Forwarding staff email to a non-UQ address

The Email and Bulk Messaging Procedure states that staff email accounts should not be forwarded to non-UQ addresses (e.g. Gmail, Yahoo).

This is because UQ cannot provide content backup and information security, and cannot protect intellectual property rights that may arise via email correspondence. 

In certain circumstances, staff can forward their work email to a non-UQ address, however these exceptions must be approved by the relevant Head of Organisational Unit.

These circumstances might include:

• being seconded to another organisation, or
• entering into a joint appointment agreement and working from a non-UQ site.

To request email forwarding to a non-UQ address, complete the Staff email forwarding request form, and once approved submit an IT request with the form attached. Heads of Organisational Units should use the guidance below to authorise or reject requests for staff email forwarding. 

Guidance for assessing staff email forwarding requests

Before approving requests for staff email forwarding, the relevant Head of Organisational Unit should review the guidance below.

UQ’s obligations and expectations regarding the management of personal information are set out in its Privacy Policy and Procedures. UQ may also have obligations and expectations in relation to information that is confidential or commercially valuable. You may wish to contact Legal Services for advice if you have any concerns. 

Disclosure of personal information

• Staff email forwarding may, in some circumstances, constitute a disclosure of personal information by UQ.
• Personal information may only be disclosed in accordance with the Privacy Management Policy and Procedures.
• Email forwarding does not constitute a disclosure of personal information in circumstances where UQ retains control over the information (e.g. through an agreement or contract). Therefore, consider the privacy provisions of relevant data-sharing agreements and/or joint appointment agreements (where applicable) when assessing a request for staff email forwarding.

Transfer of personal information outside Australia

• You must consider the location of the receiving entity’s mail servers when assessing a request for staff email forwarding. You can submit an IT request to check this information if you are concerned. 
• Personal information may only be transferred outside of Australia in accordance with the Privacy Management Procedure and section 33 of the Information Privacy Act 2009 (IP Act).

Guidance for Honorary and Academic Title Holders

Honorary and Academic Title Holders can request email forwarding to ensure you do not miss important communications regarding your appointment. These requests do not require approval from the Head of Organisational Unit. However, there are risks associated with email forwarding which vary depending on where the UQ email account is being forwarded to, and the content of the emails.

To protect UQ’s information and ensure compliance with UQ’s privacy obligations, you must:

• Comply with UQ’s Staff Code of Conduct, Privacy Management Policy and all other relevant UQ policies, procedures and guidelines.
• Not use email forwarding on your UQ account if you are likely to send or receive emails containing personal information (e.g. student information such as class lists, names, contact details, exam information, grades, comments and placement/practicum information), intellectual property (such as research data), or other confidential or commercially valuable information.  
• Only use third-party tools and platforms (e.g. Gmail and other Google services) for research collaboration as allowed under ethical clearances and/or relevant policies, procedures and guidelines. 

Email forwarding will be disabled due to a change in appointment or when your appointment ends. Failure to comply with the above may result in the removal of email forwarding services.

If you have any questions regarding these requirements or email forwarding please submit an IT request.