Policy: Employment
Page 1 of 2

Issued: October 9, 2007


Communication to faculty and staff is an important element of an effective work
environment. It is vital that CSM has an efficient and workable means of getting
important and timely information to faculty and staff. Examples of situations that
require timely distribution of information could include school closures due to
inclement weather, emergency situations that might arise, or other general
distribution of information necessary to the effective functioning of the School.

Electronic communication through e-mail and Trailhead portal announcements
provides a rapid, efficient and effective form of communication. Reliance on
electronic communication has become the accepted norm within the Mines
community. Additionally, utilizing electronic communications is consistent with
encouraging more environmentally-conscious means of doing business and
encouraging continued stewardship of scarce resources. Because of the wide-
spread use and acceptance of electronic communication, CSM is adopting a
policy regarding employment-related communications with faculty and staff.


It is the policy of the Colorado School of Mines that official employment-related
general communications with faculty and staff will be sent via CSM’s internal e-
mail system. All faculty and staff will be assigned a CSM e-mail address and are
encouraged to periodically check their CSM assigned e-mail address. It is
expected that e-mail sent to faculty and staff will be read in a timely manner.
Employment-related communications sent via e-mail to faculty and staff will be
considered to have been received and read by the intended recipients.

3.0 Procedures

All faculty and staff will be provided a CSM e-mail address which they
must activate.

Faculty and staff are expected to check their e-mail inbox for CSM
employment-related communications on a frequent and consistent basis. Faculty
and staff have the responsibility to recognize that certain communications may
be time-critical.

The policy does not prevent faculty and staff from using a personal e-mail
address for employment-related communication and purposes. However, if a
faculty or staff member chooses to use a personal e-mail address as his or her

Policy: Employment
Page 2 of 2

Issued: October 9, 2007

address of choice for receiving employment-related communications, in order to
comply with this policy, he or she must forward e-mail from the CSM assigned e-
mail address to the personal e-mail address.

Supervisors of employees or employee groups with limited computer
access and limited e-mail access must print and post hard copy of School
employment-related communications sent via e-mail. Examples of such
communications could include, but not be limited to, notices or communications
about: school events, revised or new academic or administrative procedures,
school closures, emergency communications, and so forth.

3.5 Nothing in these procedures should be construed as prohibiting
employment-related communications being sent via traditional means. Use of
paper-based communication may be necessary under certain circumstances or
may be more appropriate to certain circumstances. Examples of such
communications could include, but not be limited to: employment contracts or
letters, salary notices, individual personnel notices, layoff notices, disciplinary
notices, communications regarding individual benefits, and so forth.