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Email Policy

Approved by the Board of Trustees of the Rockland Community College on March 23, 2017.

Email Policy

 

In recognition of the increased use of email as a means of communication, Rockland Community College (“RCC”) has established email as the official means for sending information to students and employees. In support of this objective, the College provides an email account to all students and employees of Rockland Community College. The College uses email to communicate with students and employees and expects that those communications will be received and read in a timely fashion.

Electronic messages for Rockland Community College are now being handled by Google under their Google Apps for Education/G Suite product. This was facilitated in order to provide a consistent, reliable means of communications from RCC. It also allows a user to use other products under the Google Apps umbrella such as Documents and Calendar for free. Since we are using their product, we are also governed by Google's Terms of Service. You can read through Google’s Terms of Service by clicking here.

Most importantly, these Guidelines provide notice to the employee, student or other User that:

  1. the employee, student or other User is authorized to use RCC’s email in the performance of their assigned work responsibilities and duties for College related business purposes;
  2. incidental personal use of College email is permitted provided that such use is in a limited amount and duration and does not interfere with the employee's assigned work responsibilities and duties;
  3. all data files and e-mail communications created and/or maintained on RCC’s email are neither private nor confidential. Students, employees and other Users have no right or expectation of privacy in any data files, e-mail communications;
  4. RCC, through its Director of Information Technology Services (“ITS”) as authorized by the President of RCC, has the unrestricted right to access, monitor, retrieve and/or duplicate all data files written or stored on the RCC’s email at any time and for any reason, including all e-mail communications sent or received and any websites visited by a student, employee or other User;
  5. all data files and e-mail communications created and/or maintained on RCC email are a College record and shall be the property of the College. In addition, as a RCC record, any data files or e-mail communications are subject to disclosure to law enforcement or government officials or to other third parties through requests under the New York State Freedom of Information Law or other legal process;
  6. all employees, students and other Users of RCC email shall be responsible for complying with this policy. An employee, student or other User who violates this policy may be subject to: (1) Loss of use or a limitation on use of RCC email; (2) financial liability for the cost of such use and/or abuse; and/or (3) formal disciplinary actions in accordance with any applicable collective bargaining agreement which may result in suspension, demotion or termination as may be appropriate.

Assignment of Email Address

Email accounts are created once a student applies for acceptance at the College.  The email account is based on the official name of the student as reflected in the College’s student database.

Email accounts for employees are created by the system the day after Human Resources inputs their information in the College’s employee database.

All student and employees are assigned an official RCC email address (username@sunyrockland.edu), which is the official address to which the College sends email communications, as well as the address that is listed in the email directory and other appropriate College publications. The email address is composed of the person first name initial followed by the first seven characters of the person’s surname (i.e. John Smithers – jsmither@sunyrockland.edu). In an event of duplicate names, numbers are utilized (i.e. John Smithers – jsmithe2@sunyrockland.edu).

Requests for mail aliases based on name preference, middle name, nicknames, etc., cannot be accommodated.

Expectations About Use of Email

All employees and students are expected to check their College email on a frequent and consistent basis to ensure that they are staying current with all College-related communications.

Employees and students have the responsibility to recognize that certain communications may be time sensitive.

Supervisors must provide computer access to employees whose positions do not provide them with regular access to a computer, as well as a reasonable amount of time to check their email for college business.

Redirection of Electronic Message

Users may choose to have their College email redirected to another email address at their own risk. The College will not be responsible for handling of email by outside vendors. Having email redirected does not absolve a user from the responsibilities associated with official communications sent to their College email address.

Appropriate Use

Rockland Community College email is a College resource intended to be used for College-related business: instruction, instructional support, advising, research, service, administration, and college-related correspondence in support of the College’s mission.

Access to email is an essential tool that imposes on users certain accompanying responsibilities. The same standards of conduct that are expected of students and employees regarding the use of other College facilities, services, and resources apply to the use of email.

Personal Use

College email service may be used for incidental personal purposes provided that such use does not:

  • Directly or indirectly interfere with the College operation of computing facilities or email service.
  • Interfere with the email user’s employment or other obligations to the College.
  • Violate this Policy, the College’s Acceptable Use policy or any other applicable policy or law, including but not limited to use for personal gain, conflict of interest, harassment, defamation, copyright violation or illegal activities

 

There is no expectation of privacy with regard to email messages of a personal nature sent or received from College email accounts or from College computers.

