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Email Policy

Oct 6, 2009

Email Policy


Rockland Community College encourages the use of electronic mail or e-mail as the official means of communicating with members of the community college including Faculty, Staff and Students. Faculty and Staff should use this service in support of the missions of the college. The College has the right to send communications to students via e-mail and the right to expect that those communications will be received and read in a timely fashion.

Access to electronic mail at RCC is a privilege and must be treated as such by all users of this system. Abuse of this system can be a matter of legal action or official disciplinary procedures. Range of penalty for violating this policy can be from written warning, to loss of access, to referral to appropriate RCC authorities for disciplinary action. In cases where violation severely impacts performance and/or security, Information Technology will immediately suspend the individual’s e-mail privileges.

Electronic messages for Rockland Community College are now being handled by Google under their Google Apps for Education product. This was facilitated in order to provide a consistent, reliable means of communications from RCC. It also allows 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 their policies by clicking here.



E-mail 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. 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 or other laws or as a result of litigation.
  • IT department might need to observe certain transactional information in order to ensure proper functioning of the system. During these situations, IT staff may inadvertently see the contents of your e-mail 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 e-mail may be inspected, and/or disclosed without the prior consent of the user.


Email Security

Faculty, Staff and Students of RCC are responsible for the use and security of their e-mail accounts. Your password should not be shared to anyone. The IT department will never ask for your password. For more information about password guidelines, please click here.

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


Assignment of e-mail address

Information Technology assigns all students and employees an official College e-mail address ( The e-mail address is composed of the person first name initial followed by the first seven characters of the person’s surname (i.e. John Smithers – In an event of duplicate names, numbers are utilized (i.e. John Smithers –


Redirecting of electronic messages

Users who redirect their official RCC e-mail address to another address may do so at their own risk. The College will not be responsible for handling of e-mail by outside vendors. E-mails lost during redirection does not absolve a student from responsibilities associated with communication sent to their official College e-mail address.


Expectations regarding student use of e-mail

Students are expected to check their official e-mail address on a frequent and consistent basis in order to stay current with the College communications. The College recommends checking e-mail daily since certain communication may be time critical.


Faculty use of e-mail

Faculty will determine how e-mail is used in their classes and can require students to check their e-mail on a specific or more frequent basis.


Inappropriate use of e-mail

E-mail service may not be used for:

  • Unlawful activities
  • Commercial purpose unrelated to the college or approved by the college
  • Sending unauthorized bulk e-mail messages or SPAM
  • Using the service for harassment
  • Using someone else's identity and password
  • Uses that violate other RCC policies or guidelines as they apply to intellectual property, sexual or other forms of harassment, and others
  • Misrepresenting your identity or affiliation in e-mail communications
  • Letter bombs (resending the same email repeatedly to one or more recipients to interfere with the recipient’s use of email).
  • Distributing viruses, worms, defects, Trojan horses, corrupted files, hoaxes or any other items of a destructive or deceptive nature
  • Promoting illegal activity

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


Email Deletion

Upon notification from the Human Resources (HR) Department, IT deletes e-mail accounts belonging to individuals no longer affiliated with SUNY Rockland Community College.

"No longer affiliated" is defined as having voluntarily left the College, or terminated employment.

When Information Technology is notified that an employee has permanently left SUNY Rockland Community College, the employee's e-mail access will be locked and deactivated. The email account and all associated email messages will then be deleted.

Student accounts will be locked and disabled after the student leaves the program.


Account Update / Name Change

All users requesting name change must go through Human Resources (HR). HR will then inform the IT department of the request of change. This only applies to any member of the administration, full time or part time faculty, administrators, exempt, civil service and educational support staff.

Once the request it received, IT will start the process of creating a new e-mail address. During this process, your old username will be locked and transformed into an ‘alias’. All e-mail messages sent to your old username will be forwarded to your new username. It is your responsibility to inform anyone of your new e-mail address. IT will assist you in moving your messages from your old e-mail account to new e-mail account.


Inactive Accounts

E-mail accounts which are inactive will be deleted.


Campus-Wide Distribution Lists

Campus-wide distribution lists were created to make dissemination of information faster and quicker. It should only be use for information important to ALL MEMBERS of the college community. It should not be use to send jokes, chain letters, unverified virus alerts, for sale ads or other inappropriate messages. Repeat offenders may have their list-sending privileges revoked. A list of campus-wide distribution lists can be found here.

These lists are not available to outside organizations. Organizations should contact Campus Communication.

This policy is subject to change without prior notice

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