POLICY TITLE: Student Email Accounts
POLICY NUMBER: 8.5
POLICY SECTION: INFORMATION TECHNOLOGY
EFFECTIVE: June 2010
REVISED: June 2010
The Community College of Rhode Island (CCRI) has invested in its technology infrastructure
to enhance teaching and learning and to enable efficient business practices. All CCRI
students have access to e-mail as an official communications channel and the MyCCRI
portal for current news, events and personalized messages. CCRI is committed to the
use of collegewide electronic communication to enhance interpersonal communications,
improve information exchange and to reduce the use of paper and printed materials.
Students are assigned an e-mail account and provided with their MyCCRI (portal) username upon acceptance to a college-level credit certificate or associate degree program of study at CCRI. Access to e-mail is provided through the MyCCRI portal. The official CCRI e-mail address is presently firstname.lastname@example.org. In September, 2010, all such students will have CCRI e-mail accounts using Microsoft Live@edu, the details of which (including addresses) are being determined. Live@edu e-mail accounts may remain active after a student ceases to attend CCRI, subject to the requirements imposed by Microsoft.
Students may use their account for personal e-mail in accordance with the CCRI Responsible Use of Information Technology policy.
E-mail is an official communications channel of CCRI and is the principal medium through which it communicates with students. Official correspondence from faculty and staff is communicated through the CCRI e-mail system. Important communications may be sent to students as needed, including reminders of important dates associated with academic and financial responsibilities and co-curricular events. Students are responsible for the information received and are required to check their official student e-mail regularly and to read college-related communications.
Failure to activate and monitor one’s e-mail account does not exempt one from responsibility to act upon college-related matters. All new students are expected to activate their CCRI e-mail accounts and to begin monitoring their e-mail upon acceptance.
Users are expected to have read the Responsible Use of Information Technology prior
to use of the e-mail system. Use of the e-mail system constitutes full acceptance
of the terms and conditions of the policy and consent to monitoring. The consequences
for not complying with the conditions of the policy could result in disciplinary action
including revocation of system privileges. The electronic mail system is college property.
Additionally, all messages composed, sent or received on the electronic mail system
are and remain the property of CCRI.
The CCRI electronic mail system is not to be used to create, send or forward messages that are threatening, harassing, obscene, or offensive on any basis, including race, color, creed, national or ethnic origin, citizenship, marital status, gender, religion, disability, age, sexual orientation, or status as a veteran. All use of e-mail will be consistent with other CCRI policies and local, state and federal law, including the CCRI Policy on the Responsible Use of Information Technology.
The e-mail quota is the amount of e-mail (including attachments) that a user can store on the central e-mail server. CCRI has a mail storage quota of 25MB for each student account. The mailbox storage limits have been set to warn students when their mailbox has reached 90 percent or more of that 25MB in size. Once the 25MB limit has been reached, students will still be able to receive mail, but will no longer be able to send mail until the mailbox has been cleaned out and brought back below 25MB.
The maximum size of any e-mail attachment is 24MB. CCRI has implemented a spam filter, which scans incoming messages and attempts to block spam. If spam is encountered, the recipient will be alerted via e-mail and can decide whether to accept or deny the message. The mail servers remove any attachments that may contain a virus, and a notice that the attachment was removed will be sent to the intended recipients.
CCRI e-mail addresses may be forwarded to another e-mail account as desired. Students who redirect (auto forward) messages sent to their official CCRI student e-mail address to another address (such as AOL, Yahoo, Hotmail, etc.) do so at their own risk. E-mail lost as a result of redirection does not absolve the student from responsibilities associated with communication sent to his/her official CCRI e-mail address.
CCRI is not responsible for the handling of e-mail by outside vendors. If a student opts to forward his or her account to another e-mail address, he or she assumes responsibility for the reliability of this address and will be held responsible for the information sent over CCRI e-mail, even if there is a problem with the alternate e-mail service.
E-mail at CCRI provides a secure sign-on and secure transfer of e-mail within the system. However, students should be aware that CCRI cannot be responsible for the security of information forwarded to other accounts.
Users should exercise extreme caution in using e-mail to communicate confidential or sensitive matters and should not assume that e-mail is private and confidential. CCRI seeks to preserve privacy and confidentiality in all of the IT Services; however, confidentiality of electronic mail cannot be assured.
Confidentiality may be compromised by unintended redistribution or because of inadequacy of technologies to protect against unauthorized access. Any confidentiality may be subordinate to the application of law or policy; therefore, users should assume that the contents of electronic mail may be accessible to persons other than the recipient.
Confidentiality of student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail, including use for sensitive or confidential information, will be consistent with FERPA.
For security and privacy reasons, students should construct an e-mail password that is difficult for someone to reproduce. IT at CCRI recommends using at least six characters including both uppercase and lowercase letters, a number and a special character (for example, $, _ or @).
Users of the CCRI e-mail system must abide by the college’s Responsible Use of Information Technology
policy and the Electronic Communications Policy. Note that these policies include the following requirements and expectations:
All users are required to comply with all applicable CCRI policies, procedures, standards and guidelines as well as municipal, state, and federal laws, rules and regulations.
E-mail and portal accounts and passwords are assigned to one individual and should be used by ONLY that person.
College e-mail accounts are not private. While CCRI does not generally monitor or access e-mail, it reserves the right to monitor, access, review and disclose such information where appropriate.
&CCRI will not be held liable for the loss of any data or undelivered e-mail. CCRI’s normal backup and recovery mechanisms will be used on e-mail accounts. This may prohibit the restoration of a single mailbox, folder or message.
In emergencies or other special circumstances when advance approval of the President is impractical, policy exceptions may be made by responsible officials but shall be reported, in writing, to the President within three working days. Responsible officials also may issue interim policies, subject to the approval of the President, to meet emergency deadlines or in other special circumstances.
Responsibilities for implementing this policy are listed below:
In the event of violation of standards and policies of the college, the chief information officer may temporarily disable e-mail and portal accounts upon investigation and evaluation of incidents in accordance with the IT advisory structure guidelines.
Rhode Island Board of Governors for Higher Education Policy Manual