EMail Policies
1. Each SPC faculty, staff member and student is provided with a college email account. The email address is typically the person's username followed by “@spc.edu.” Faculty, staff and students are required to use their SPC accounts for necessary SPC information.
2. Faculty & staff e-mailboxes will have the following size limitations:
- When the mailbox's total size reaches 75 MB, a warning message will be sent via email to the account holder, stating that their mailbox is over the size limit
- When the mailbox's total size reaches 100 MB, the account will no longer be able to send email messages. The account will still be able to receive new messages, but sending will not be permitted until the mailbox size is reduced below 100 MB
- When the mailbox's total size reaches 125 MB, the account will no longer be able to send nor receive any messages.
- Exceptions will be made as needed by the ITS Executive Council.
3. Faculty and staff who retire may retain their e-mail accounts upon request with a 10MB limitation. Faculty and staff who leave or who are dismissed will not retain their accounts.
4. The College may need access to a terminated employee’s email account and personal folders. The employee’s direct supervisor should decide who will gain access to the information (if anyone) before the account is deleted
5. Students will be given a 10 Mb size limit for their e-mail accounts.
6. If student is suspended or dismissed, his/her email will be deactivated pending reinstatement.
7. A non-enrolled student (other than suspended or dismissed) will have his/her e-mail account suspended six months after the termination of enrollment and deleted after one year.
8. Alumni accounts will not be maintained.
9. Text only will be used in SPC e-mails not graphics and backgrounds.
10. The use of global e-mail and major distribution lists without going through the Director of Public Affairs shall be limited to cabinet level officers plus the Director of Public Affairs, the Registrar and the CIO. Other routine or emergency global distribution rights may granted to other college staff contingent upon approval by the ITS Executive Committee and a protocol to be established with their supervisor. [The global email matrix is published as a PDF on the Intranet]
Network Policies
1. Network login ID password resets will be forced every 180 days to comply with security standards and recommendations.
2. Virtual Private Network (VPN) access to the network shall be limited to cabinet level officers and ITS technical staff. [additional policies pertaining to the network may be found under Acceptable Use Policy]
Other ITS Policies
1. The Personnel Action Form (PAF) and Exit Interview Form will be used as an ITS notification step when an employee is hired or terminated. |
