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Email Policy

Approved by the Board of Trustees of the Rockland Community College on March 23, 2017. Amended on November 29, 2018.

Rockland Community College (RCC or the College) has established email as the official means for sending information to students and employees. The College provides an email account to all students and employees of RCC. The College uses email to communicate with students and employees and expects that those communications will be received and read in a timely fashion.

Email for RCC is handled by Google under their Google Apps for Education/G Suite product. As such, Google’s Terms of Service also apply. These terms can be read at https://www.google.com/intl/en/policies/terms/.

Expectations About Use of Email

  1. The employee, student or other User is authorized to use RCC’s email in the performance of their assigned work and school responsibilities and duties for College related purposes.
  2. 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.
  3. Employees and students have the responsibility to recognize that certain communications may be time sensitive.
  4. 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.

Appropriate Use

  1. RCC 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.
  2. 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.
  3. Official email to registered students should be sent only to College student email addresses.
  4. Employees of RCC including Administration, Faculty and staff must use only RCC email for official email correspondence in the performance of their duties.

Personal Use

  1. College email may be used for incidental personal purposes provided that such use does not:
    1. Directly or indirectly interfere with the College operation of computing facilities or email service.
    2. Interfere with the email user’s employment or other obligations to the College.
    3. 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.
  2. 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.
  3. 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.

Inappropriate Use of Email

  1. All employees, students and other Users of College 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 College email; (2) financial liability for the cost of such use and/or abuse; (3) formal disciplinary actions in accordance with any applicable collective bargaining agreement which may result in suspension, demotion or termination as may be appropriate; and/or (4) formal disciplinary actions in accordance with the student handbook.
  2. Inappropriate use of College email includes:
    1. 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.
    2. Entry, examination, use, transfer, and tampering with the accounts and files of others, unless appropriately authorized pursuant to this policy.
    3. Altering email system software or hardware configurations; or interfering with the work of others or with College or other computing facilities.
    4. Use for non-College commercial activities, personal financial gain, non-approved charitable activities, or for the advancement of any political agenda.
    5. Giving the impression that you 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.
    6. Sending unauthorized bulk-email messages or SPAM.
    7. Distributing viruses, worms, defects, Trojan horses, corrupted files, hoaxes or any other items of destructive or deceptive nature.

Confidentiality and Privacy

  1. All data files and e-mail communications created and/or maintained on the College’s email system are neither private nor confidential. Students, employees and other Users have no right or expectation of privacy in any data files, e-mail communications.
  2. RCC, through its Chief Information Officer (CIO) 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 College’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.
  3. 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.
  4. If there is a reason to believe that an RCC email 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 employee, student or other User.

Security

  1. Employees, students and other Users of RCC are responsible for the use and security of their email accounts. Your password should not be shared with 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.
  2. 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.

Campus-wide Email Distribution Lists

  1. Specific campus-wide distribution lists will be created, populated and maintained automatically based solely on fields/attributes in the Datatel or Banner system.  Initial lists include:
    1. Allrcc – all current RCC employees
    2. Allstudents – all currently registered RCC students
    3. Allftfaculty – all current RCC full-time faculty
    4. Alladjfaculty – all current RCC adjunct faculty
    5. Allstaff – all current RCC staff
  2. Requests for new, automated lists must meet the following criteria:
    1. Be based on a field or attribute in Datatel/Banner, allowing the list to be maintained and updated by the system without manual intervention
    2. Be approved by the College Chief Information Officer
  3. Emails to distribution lists are not permitted by addresses outside RCC.  All email distribution lists will only accept email from an @sunyrockland.edu email address.
  4. Allstudents and allrcc email distribution lists are further restricted and may only be utilized by:
    1. President
    2. Vice presidents (including assistant and associate vice presidents)
    3. Deans
    4. Directors
    5. Division chairs
    6. Chief Information Officer
    7. Specific individuals as delegated by above employees
  5. Individuals who would like to manage their own email distribution list should use Google Groups. Once the request for a Google Group has been approved by the appropriate vice president, ITS will create the Group, turn ownership of the Group over to the requestor (Group Owner). The Group Owner can add or delete members as required, including members who do not have an RCC email address.
  6. Messages sent to these lists should be relevant to the specific list and adhere to all guidelines in the Email Policy.

Email Account Management

  1. All students 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.
  2. Email accounts for students are created automatically the day after a student applies for acceptance at the College.
  3. Email accounts for employees are created automatically the day after Human Resources inputs their information in the College’s employee database, or seven (7) days prior to their official start date, whichever comes last.
  4. The email address is based on the person’s legal name as reflected in the Datatel or Banner database, and is composed of the person’s first name initial followed by the person’s full surname (i.e. John Smithers – jsmithers@sunyrockland.edu). In an event of duplicate email addresses, numbers are utilized (i.e. John Smithers – jsmithers2@sunyrockland.edu).
  5. Requests for an email alias based on name preference, middle name, nicknames, etc., cannot be accommodated.
  6. 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 one year after their last sign in activity. Student email account will be suspended immediately upon the account holder being suspended and/or dismissed from the College.
  7. 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.