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Technologies such as printers, routers, cloud vendors, and HVAC systems sometimes need to send email, but they generally cannot use Rutgers Connect or ScarletMail. In order to support these products, the Office of Information Technology (OIT) offers a portfolio of mail relay services. 

Access to these services comes via application. 

Commonly Accepted Usages 

Commonly Excluded Usages 

  • Networked printers (e.g. toner/paper notification email)
  • Switches/routers (e.g. operational email) 
  • Automated HVAC systems 
  • Emergency generators (e.g. fuel status email) 
  • Software performing “basic authentication” (i.e. authentication is not performed via OAuth or a similar modern protocol). This software is incompatible with Rutgers cloud email providers. 
  • Products that are unable to use a password when sending email. 
  • Individual email accounts/aliases 
  • Usage from individual computers that can be performed using Outlook, webmail, etc. 
  • Products not able to perform email encryption (e.g. SSL or TLS) 
  • Service to shared infrastructure; for example, to an outside vendor that cannot ensure exclusive Rutgers resources. 
  • Usage by non-Rutgers affiliates 

 

Software/applications running on dedicated servers, virtual appliances, and vendor-provided IT services will be considered on a case-by-case basis with consideration to the applicable policies and guidelines. The platform should be formally procured by Rutgers and use appropriate measures that ensure Rutgers IT resources are only provided for Rutgers related usage. To confirm compatibility, you are encouraged to engage OIT promptly whenever email integrations are required. 

AVAILABLE SERVICES 

OIT currently offers four classes of mail relay service. The request process will guide you to a suggested offering. If you have an explicit service requirement, please note that during the request process. 

  1. SMTP AUTH mail sending service: A special NetID and password, allocated to your service and not any one person, is created for your request.Please note that this service requires the security of TLS or SSL encryption. Email may be sent as any authorized Rutgers-affiliated email address. 
  2. IMAP or POP3 mail receiving service: A special NetID and password, allocated to your service and not any one person, is created for your request. A mailbox is created for that special NetID, which will receive email for retrieval (via IMAP or POP3) under the security of TLS encryption. Your Rutgers Connect domain administrator may create an alias, in Rutgers Connect, that will “hide” the special NetID for marketing purposes. (If the special NetID will only be used by automated processes, a marketing alias is not required.)
  3. SMTP AUTH with IMAP or SMTP AUTH with POP3: If there is a requirement to both send and receive email, this offering is a combination of offerings #1 and #2.
  4. IP-based mail sending service: The IP address of your University-affiliated device will be permitted to send email, using SMTP, as any authorized Rutgers-affiliated email address. This is the only offering available for devices that cannot ensure the security of a Rutgers NetID and password — for example, devices that cannot support encryption. This offering is generally restricted to RUNet-connected devices.

REQUEST PROCESS 

Mail relay privileges can be requested by the appropriate Administrative or Technical Contact for the device logging into the request webtool linked at the bottom of this page.

Upon submitting a completed online application, the request will be assessed, and its status communicated via email. All accepted and rejected submissions will be acknowledged via email to the submitter. Rejected submissions may also include details on reasons for the rejection and corrective actions which must be taken prior to resubmission. 

EXCLUSION AND AUDITS 

Exemption from NetID authentication does not constitute exemption from the relevant University policies, guidelines, and technical standards. If a device is found in violation, mail relay permission may be denied and/or revoked. Generally, we will first attempt to remedy this situation with the contacts listed on the application. 

OIT reserves the right to conduct audits of devices with mail relay permission. Timely responses to OIT audits are mandatory for continued permission to utilize Rutgers services. 

If a device is excluded, OIT must receive verification that the conditions that led to the device’s exclusion have been corrected and verified prior to reinstatement. 

For more information on the standards of data protection required of authorized devices, please visit https://rusecure.rutgers.edu/content/minimum-security-standards-data-protection.