Email Policy

Policy Statement

This policy outlines and defines acceptable use of the University’s email services.

Reason for Policy

The purpose of this policy is to ensure Adelphi University’s email services are used in a manner that is most effective.

Who Is Governed by this Policy

All end-user and application management accounts on computerized information systems operated by or on behalf of Adelphi University.

Policy

Eligibility and Access

1. Access to email services may be provided to all students, faculty, administration and alumni of Adelphi University, or when a contractual obligation to provide email access exists otherwise.
2. Each person with access to email services will have access to one individual email account.
3. Functional email addresses may be requested for legitimate Adelphi University sponsored activities. All functional email addresses must have one designated person who will function as the custodian of the address.
4. When a legitimate business need exists, access to email accounts may be delegated to others than the custodian of the email address.
5. Passwords to access email accounts may not be shared.
6. All email accounts provided by the University will remain property of the University, as do the emails sent or received via that account.

Mandated Use

1. All official business conducted by email concerning Adelphi University must use the email services provided by the IT department. Unless permitted by contract, the use of non-Adelphi email addresses for official University business is explicitly prohibited.
2. Automatically forwarding emails concerning official Adelphi University business to personal email addresses is prohibited, unless explicitly allowed by contract.

Retention and Capacity

1. Email accounts have a limited storage capacity.
2. Email messages may be retained indefinitely.
3. Email will not be backed up. As a consequence, deleted emails may not be recoverable.

Mass Distribution

1. Individuals wishing to email large numbers of people must contact the IT department for assistance and approval prior to sending the message.
2. The IT department will maintain a number of mass-distribution lists that can be used for announcements and notifications.

Privacy

1. All email is subject to monitoring, in accordance with the terms defined in ‘Acceptable use of IT Resources’ policy and to the extent permissible by law.
2. All email will be archived.

Email Mailing Lists

1. The IT Department will provide a number of mass email distribution lists for mass announcements and/or interactive discussions.
2. The mass announcement email distribution lists maintained by the IT Department may only be used to communicate University-sponsored activities, policy changes, alerts, or information that benefits Adelphi University’s mission and operations.
3. The interactive discussion email lists that are provided by the IT Department are intended to facilitate optional interactive (opt-in) email discussions. A member of the Adelphi community may request discussion email lists and function as their custodian.
4. Email distribution lists, either personal lists or IT provided lists, may not be created and/or used to send personal messages, items for sale, jokes, chain letters, Pyramid schemes, unsolicited commercial emails or any information that is of interest to only a small segment of the intended recipients.
5. Derogatory, obscene, defamatory and/or harassing communications are prohibited.

Deviation from Policy

The Chief Information Officer, or his delegate, may grant deviation from this policy upon request. Violation of this policy may lead to revocation of email privileges and/or disciplinary proceedings.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Last Reviewed Date: March 30, 2023
• Last Revised Date: February 19, 2015
• Policy Origination Date:

Who Approved This Policy

Carol Ann Boyle, Chief Information Officer