Each SPC faculty, staff member and student is provided with a college email account. Email addresses for faculty and staff will be in the format “@spc.edu”. Student’s email addresses will be in the format “@mail.spc.edu”. Faculty, staff and students are required to use their SPC accounts for necessary SPC information.
FACULTY & STAFF:
1. Faculty & staff e-mailboxes will have a size limit of 512MB.
When the mailbox's total size reaches 409MB, a warning message will be sent via email to the account holder, stating that the mailbox is over the size limit. The account owner will be advised to delete unwanted email.
When the mailbox's total size reaches 460MB, 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 460MB
When the mailbox's total size reaches 512MB, the account will no longer be able to send or receive messages.
Exceptions will be made as needed by special request from the department head to ITS
Archiving is recommended to keep mailboxes from reaching the size limitations.
2. Faculty and staff who retire may retain their e-mail accounts upon request with a 250MB limitation. Requests must be approved by the department head and sent to the ITS Helpdesk. Faculty and staff who leave or who are dismissed will not be permitted to retain their accounts.
3. The College may need access to a terminated employee’s email accounts and personal folders. In such cases, the employee’s direct supervisor should contact the ITS Helpdesk to identify the individual(s) who should have access to the account.
STUDENTS:
1. Students will be given 7GB Google e-mail accounts. The 7GB of storage can encompass emails only or a combination of email and documents. The accounts will be available to students for life.
2. If student is suspended or dismissed, his/her email account will be deactivated pending reinstatement.
3. Alumni will receive lifetime 7GB Google email accounts upon request. Requests should be sent to the Helpdesk.
GLOBAL DISTRIBUTION LISTS:
1. Global distribution lists will be created by the ITS department. They will be available in the Outlook Global Address List to the people having permission to use them.
2. The Executive Director of College Communications shall control the use of global distribution lists to ensure that the messages are appropriate for the group for which they are intended. Cabinet level officers, the Registrar and the CIO will also have access to these lists. Other routine or emergency global distribution rights may be granted to other college staff contingent upon approval by the Executive Director of College Communications.
WHAT IS PII?
"Personally identifiable information" (PII) is information about a natural person that is readily identifiable to that specific individual. PII includes such things as an individual's name, SS#, grades, address, and phone number. A domain name or IP address is not considered personally identifiable information.
PII IN EMAILS
E-mail is not a secure medium. Personally identifiable information sent via the Internet can be intercepted. You should avoid sending emails that contain sensitive, personal information to any other e-mail address.
If you must send PII information, never put it into the body of an email. Rather, send it as an attachment. Make sure the attachment is encrypted and password protected.
Never send the password to an attachment in the same email as the attachment. Either call the recipient or send the password to the recipient in a separate email.
HOW TO PASSWORD PROTECT YOUR WORD AND EXCEL FILES
How to Protect a Word/Excel 2003 and 2007 document
