RIT Signature Standard
Rev. September 23, 2009
RIT has developed a new standard requiring specific signature elements when using Message Center or sending mail from RIT e-mail addresses. Standardized signatures will make authentic Institute communications easily recognizable. Uses of common signature elements by senders will help enable recipients detect counterfeit e-mails and phishing attempts.
Who do the requirements apply to?
The requirements apply to:
- All senders of e-mail related to Institute academic or business purposes sent by RIT faculty or staff using an RIT or non-RIT e-mail account. (The standard also applies to course-related e-mail sent via the RIT MyCourses system.)
- All creators of Message Center communications.
- E-mail messages sent from portable devices such as a Blackberry.
- Personal e-mail and e-mail sent by students. RIT students are encouraged to create an e-mail signature which makes their e-mail easily identifiable as authentic.
What do I have to do?
All e-mail or Message Center communications that support academic or business functions must contain the following:
- The name of the sender. (A department name is not an acceptable substitute for the name of a sender.)
- The name of the RIT-Specific organization or department the sender represents.
- A university telephone number, building address, and e-mail address (where available) that the recipient may use to contact the sending department with questions or to verify the authenticity of the e-mail. Web addresses may be included, but may not be the primary means of contact.
- The official RIT Confidentiality Statement, found at http://finweb.rit.edu/legalaffairs/confidential.html
Note that the Confidentiality Statement is not required for e-mails containing only Internal or Public information (e.g., mass communications such as Message Center, or mass mailings to external audiences such as prospective students, parents, etc.)
Sample E-mail Signature
John Doe
Information Security Office
Rochester Institute of Technology
Ross 10-A201
151 Lomb Memorial Drive
Rochester, New York 14623
585-475-4123
jdoe@rit.edu
CONFIDENTIALITY NOTE: The information transmitted, including attachments, is intended only for the person(s) or entity to which it is addressed and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon this information by persons or entities other than the intended recipient is prohibited. If you received this in error, please contact the sender and destroy any copies of this information.
For more information
Read the standard at
http://security.rit.edu/articles/signaturestd.pdf
