Select a heading, requirement, or navigation link to open its direct link and highlight the corresponding policy content.
Purpose: The purpose of this policy is to define information security controls around email account services for retired faculty and staff.
Scope: This policy applies to the Texas State University System and its component institutions. All users are responsible for understanding and observing these and all other applicable policies, regulations, and laws in connection with their use of the institution’s information resources.
Application: The statements in this document establish the minimum requirements for each component institution. At the discretion of the component institution, more stringent, restrictive, or enhanced requirements may be established.
Management: This policy is managed by the TSUS Information Security Council and will be reviewed at minimum every five years, or more frequently as needed, by the chief information security officer and appropriate component institution information security officers.
Exceptions: Pursuant to TAC 477.71 (c), the component institution’s Information Security Officer, with the approval of their agency head, may issue exceptions to information security requirements or controls in this policy. Any such exceptions shall be justified, documented, and communicated.
1.1.Controls implemented by component institutions must comply with applicable federal or state laws, Executive Orders, directives, regulations, policies, standards, and guidance.
2.1.Texas State University System defines technical policy terms in the information technology glossary.
3.1.Component institutions must:
3.1.1.Develop procedures to facilitate the implementation of the retiree email policy and associated controls;
3.1.2.Review and update retiree email procedures at an institution-defined frequency; and
3.1.3.Designate an institution-defined individual as responsible for managing, developing, documenting, and disseminating institutional retiree email procedures related to the controls in this policy.
4.1.Faculty and staff employees shall not retain access to their employer provided email account, email address(es), nor their contents upon retirement.
4.2.Component institutions may choose to provide alternate retiree email accounts to certain emeritus or VIP retired faculty or staff. These email accounts must meet the following minimum requirements.
4.2.1.The account must be sponsored by a university department.
4.2.2.The account must be newly created without the contents of the retiree’s former employee email account and cannot be a recipient of any employee-related email that would have otherwise been delivered to their employee email account.
4.2.3.The email account must not be tied to the primary institutional domain. A sub-domain or vanity domain for retired individuals may be used (e.g., JohnDoe@retired.lsco.edu, JaneDoe@retirees.shsu.edu, JimSmith@txstretirees.com).
4.3.Components must sunset retiree email accounts that do not meet these requirements by the end of CY 2027.
4.4.Each component shall develop procedures to comply with these requirements and if necessary, additional procedures that enable management and maintenance of retiree email accounts.