Keep Your University Of California Email Forever?

Keeping your student email after graduation is a handy way to maintain access to discounts and other services. However, the question of whether students get to keep their emails depends on the university's specific policies, which may also change over time.

Student email accounts are considered the primary email for official university communication

At California State University Long Beach (CSULB), student email accounts are considered the primary email for official university communication. This means that students are expected to use their university email addresses when corresponding about university-related matters. Students are also given the option to create a forwarding rule to send university emails to a designated third-party personal email account. This is a useful feature for those who prefer to manage their emails through a personal account.

The university email system is recognised as a critical tool for conducting university business. CSULB provides a centrally managed enterprise email system for faculty, staff, and students to use for official communication. The university also provides clear guidelines for the usage and security of email accounts. For instance, email account holders are responsible for safeguarding access to their university-provided email accounts when using any computing device.

University emails are subject to scanning and filtering for security threats such as malware, viruses, and potentially dangerous files. The university also manages email accounts to comply with laws prohibiting activities such as misleading advertising, email spam, and phishing. It is important to note that certain email activities are prohibited by the university, including email masquerading and automatic forwarding of emails from a university address to a non-university address.

In contrast, the University of Southern California (USC) does not provide lifelong email addresses to its alumni and former students. This decision was made to mitigate cybersecurity and data privacy risks and to comply with licensing agreements. Alumni and former students will lose access to their USC email accounts, and are advised to transfer important data to a different account.

Students can create a forwarding rule to send university emails to a third-party personal email account

Students at the University of California are given access to a university email account. However, this access is not permanent and typically ends after graduation. To continue receiving university emails, students can create a forwarding rule to send university emails to a third-party personal email account.

Here's a step-by-step guide on how to forward emails from your university email account to a personal email account:

Step 1: Access Your University Email Settings

Log in to your university email account. Click on the "Settings" or "Options" menu, usually located in the top right corner of the screen. Look for the "Forwarding" or "Mail Forwarding" section.

Step 2: Add a Forwarding Email Address

In the "Forwarding" section, click on the option to "Add a Forwarding Address". You will be prompted to enter the email address to which you want to forward your university emails. Enter your personal email address and click "Next" or "Add".

Step 3: Verify the Forwarding Email Address

A verification email will be sent to your personal email inbox. Open your personal email account and locate the verification email. Click on the verification link or enter the verification code provided in the email to confirm that you own the forwarding email address.

Step 4: Activate Email Forwarding

Go back to your university email settings and refresh the page if necessary. You should now see the option to enable email forwarding to your personal email address. Select this option and save the changes.

Step 5: Choose Forwarding Options (Optional)

Depending on your email provider, you may have additional forwarding options. For example, you can choose to keep a copy of forwarded emails in your university inbox or automatically archive them. You can also set up filters to forward only specific types of emails or emails from certain senders.

By following these steps, you can ensure that you continue receiving important university-related emails even after your university email account access ends. It is important to note that email forwarding settings may vary slightly depending on the specific email providers involved. Always refer to the help documentation provided by your university and email providers for the most accurate and up-to-date instructions.

University email account holders are responsible for safeguarding access to their accounts

• Understanding the Risks: University email accounts often contain sensitive and confidential information. This may include personal information, academic records, and official university communications. Unauthorized access to these accounts could result in the disclosure of private information, which may have legal or financial implications for the user and the university.
• Password Security: Users should never share their email passwords with anyone. They are responsible for safeguarding their passwords and must not disclose them to others. If a user suspects that their password has been compromised, they should change it immediately and notify the university's IT department.
• Confidentiality and Privacy: While the university may have policies in place to protect email privacy, users should not assume that their emails will always remain confidential. Emails can be altered, forwarded, or disclosed in litigation or in response to a subpoena. Therefore, users should exercise caution when sending sensitive information and only share it with authorized individuals.
• Compliance with University Policies: University email account holders must comply with the university's email use policies. These policies outline the permitted uses of university email accounts and prohibit activities such as misrepresentation, spamming, and commercial activities. Users should familiarize themselves with these policies to ensure they are using their email accounts appropriately.
• Data Ownership: It is important to understand that the university typically owns the email accounts and the data transmitted or stored within them. This means that the university may have the right to access, monitor, or retain email data. Users should refer to the university's data ownership and retention policies for more information.
• Security Best Practices: To safeguard their email accounts, users should follow security best practices. This includes using secure connections when accessing email, regularly updating passwords, and avoiding clicking on suspicious links or attachments. University IT departments often provide guidance and resources to help users protect their accounts.
• Reporting Incidents: If a user suspects any unauthorized access or security breaches related to their university email account, they should report it to the university's IT department immediately. Prompt reporting can help mitigate potential risks and ensure that appropriate measures are taken to secure the account.

