Computer Email Policy

Purpose of the Policy

There is an expanding reliance on electronic communication among students, faculty, staff and administration at Mount Aloysius College. This is motivated by the convenience, speed, cost-effectiveness, and environmental advantages of using email rather than printed communication. Because of this increasing reliance and acceptance of electronic communication, email is considered one of the College’s official means of communication within the Mount Aloysius community.

Implementation of this policy ensures that faculty, staff, and students have access to this critical form of communication. For the majority of faculty, staff, and students, this will not represent any change from what is currently done. However, it will ensure that all faculty, staff, and students can access, and be accessed by email as the need arises.

Scope

This College email policy provides guidelines regarding the following aspects of email as one of the College’s official means of communication:

College use of email;

Assignment of email addresses;

Use and responsibilities associated with assigned email addresses; and

Email communication expectation.

Policy

1. College use of email

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All use of email, including use for sensitive or confidential information, will be consistent with the Systems Security and Operational Procedures policy located on the intranet.

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All use of email will be consistent with local, state, and federal law, including the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, will be consistent with FERPA.

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Communications sent to a faculty, staff, or student’s official Mount Aloysius College email address may include notification of college related actions.

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Email shall not be the sole method for notification of any legal action.

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The College campus-wide email system is designed for use by sanctioned clubs and organizations for mass communication only with prior approval of the Director of Student Activities. Students who use the system for personal conversations or in any manner that does not follow the guidelines above will be subject to disciplinary action.

Email is an official means for communication within Mount Aloysius College. Therefore, the College has the right to send communications to students via email and the right to expect that those communications will be received and read in a timely fashion. The College’s email system can be accessed on-campus and off-campus if you have an Internet Service Provider.

2. Assignment of email addresses

The Information Technology Services Department will assign all students an official College email address. It is to this official address that the College will send email communications. This official address will be the email address listed in College directories.

3. Redirecting email

The College recommends that students use the College’s email system how ever, a faculty, staff or student may have email electronically redirected to an other email address. If a faculty, staff or student wishes to have an email redirected from his or her official address to another email address (e.g., @aol.com, @hotmail.com) they may do so at his or her own risk. The College will not be responsible for the handling of email by outside vendors. Having an email redirected does not absolve a faculty, staff, or student from the responsibilities associated with communication sent to his or her official email address.

4. Email communications expectations

5. Educational uses of email

Faculty may determine how email will be used in their classes. It is highly recommended that if faculty have email requirements and expectations they specify these requirements in their course syllabus. Faculty may expect that students’ official email addresses are being accessed and faculty may use email for their course accordingly

6. Appropriate use of email

In general, email is not appropriate for transmitting sensitive or confidential information unless an appropriate level of security matches its use for such purposes. In addition, it is suggested that important documents be sent with a return receipt. The following criteria relate to email use:
Students are expected to check their official email address on a frequent and consistent basis in order to stay current with College communications. The College recommends checking email twice a week at a minimum, in recognition that certain communications may be time critical. "I didn’t check my email," error in forwarding mail, or email returned to the College with "Mailbox Full" or "User Unknown" are not acceptable excuses for missing official College communications via email.

All use of email, including use for sensitive or confidential information, will be consistent with the Systems Security and Operational Procedures policy located on the intranet.

All use of email will be consistent with local, state, and federal law, including the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, will be consistent with FERPA.

Communications sent to a faculty, staff, or student’s official Mount Aloysius College email address may include notification of college related actions.

Email shall not be the sole method for notification of any legal action.

The College campus-wide email system is designed for use by sanctioned clubs and organizations for mass communication only with prior approval of the Director of Student Activities. Students who use the system for personal conversations or in any manner that does not follow the guidelines above will be subject to disciplinary action.