Inappropriate use of email

The exchange of any email content outline below is prohibited:

  • Illegal/unlawful activities are strictly prohibited. Illegal use includes, but is not limited to: obscenity; child pornography; threats, harassment; theft; attempting unauthorized access to data or attempting to breach any security measures on any electronic communications system; attempting to intercept any electronic communication transmission without proper authority; and violation of copyright, trademark or defamation law.
  • Entry, examination, use, transfer, and tampering with the accounts and files of others, unless appropriately authorized pursuant to this policy
  • Altering email system software or hardware configurations; or interfering with the work of others or with College or other computing facilities.
  • Used for non-college commercial activities, personal financial gain, non-approved charitable activities, or for the advancement of any political agenda.
  • Give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the College or any unit of the College unless expressly authorized to do so.
  • Sending unauthorized bulk-email messages or SPAM.
  • Letter bombs (resending the same email repeatedly to one or more recipients).
  • Distributing viruses, worms, defects, Trojan horses, corrupted files, hoaxes or any other items of destructive or deceptive nature.

 

Violation of this policy may result in restriction of access, or disciplinary actions (up to and including dismissal).

Confidentiality and Privacy

Email users should exercise extreme caution in using email to communicate confidential or sensitive matters and should not assume that email is private and confidential. It is especially important that users be careful in sending messages only to their intended recipient(s).

The College respects the privacy of users. It does not normally inspect, monitor or disclose electronic messages without the user’s consent. However, users should realize the following:

  • Electronic mail, whether or not created or stored on RCC’s equipment, may be considered as a college record and be subject to disclosure under the Public Records Act, Freedom of Information Act, or other laws or as a result of litigation
  • RCC’s ITS department might need to observe certain transactional information to ensure proper functioning of the system. During these situations, ITS staff may inadvertently see the contents of your email messages.
  • If there is a reason to believe that the account has been used in violation of RCC’s policies and/or of the law, contents of the email may be inspected, and/or disclosed without the prior consent of the user.

Furthermore:

  • Official email to registered students should be sent only to RCC student email addresses.
  • Employees of RCC including Administration, Faculty and staff must use only RCC email for official email correspondence in the performance of their duties.

Security

Employees and Students of RCC are responsible for the use and security of their email accounts. Your password should not be shared to anyone. The Information Technology Services (“ITS”) department will never ask for your password. For more information about password guidelines, please see Google Mail Help Documentation.

Users should also exercise extreme caution in sending confidential and sensitive matters, and should take a particular care when using the "reply" command during email correspondence. Users should be aware that any email utilizing College-owned computer and network resources may be disclosed under College policies, state and federal laws and regulations.

Email Deletion

Student email accounts will remain in effect as long as the student remains enrolled in the College. Student who graduate or leave the college prior to graduating, will have their email accounts deleted after a year of their last sign in activity.  Student email account will be suspended immediately upon the account holder being suspended and/or dismissed from the College.

Employees who resign, retire or otherwise terminate employment will have their email accounts suspended on their last day of employment. Such employees should be aware that their email accounts may be accessed by their supervisors in order to continue to conduct College operations after they leave. Supervisors seeking such access should send a written request to Human Resources to obtain access to the account. Once approved, the supervisor will then have 30 calendar days to either forward or copy the work-related email out of the account. After 30 days the account will be disabled and all remaining email correspondence will be deleted.

Campus-wide Emailing

Campus-wide email messages are a useful, convenient and cost-effective way of communicating with the campus community. Sending a message to groups, committees, divisions, student club members or class does not constitute a campus-wide emailing.

College email distribution lists are not available to outside organizations. Emails from such groups may be sent to an RCC distribution list by an appropriate RCC representative.

Access to College-Wide Email Distribution Lists

Campus-wide emailing is limited to the following authorized users:

  • President
  • Provost/Vice President of Academic Affairs
  • Senior Vice President of Finance & Administration
  • Vice President of Student Services
  • Associate Vice Presidents of Academic Affairs
  • Associate Vice President of Academic & Community Partnerships
  • Associate Vice President of Finance/Controller
  • Associate Vice President of Resource Development
  • Chief Communications Officer and Campus Communications
  • Dean of Student Development
  • Director of Diversity & Inclusion and Chief Diversity Officer
  • Director of Public Safety
  • Director of Human Resources
  • Division Chairs:
    • STEM & Health Professions
    • Humanities
    • Business, Social and Behavioral Sciences, and Professional/Public Service
  • Information Technology Services

 

In addition to allrcc and allstudents, there are six (6) employee email distribution lists:

  • allfaculty
  • alladjuncts
  • allradj
  • allrccft
  • allrccfa
  • allcsea

 

A brief description of each list can be found in myRCC - Email Help Section - Campus-Wide Distribution List (https://myrcc.sunyrockland.edu/group/mycampus/google-email-help)

Messages sent to these lists should be relevant to the people in the distribution list and follow all guidelines stated in the Email Policy.