Role-based email Terms of Service


Updated March 16, 2020

Role-based email Terms of Service

The following agreement describes the terms of service for accessing and making use of the role-based email service (hence known as the Service) at the University of Victoria which is accessed through your Outlook Exchange account. In order to become or continue to be a user of this Service, you must read and accept all of the terms and conditions of this agreement. If you do not agree to be bound by the terms of this agreement, or are found to be in violation of the terms of this agreement, you may not use nor access this Service.

The University of Victoria reserves the right to modify this agreement at any time, without prior notice, by posting amended terms for acceptance on this site. Your continued use of the Service indicates your acceptance of the amended Terms of Service.

This Service is provided to departments, active faculty, staff, and individuals affiliated with the University. Use of this Service is subject to the following terms and conditions, rules, and guidelines.

University Policy

The use of the Service is governed by all applicable University policies, including but not limited to:

University Policy IM7200, Acceptable Use of Electronic Information Resources. This policy pertains to information technology services and to the resources these technologies make available in support of the university community.

University Policy IM7800, Information Security (and Associated Procedures). This policy defines the authorities, responsibilities, and accountabilities for Information Resources and Information Systems security.

Note: This service is not intended for the hosting of highly confidential data. Refer to IM7800 section 8.0 for information classification levels.  

University Policy IM7700, Records Management (and Associated Procedures). The purpose of this policy is to ensure that university Records are created, used, disposed of and preserved in a systematic manner, compliant with relevant legislation.

University Policy GV0235, Protection of Privacy (and Associated Procedures). This policy articulates how the university complies with the privacy components of the Freedom of Information and Protection of Privacy Act (FIPPA).

The University of Victoria reserves the right to suspend public access to, and/or decommission role-based emails at its discretion if the content or use of role-based emails violates the appropriate guidelines outlined in the above policies.

Copyright Obligations

The use of the Service is also governed by the Canadian Copyright Act and guidelines outlined by the University of Victoria Copyright Office. Nearly all text, images, audio, video and other information created by third parties, including material found on the Internet, are subject to copyright protection. When posting copyrighted content, you must comply with the various conditions imposed by the author/creator of the work. The University of Victoria Copyright Office provides resources, guidelines, policies, and workshops through their website. Any questions or concerns are to be directed to the Copyright Officer at


The Service is available only to departments, active faculty, staff, and those affiliated with the University of Victoria who have an active NetLinkID. To be considered an active faculty or staff, you must be currently employed by the University of Victoria. When you are no longer considered an active faculty or staff, access to the role-based email and the contents will cease to be accessible immediately and may be deleted within 30 days if no new owner is appointed. If you would like to preserve the content of your inbox and calendar, we recommend you save your content or appoint a new owner prior to your departure from the University.

Access and Renewal

In order to use the Service, you must subscribe using the procedure outlined. Once subscribed, you must renew your subscription periodically for your inbox and calendar to remain active. You will receive email reminders to both the role-based email and your preferred email near the end of the subscription period informing that your role-based email is about to expire. Should you fail to renew within the time period provided, your role-based email will be archived and deleted after 30 days.

Security Standards and Requirements

The use of the Service requires that your role-based emails conform to principals outlined in IM7800. In particular:

26.00 Users must:

Make a reasonable effort to become familiar and comply with this policy and its associated procedures, standards and guidelines;

The use of the Service is dependent on your inbox and calendar remaining secure and up-to-date. The University of Victoria reserves the right to temporarily suspend your role-based email if your role-based email is found to be malicious, compromised or vulnerable.  Access will be enabled once all malicious and vulnerability issues are resolved.

Backup and Recovery

Backup of the Service are conducted nightly with all file changes being kept for 30 days. Deleted files can be retrieved up to 130 days following deletion.

All requests to restore deleted data should be directed to the Computer Help Desk at


The University of Victoria will endeavour to ensure that the role-based email service is available 24 hours a day; however, access to this service may be suspended temporarily and without notice in circumstances of systems failure, maintenance and repair, or for reasons beyond the control of the University of Victoria. More information about computing issues and outages can be found through the University Systems Informed feed.

References and links to any website external to the University of Victoria must not be taken as an endorsement by the University. Content posted within the Service must not be taken as an endorsement by the University of Victoria.