Policy of Official Correspondence with Students
The University and its divisions may use the postal mail system and/or electronic message services (e.g. electronic mail and other computer-based on-line correspondence systems) as mechanisms for delivering official correspondence to students.
Official correspondence may include, but is not limited to, matters related to students’ participation in their academic programs; important information concerning University and Program scheduling; fees information; and other matters concerning the administration and governance of the University.
Postal Addresses and Electronic Mail Accounts
Students are responsible for maintaining and advising the University, on the University’s student information system (ACORN), of a current and valid postal address as well as the address for a University-issued electronic mail account that meets a standard of service set by the Vice-President and Provost.
Students are issued a UTORid and Secret Activation Key (SAK) when they obtain their University of Toronto student card (TCard) at the TCard Office. The UTORid is used for a number of University services including access to the wireless networks and University-issued electronic mail account (UTmail). UTmail is the institutional email service of the University of Toronto; Rotman issues a faculty-specific email address to Rotman students in addition to the standard UTmail address. The UTmail is the only address used by the entire University (outside of Rotman) for all electronic communication. Rotman students are strongly encouraged to activate and forward the UTmail to their Rotman-issued account.
Failure to do so may result in a student missing important information and will not be considered an acceptable rationale for failing to receive and/or act upon official correspondence from the University.
University Rights and Responsibilities Regarding Official Correspondence
The University provides centrally-supported technical services and the infrastructure to make electronic mail and/or on-line communications systems available to students. University correspondence delivered by electronic mail is subject to the same public information, privacy and records retention requirements and policies as are other University correspondence and student records. The University’s expectations concerning use of information and communication technology are articulated in the guidelines on Appropriate Use of Information and Communication Technology.
Students’ Rights and Responsibilities Regarding Retrieval of Official Correspondence
Students are expected to monitor and retrieve their mail, including electronic messaging account(s) issued to them by the University, on a frequent and consistent basis. Students have the responsibility to recognize that certain communications may be time-critical. Students have the right to forward their University-issued electronic mail account to another electronic mail service provider address but remain responsible for ensuring that all University electronic message communication sent to the official University-issued account is received and read.
Changes in Regulations and Policies
The University has several policies that are approved by the Governing Council and which apply to all students. Each student must become familiar with the policies as the University will assume that he or she has done so. Detailed information on University policies is available on the School of Graduate Studies (SGS) website.
In applying to the Rotman School of Management, the student assumes certain responsibilities to the University and the Rotman School of Management and, if admitted and registered, shall be subject to the rules, regulations, and policies cited on this website and the School of Graduate Studies Calendar.
Privacy Act, Personal Information Protection and Electronic Documents Act, and Access to Information Act
The University of Toronto respects students’ privacy. Information of a personal nature collected from students to complete forms is collected pursuant to section 2(14) of the University of Toronto Act, 1971 (PDF). It is collected for the purpose of administering admission; registration; academic programs; university-related student activities; activities of student societies; financial assistance and awards; graduation and university advancement; and for the purpose of statistical reporting to government agencies. At all times it will be protected in accordance with the Privacy Act, Personal Information Protection and Electronic Documents Act, and Access to Information Act.
Visit the University of Toronto’s Freedom of Information and Protection of Privacy Office for more information.