University Email Policies
Email is governed by University policies:
The University policies listed below apply to all people at Yale who use email or who manage email servers.
- Information Technology Appropriate Use - Policy 1607
- Electronic Communication of Health Related Information - HIPAA Policy 5123
[Email, Voice Mail and other Electronic Messaging Systems]
- Communication of PHI via Electronic Messaging - Policy 5123 PR.1
- Guidance on the Use of Email Containing Protected Health Information - Policy 5123 PR1
- Systems and Network Security Policy 1610 PR.01
[Configure and use email securely]
Email accounts and aliases (email@example.com) are deleted upon request or when a person does not meet the eligibility requirements. Notification of a pending deactivation will be emailed to the account 14 days before the account is deactivated. Information and instructions on what the individual should do to prepare for the deactivation are included in this notification.
Who is deactivated when?
- Accounts for Staff are deactivated 21 days after their last active day
- Accounts for Faculty are deactivated 60 days after their last active day
- Accounts for Students are deactivated twice per year - January 1st or June 1st:
- Students who leave Yale between March 15th and September 14th have their email accounts deactivated on June 1st of the next calendar year (students who graduate in May are removed June 1 of the following year)
- Students who leave Yale between September 15th and March 14th have their email accounts deactivated on January 1st of the next calendar year. Students who become employees by taking summer jobs or other appointments with the University are reclassified by Human Resources. These accounts are terminated 21 days after their job ends, with a notification email sent to their account of record 14 days before that account is deactivated.
- Graduates of Yale University are eligible for a free YaleMail alumni email account (@aya.yale.edu), administered by the Association of Yale Alumni (AYA). If you have questions about this service, please contact firstname.lastname@example.org or visit www.yalealumni.yale.edu.
Your base email address is dependent on the service you use (i.e., NetID@connect.yale.edu or email@example.com), but most email addresses also have a "friendly email address" as well, which is generally firstname.lastname@example.org or email@example.com.
- To be listed in the Yale Online Directory, an individual must have an active role at Yale University and an active NetID.
- Students may request that information about them be left out of the Online Directory and other printed directories by contacting their registrar.
- When an individual leaves the University, their entry and their email aliases will be removed from the Online Directory.
- Consistent with the IT AUP policy of Yale University, the Online Directory is for private, non-commercial use. It is offered to the public to facilitate communication with individuals and departments at Yale to further the academic mission of Yale University. It is a violation of policy to use the information in the Online Directory for any other purpose. Such violations may result in disciplinary and/or legal action.
- A unique "friendly" email alias is assigned for each individual. This unique alias is assigned based on the individual's name as entered in university systems of record. Aliases are generally in the form of firstname.lastname@example.org or email@example.com. However, in order to maintain uniqueness, some aliases may also include the middle initial in cases where there people with the same name. Individuals may not use an email alias to obscure their identity, or use a single name alias (firstname.lastname@example.org).
- Individuals may request additional email aliases if they are known by two or more names. Individuals may request up to 3 aliases. Examples: John Doe may have two email aliases. One for his real name of John.Doe@yale.edu and one for his preferred name of Jack.Doe@yale.edu.
- Email aliases may also be requested for departmental email accounts or departmental positions/roles, and do not count as one of the 3 aliases allowed for individuals.
Examples: email@example.com, or firstname.lastname@example.org; email@example.com or firstname.lastname@example.org
- To get started in requesting, changing, or adding a new alias, visit this page.
You may not forward one Yale email account to another Yale or non-Yale email account if you are in the covered entity (List of Covered Departments).
Mailing lists are intended to serve the Yale community. By using mailing lists, the Pantheon List Management Tool, and Mailman, you agree to adhere to all ITS policies. In addition, the following stipulations apply:
- Lists must be owned by an owner with a valid and active NetID.
- Lists must be annually renewed by November 1. By September 1, you will receive an email with a URL to renew your list. You must follow the URL to renew your list. On November 1, all un-renewed lists will be made inactive. You then receive a grace period until November 1 to contact email@example.com to renew your list. After that date, all un-renewed lists will be permanently deleted.
- You may not add subscribers without their express permission. If a person requests to be removed from the list, then you should do so promptly and send him/her a confirmation email, preferably within 24 hours. Failure to remove subscribers promptly will result in the revocation of mailing list ownership.
There is also some basic list etiquette that applies:
- The first time you send a message to a list, identify yourself as the owner of the list and instruct members to email you at firstname.lastname@example.org or email@example.com, respectively, to be removed. You should respond to removal requests promptly and send the requestor a confirmation email, preferably within 24 hours.
- When replying to only the person who wrote a particular comment, be careful to reply to only that person and not the whole list.
Make certain that your subscriber list is typed correctly. When it is incorrect, anyone who sends a message to your list will receive a bounced email, though the message will reach all of the correct addresses. You should resend the message only to those who did not receive it the first time.
If you are planning to send broadcast messages to more than 50 members of the Yale community, you should use the University messaging service. Messaging is a suite of services offered by Communications & Planning in Finance and Business Operations. It consists of both a self-service interface built into the message application for sending targeted messages or personalized full-customer service. The latter provides hands-on assistance sending targeted messages, identifying target audiences, managing and manipulating lists, posting material online, and establishing dynamic access restrictions to materials. Lists can contain Yale and non-Yale email addresses.
Clients who need to send messages to targeted University audiences and targeted non-University audiences should email their requests to firstname.lastname@example.org. Departments who would like to send their own large-scale, targeted email messages should contact the messaging team for more information.