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University of New England

COMMUNICATION POLICY

Document data

Document Type Policy and Procedures

Administering entity Information Technology Directorate on behalf of

Pro Vice Chancellor Academic

Date approved 22 nd

November 2005

Approved by Information and Communication Technology

Committee

Indicative time for

review

Annually

Responsibility for review Director, Information Technology

Related policies or other

documents

TRIM Reference No.

D09/34612

1. Rationale and Scope 1.1 Scope

This policy applies to staff, student and affiliates of the University of New England.

1.2 Official Communication Mechanisms UNE uses both printed mail and electronic communication channels as official communication

mechanisms to communicate official notes to staff and students. Depending on the nature of the

notice and at the discretion of the originator of the notice, one or both mechanisms may be

used; whenever possible, preference will be given to electronic communication.

2. Principles 2.1 The Policy will be made publicly available and communicated to the University community. 2.2 This policy is to be read in conjunction with the related policies and documents list above, any

other relevant University policy documents and relevant State and Federal legislation.

2.3 Change to this policy must be made in accordance with University of New England (UNE) planning guidelines.

2.4 This policy will be reviewed every twelve months.

3. Policy The University of New England is moving away from paper based communication and is

increasingly using electronic communication channels to conduct its business with staff

members and students. This policy outlines the official communications mechanisms used by

the University of New England to communicate official notices and other communication and

covers printed communications (mail outs) as well as electronic communication through email,

a web portal or UNE’s website

4. Procedures 4.1 Electronic Communication 4.1.1 UNE will use electronic communication channels (such as email, a UNE portal or websites)

as official communication mechanisms and will use them to communicate with staff

members and students about administrative matters.

4.1.2 All current staff members and enrolled students are provided with an email account, which must be activated as soon as possible after the beginning of employment (staff) or

enrolment (students).

4.1.3 Students and staff members must check their email account at a minimum weekly to be informed of information that UNE is communicating to them.

4.1.4 Students may choose to forward their UNE email to another internet service provider. It is the student’s responsibility to keep their email forwarding details up to date.

4.1.5 When the University initiates contact with students and staff members by email, the University will use the UNE email address.

4.1.6 When a student initiates contact with the University, the University prefers use of the UNE email address. If, however, students contact the University from an email address other than

their UNE address, wherever practically possible UNE will use the non-UNE address for its

reply.

4.2 Printed Mail 4.2.1 When communicating with staff members by paper mail, the University will use either the

internal department address or the current mailing address provided by the staff member.

4.2.2 When communicating with students by printed mail, the University will use the currently

mailing address provided by the student.

4.2.3 It is the responsibility of staff members and students to keep their mailing address details

up to date and inform UNE of any changes.

5. Exemptions 5.1 Under special circumstances alternative contact mechanisms may be arranged where student or

staff members are unable to receive either electronic or printed communications.

5.2 Students wishing to arrange alternative contact mechanisms must notify Student Administration. Staff members wishing to arrange alternative contact mechanisms must notify

Human Resources. Both staff and students must follow the process outlined in the

Communication Guidelines (above).

6. Definitons:

UNE – University of New England Official Communication – Any communication between the University and its staff or students on matters relating to the relationship between the University and its staff members or

students. Examples include but are not limited to correspondence regarding admissions,

enrolment, examinations, fees, financial matters, results or timetabling for students or policy

matters or employment conditions for staff.