Legal

 

May UT provide email to Alumni (and also outsource or offload same)?
Yes, if certain conditions can be met

  1. There must be an official, external alumni association (e.g., a 501c3 corporation) with whom UT* has a contract to provide this service
  2. This is a privilege and not a right for an alumnus to have an email account/address/box
  3. There must be appropriate use policy covering this usage (e.g., cannot be used for political activities, commercial gain, to do unlawful activities etc) including that the privilege may be revoked. One possible approach is to make sure that the current AUP includes this usage since the limitations are similar if not the same as for current students
  4. Alumni would be alerted to their responsibilities when the take on this email service
  5. If outsourced, a tri-party arrangement is needed if UT namespace is utilized for alumni (e.g., they keep their old email address or even one that has uta.edu, utep.edu etc as part of the name). The tri-party would be UT*, alumni association, and the outsourcer.

May UT  provide email services to retirees (and offload or outsource same)?
Yes, if certain conditions can be met

  1. This is for real retirees of UT and not ex-employees.
  2. This is a privilege and not a right for retirees to have email address/box/account
  3. There must be appropriate use policy covering this usage (e.g., cannot be used for political activities, commercial gain, to do unlawful activities etc) including that the privilege may be revoked. One possible approach is to make sure that the current AUP includes this usage since the limitations are similar if not the same as for current employees.
  4. Retirees would be alerted to their responsibilities when they take on this email service
  5. UT may outsource or offload this service

For information on Obligations under FACTA, 16 CFR Section 681.1-681.3

 
 

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