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Student Email Guidelines

Overview

Upon successful completion of a VCCS Common Application for Admission (Section 6.0.0.), a student becomes an accepted student for all 23 of Virginia's community colleges and the Virginia Community College System assigns the student a student email account.

VCCS Policy Statement

6.0.9 Email Accounts

Statement and Purpose:

Electronic mail or "email" is an official method for communication at the Virginia Community College System (VCCS) because it delivers information in a convenient, timely, cost effective, and environmentally aware manner.

All official email communication will be distributed to VCCS email accounts only.

Who Should Read these guidelines?
All students, faculty and staff of the Virginia Community College System should read these guidelines.

Definitions:

Forwarded Email: Email sent to an address that is automatically sent via computer code to another email account.

Nickname Email Account: An email account, issued by an Internet service provider or web-based email service, in which the name of the account is a nickname or is otherwise unrelated to the name of the account owner.

Official Email Account: Email account issued by the Virginia Community College System.

Guidelines:

(i) System Use of Email
Email is an official method for communication within the Virginia Community College System. Students are responsible for the consequences of not reading, in a timely fashion, System-related communications sent to the official VCCS student email account. All students, faculty and staff of the VCCS will use their official VCCS email account when conducting VCCS business.

All students will receive an official VCCS student email account from the VCCS upon the completion of a VCCS Common Application for Admissions. Online instructions will be available to all email account holders to assist in activating the account.

(ii) Activating the Account
All students will receive an official VCCS student email account from the VCCS upon the completion of a VCCS Common Application for Admissions. On-line instructions will be available to all email account holders to assist in activating the account.

(iii) Email Access
To access an email account, a username and password are required. User account information is found in the VCCS Customer Account Administration Manager (CAAM).

(iv) Assistance for Email Users
Standardized procedures are available at each college to assist students with account access, password issues, information and updates on student email system, and other student email issues.

(v) Expectations Regarding Student Use of Email
Students are expected to check their official VCCS email on a frequent and consistent basis in order to remain informed of VCCS- related communications. The VCCS recommends checking email daily.

VCCS offices cannot validate that a communication coming by email is from a student unless it comes from a valid VCCS address. If students make queries to VCCS administrative offices or faculty from "nickname" email accounts (Hotmail, AOL, etc.), they will be asked to resubmit their query using an official VCCS account.

(vi) Educational Uses of Email
Faculty members may require email for course content delivery, class discussion, and instructor conferencing and may specify course-related email policies in their syllabi. Faculty may also require students to confirm their subscription to VCCS-provided mailing lists.

(vii) Appropriate Use of Student Email
All use of email will be consistent with other VCCS policies and local, state, and federal law.

(viii) Forwarding Email
Having email lost because of forwarding does not absolve a student from the responsibilities associated with communication sent to his or her official email address. The VCCS is not responsible for the handling of email by outside vendors or unofficial servers.

(ix) Privacy of Email
The Virginia Community College System uses various methods to protect the security of its computer and network resources and of its users' accounts. Users should be aware that any electronic communications and data utilizing VCCS-owned computer and network resources potentially may be disclosed under the . provisions of the Virginia Freedom of Information Act and other VCCS, state and federal laws and regulations or for appropriate VCCS business needs.

Related Documents:
VCCS Information Security Policy; VCCS Information Technology Student/Patron Ethics Agreement; VCCS Computer Ethics Guidelines; Commonwealth of Virginia, Information Technology Security, ITRM Standard 95-1, Revision 1; and, Family Educational Rights and Privacy Act of 1974 (FERPA).