Purpose
This policy outlines the acceptable use of Kean University’s email services to protect the integrity, security, and confidentiality of institutional communications. It ensures that all users understand the approved and secure methods for accessing and handling University email.
Scope
This policy applies to all Kean University employees, students, contractors, and affiliates who are provided with a University email address (e.g., @kean.edu).
Policy Guidelines
1. Authorized Access Methods
- Kean University email is hosted in Microsoft 365 and must only be accessed through the following approved platforms:
- Microsoft Outlook desktop client
- Microsoft Outlook web application (Outlook on the web)
- Microsoft Outlook mobile app (iOS or Android)
- The use of third-party email clients (e.g., Apple Mail, Samsung Email, Gmail, Thunderbird) to access University email is not permitted.
2. Prohibited Email Forwarding
- Automatic or manual forwarding of Kean University email to non-Kean accounts (e.g., Gmail, Yahoo, personal Outlook) is strictly prohibited.
- This restriction protects University data and supports compliance with privacy, security, and regulatory standards.
- Violations may result in the revocation of email access privileges and/or disciplinary action.
3. Appropriate Use
- University email must be used solely for official academic and business purposes.
- Users may not use their Kean email accounts to:
- Send unauthorized commercial messages (spam)
- Share confidential or sensitive information without proper authorization
- Transmit content that is offensive, harassing, or discriminatory
- Users are expected to regularly check their Kean email and maintain their inbox to ensure reliable service.
4. Security & Confidentiality
- Users must never share their passwords or MFA codes, including with IT staff.
- If you receive suspicious messages or phishing attempts, report them using the Report button in Outlook.
- Kean University reserves the right to monitor and audit email activity in accordance with applicable laws and institutional policies.
Compliance & Enforcement
- Use of Kean University email constitutes acceptance of this policy.
- Failure to comply may result in suspension of account access and/or other disciplinary measures, as outlined in University procedures.
Review Cycle
This policy will be reviewed annually—or earlier if necessary—by the Office of Information Technology to reflect updates in technology, security best practices, and institutional needs.