The University of Arizona

Self Service Email Forwards

Forwarding Your Official Email

The university does not recommend the use of outside providers for university-related email correspondence nor does it recommend forwarding email from your official faculty/staff email accounts to outside providers. If a faculty/staff member chooses to forward email from their university-assigned account to an outside provider, they do so at their own risk. UA is not responsible for problems in the handling and security of email forwarded to outside providers. UITS will not set a forward for a departmental email account to an outside provider.

Conditions of Use

There are some key things to note about this service:

  1. Users are required to acknowledge having read the Email Forwarding Guidelines, also provided below, in order to configure a forward. The guidelines are displayed on the login page; the action of logging into the service is considered acknowledgement.
  2. Email confirmation will be sent when a forward is configured; the confirmation email will include a link back to the Self Service Forwards page for the purpose of reviewing the Email Forwarding Guidelines.
  3. As of this announcement we will no longer be accepting requests for bulk forwards or requests by IT on behalf of their users. All users should be directed to the self-service page to configure their own forwards.

How To Create or Stop Email Forwards

To set an email forward or to stop (remove) an email forward visit the Self Service Email Forwards webpage.

Retention of Forwarded Email

For individuals who forward: If you forward your email to an address outside of the University of Arizona, copies are maintained on University servers. This means your University account may reach quota limits. You should periodically log in and delete unneeded email.

For departments that host departmental email servers: UITS does not maintain copies of email that is forwarded to an arizona.edu domain. If your department maintains copies of email forwarded outside your domain, you may need to advise personnel who forward that they will need to periodically delete stored copies.


Email Forwarding Guidelines (required reading on the Self Service Email Forwards webpage)

Forwarding Your Official Email

The university does not recommend the use of outside providers for university-related email correspondence nor does it recommend forwarding email from your official faculty/staff email accounts to outside providers. If a faculty/staff member chooses to forward email from their university-assigned account to an outside provider, they do so at their own risk. UA is not responsible for problems in the handling and security of email forwarded to outside providers. UITS will not set a forward for a departmental email account to an outside provider.

Records Management

Except as noted by an agreement, a law, or a University policy (such as copyright policy), the UA owns all data and records, and all associated copyrights created by UA employees within the course of employment. All information (including email) relating to University business should be maintained in accordance with records management policy and procedures. This applies to email and other electronic records, regardless of where the records are stored, including on personally-owned computers, ‘cloud’ or externally provided services, personal email services and/or other non-UA computers.

Public Records Release

Employee (faculty and staff) email correspondence is covered by the University of Arizona’s public records policy which is designed to be as open as possible while protecting legitimate privacy issues. By State law, most documents prepared by University employees while performing work-related duties (either paid or unpaid) are, with some exceptions, public records (Public Records, Printing & Notices, Subsection 39-101 et. Seq.) including most email messages. It is the intention of the University of Arizona to be responsive, in a timely manner, to all legal and legitimate public requests for information. For more information, see the Public Records section of the Office of General Counsel site or the Arizona State Statute concerning public records law in Arizona. Contact Office of General Counsel site.

External provider ‘End User Agreements’ typically do not have necessary compliance provisions for public records release, therefore forwarding your UA email to a non-sanctioned service provider could put you and the University at substantial risk. If you store University records in a location where the University does not have a legal right or practical ability to access, you must return them to a University controlled location upon request of your supervisor or authorized administrator.