By following these guidelines and instructions, university email account holders can play a crucial role in safeguarding access to their accounts and protecting their personal and university-related information.

University-provided email is scanned for security threats such as malware and viruses

University-provided email accounts are a common target for cybercriminals, who are often looking to gain access to sensitive data, such as personal and financial information, as well as passwords and account credentials. To protect students and staff from security threats, such as malware and viruses, universities must implement robust email security solutions.

Email security solutions are critical for higher education institutions, as email is a vital communication tool and learning resource. However, it also presents a dense network of attack vectors that cybercriminals can exploit. Universities must adopt a nuanced approach to email security, addressing the unique challenges posed by a large number of users, multiple devices, and connections made outside the centralised network.

One of the primary threats facing universities is phishing attacks, which often involve sending fraudulent messages that appear to be from a trusted or known sender. These attacks aim to trick recipients into revealing personal or financial information or downloading malicious attachments. Universities can protect against phishing attempts by implementing secure email gateways, cloud email security solutions, and security awareness training for staff and students.

Another significant threat is malware, which can be distributed through email messages or attachments. Malware can infect a user's device, allowing cybercriminals to access sensitive information, compromise data, or demand ransom. To prevent malware infections, universities should employ antivirus software, scan all email attachments, and educate users about the risks of opening attachments from unknown sources.

By investing in comprehensive email security solutions and promoting security awareness, universities can effectively safeguard their students and staff from security threats while maintaining the benefits of email communication and collaboration.

University-provided email is managed to comply with laws prohibiting misleading advertising and email spam

University-provided email addresses are often deactivated after a certain period following a student's graduation. For example, the University of Southern California (USC) deactivates alumni accounts one year after graduation. This is done to mitigate cybersecurity and data privacy risks and to comply with licensing agreements.

Email marketing laws are in place to protect user privacy, prevent spam and unsolicited email messages, and ensure that businesses use email marketing legally and ethically. In the US, the CAN-SPAM Act is the primary legislation that regulates email marketing. It establishes requirements for commercial messages, gives recipients the right to opt out of receiving emails, and sets out penalties for violations. Each separate email in violation of the CAN-SPAM Act is subject to penalties of up to $51,744.

To comply with the CAN-SPAM Act, email marketers must:

• Not use false or misleading header information: The "From," "To," "Reply-To," and routing information, including the originating domain name and email address, must be accurate and identify the person or business that initiated the message.
• Not use deceptive subject lines: The subject line must accurately reflect the content of the message.
• Identify the message as an advertisement: Marketers must clearly and conspicuously disclose that their message is an advertisement, although the law provides leeway in how to do this.
• Include a physical address: The message must include a valid physical postal address, such as a street address, a post office box registered with the US Postal Service, or a private mailbox registered with a commercial mail-receiving agency.
• Provide an opt-out option: The message must include a clear and conspicuous explanation of how the recipient can opt out of receiving future marketing emails, and this request must be honored within 10 business days.
• Monitor third-party activities: Even if another company is hired to handle email marketing, the sending company cannot contract away its legal responsibility to comply with the law. Both the company whose product is promoted and the company that sends the message may be held legally responsible.

By complying with these regulations, university email providers can ensure they are following the law and protecting the privacy and security of their users.

Frequently asked questions