Guidance for Students: Sensitivity Labels on email received from the University of Waterloo
You might notice that some emails from the university include a label like “Confidential” or “Restricted.” These labels help staff handle your information properly based on the University of Waterloo’s Policy 46 – Information Management.
What Do the Labels Mean?
Label | What It Means | What You Should Do |
|---|---|---|
Public | Information approved for anyone to see (e.g., public announcements) | OK to share or forward |
Confidential | Internal university information (e.g., academic updates, meeting details) | Don’t share outside the university |
Restricted | Includes personal details like student numbers, WatIAM IDs, or academic records | Keep private — do not forward or share |
Highly Restricted | Extremely sensitive info (e.g., SINs, health data — not usually sent by email) | Rare — contact us if you see this and have questions |
For more information, please see IST’s Guidance on Information Confidentiality Classification (Policy 46)
What Should I Do?
Email between you and the University of Waterloo is meant for you only. You can continue to read and respond to your emails as usual. If an email is labeled “Confidential” or “Restricted,” it’s best not to forward to others or post it publicly.
Frequently Asked Questions
Q: Should I be concerned if I get a “Restricted” email?
A: Not at all. It just means the message contains personal information.
Q: What happens if I forward a labeled email by mistake?
A: We understand accidents happen. We encourage you to treat labeled messages, especially those marked “Restricted”, with care. These emails often include personal information and are meant to stay within the university. If you’re ever unsure, please ask the sender, before sharing.
Q: What if an email is mislabeled?
A: That’s OK. The label doesn’t affect how your email is delivered
Q: Why use these labels at all?
A: They help us manage personal and university information with care and consistency behind the scenes.
Have Questions?
We’re here to help. Contact your IST Account Reps - Information Systems and Technology - Jira Service Management if anything is unclear.
Thanks for helping keep university information safe.
Need help?
Contact the IST Service Desk online or 519-888-4567 ext. 44357.
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