement or authority unless authorized to speak on the University’s behalf.