E-mail Policies & Procedures



The Youngstown State University e-mail system is considered an official means of communication, and all students and employees are responsible for information sent to them via their Penguin Portal account. It is the policy of this institution that:

  • All students, faculty, and staff have access to e-mail, and
  • The university will send official communications via e-mail and electronic mailing lists

E-mail Accounts

All students registered for classes at YSU are provided an e-mail account through their access to the portal. The University will use this e-mail account to send official communications to the student body. Student e-mail addresses will be recorded in the University’s electronic directories and records.

It is expected that students and employees will check their Penguin Portal e-mail accounts and the portal. Faculty may require students to check their e-mail on a regular basis. Faculty may also require students to subscribe to university- provided electronic mailing lists or other lists related to their coursework.

Privacy Issues

Respect the privacy of other users and their accounts. Attempts to log on to another user's account (whether secured or otherwise), remove or modify files, access protected files, or in any way alter another user's account are prohibited. Reference: Use of University Computing Resources*

Appropriate Use of E-mail

E-mail is not appropriate for transmitting:

  • Sensitive or confidential information
  • Obscene material
  • Chain letters or “mail bombs”
  • Hoaxes, scams, false warnings, or
  • Mass mailings (without proper authorization); a Penguin Portal targeted announcement message is recommended where appropriate

All e-mail users agree to follow the policies and guidelines stated in the following documents:

Use of University Computing Resources*

The Code of Student Rights, Responsibilities, and Conduct, especially the following sections:

  • Article I, Section C, Part 2 - Acting in such a manner as to ensure other students the rights declared in Section B of this article.
  • Article I, Section C, Part 4 - Responsibility for one’s actions with respect to provisions of local, state, and federal law.
  • Article I, Section C, Part 5 - Conducting oneself in a manner which helps to create and maintain a learning atmosphere in which the rights, dignity, and worth of every individual in the University community are respected.
  • Article IV, Section A, Part 4 – Prohibition of physical abuse, verbal abuse, threats, intimidation, harassment, sexual contact or advances without permission, stalking, coercion and/or other conduct which disrupts or tends to disrupt the peace or which endangers or tends to endanger the safety, health, or life of any person (including self).
  • Article III, Section A, Part 1— Jurisdiction of the University
  • Article IV, Section A, Selected Parts—Conduct Regulations
  • Article V, Section F, Part 2—Regulations of Campus Organizations
  • Article V, Section F, Part 16—Use of University Name


Legal Issues

All use of e-mail will be consistent with local, state, and federal law, including laws against private use of state property, divulging confidential educational records, copyright infringement, fraud, slander, libel, harassment, and obscenity. Laws against obscene or harassing telephone calls apply to computers that are accessed by telephone.



Information Technology Services

Contact Tech Desk (ext. 1595) immediately if:

  • You are bothered by uninvited e-mail and have asked the sender to cease yet the e-mail persists;
  • You require specific instructions about or assistance with e-mail accounts.

Changes to this policy will be authorized by approval of the YES Advisory Committee. Questions or comments about this policy should be directed to Computer Services or Tech Desk.