Email is governed by the following University policies:

The University policies and compliance requirements listed below apply to all individuals 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
  
• 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 
• University Compliance Requirements

Account Deactivation/Removal

Email accounts and aliases (firstname.lastname@yale.edu) are deleted upon request or when someone does not meet the eligibility requirements. 

Who is deactivated and when?

• Staff and Faculty
  • Accounts are deactivated 45 days after a staff/faculty member's last active day.
• Temporary Employees, Consultants, Associates, and Sponsored Identities 
  • Accounts will be deactivated after their last active day.
• Students
  • Accounts are deactivated 365 days after graduation

Yale Alumni

Graduates of Yale University are eligible for a free YaleMail alumni email account (@aya.yale.edu), administered by the Yale Alumni Association (YAA). If you have questions about this service, please visit the Yale Alumni website for YaleMail.

Online Directory & Aliases

Your email mailbox address is dependent on the service you use (e.g., NetID@connect.yale.edu or first.last@bulldogs.yale.edu), but most email addresses also have a "friendly email address" as well, which is generally in the format of first.last@yale.edu or preferred@yale.edu.

Online Directory

Consistent with the IT Appropriate Use 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.

• 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.

Aliases

A unique "friendly" email alias is assigned to each individual. Aliases are generally in the form of firstname.lastname@yale.edu or preferredname@yale.edu. This unique alias is assigned based on the individual's name as entered in their university system of record.  

• To maintain uniqueness, some aliases may also include the middle initial in cases where there are people with the same name.
• Individuals may NOT use an email alias to obscure their identity or use a single name alias (ex. smith@yale.edu).
• Individuals may request additional email aliases if they are known by two or more names. Individuals may request up to 3 aliases.
  • Example: 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.
  • To request or change an alias, please reference the steps in our help article.
• 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: helpdesk@yale.edu, or physics@yale.edu; provost@yale.edu or cct.director@yale.edu

Email Forwarding

You may NOT forward one Yale email account to another Yale or non-Yale email account if you are in a HIPAA covered entity.

• A complete list of Yale's HIPAA Covered Departments can be referenced.

Mailing Lists

Mailman

Mailman 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.
• You may not add subscribers without their express permission. If a person requests to be removed from the list, 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.

Basic List Etiquette

• 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 listname-admin@mailman.yale.edu, 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.

Yale Message

If you are planning to send broadcast messages to more than 50 members of the Yale community, you should use the Yale Message service. Yale Message is an application for large-scale and targeted messaging used across the university by departments, schools, and programs to send professional emails to students, faculty, and staff.