Computer & Email Policy

Email is an official means for communication within Mount Aloysius College. Therefore, the College has the right to send communications to faculty, staff, and students via email and the right to expect that those communications will be received and read in a timely fashion. The College’s email system can be accessed on-campus and off-campus. It is the responsibility of the users to arrange access to a service provider off campus.

All student login accounts including email are verified with class registrations. If a student is not registered in any courses for a period of one year, then IT Services will disable the student’s account including email. If you graduate or leave the College be sure to remove any email you may need to a non-campus email account.

Information Technology Services will assign all faculty, staff, and students an official College email address. It is to this official address that the College will send email communications. This official address will be the email address listed in College directories.

It is recommended that students use the College’s email system; however a faculty, staff or student may have email electronically redirected to another email address. If a faculty, staff or student wishes to have an email redirected from his or her official address to another email address (e.g., an alternate Gmail, Microsoft, or Yahoo mail account) they may do so at their own risk. The College will not be responsible for the handling of email outside of the College’s Gmail hosted email. Having an email redirected does not absolve a faculty, staff, or student from the responsibilities associated with communication sent to their official email address.

Faculty may determine how email will be used in their classes. It is highly recommended that if faculty have email requirements and expectations they specify these requirements in their course syllabus. Faculty may expect that students’ official email addresses are being accessed and faculty may use email for their course accordingly.

In general, email is not appropriate for transmitting sensitive or confidential information unless an appropriate level of security matches its use for such purposes.

The following criteria relate to email use:

• All use of email, including use for sensitive or confidential information, will be consistent with the IT Security and Operations Policy.  A full text of the IT Security and Operations Policy on College’s Portal page under the IT helpdesk section.

• All use of email will be consistent with local, state, and federal law, including the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, will be consistent with FERPA;

• Communications sent to a faculty, staff, or students' official Mount Aloysius College email address may include notification of college related actions;

• Email shall not be the sole method for notification of any legal action;

• The College's campus-wide email system is designed for use by sanctioned clubs and organizations for mass communication only with prior approval of the Director of Student Activities. Students who use the system for personal conversations or in any manner for personal or financial gain that does not follow these guidelines will be subject to disciplinary action;

• Email messages that have been in the trash for 30 days will be automatically purged; and

• Students may also create personal web pages on sites.google.com with their Mount Aloysius email account.

Faculty, staff and students are expected to check their official email address on a frequent and consistent basis in order to stay current with College communications. It is recommended that email be checked multiple times daily , recognizing that some communications may be time-critical. The College considers email a primary communication tool and as such all announcements, requests, timelines, updates, requirements, etc. transmitted constitute fair notice. Failure to access or review email communication is an assumed risk on behalf of each user.