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Faculty and staff must only use NVCC email for official email correspondence.
Email to registered students should only be sent to NVCC or VCCS student email addresses. If students use non-VCCS student email, faculty and staff may respond to that address with general information such where to find things on the College web site, how to register, the nature of a class assignment, important dates, etc. If personal information pertaining to the student is involved such as grades, feedback on assignments, official actions, or registration/payment details, VCCS student email must be used.

College email may be used for incidental personal purposes provided it does not violate the College’s IT Acceptable Use policy or any other applicable policy or law. There should be no expectation of privacy in regard to any email messages sent or received from College e-mail accounts or from College computers. Email is subject to the Freedom of Information Act.

VCCS student email distribution lists do not allow the use of attachments or excessively large graphics and special features. Extra material should be placed on a web page with the link included in the email.

Email primarily of interest to a particular campus should only be sent to the individual Campus distribution list. If distribution on other campuses is desired, the request should be sent to the Provost or designee of the other campus(es). Provosts determine who on the campus has access to their distribution lists.

Email should not be used to store documents or messages that are the basis for official action, historical record, or official communication. Email or attachments that must be saved for document retention purposes should be printed or saved as a separate non-email document. Email can be converted and saved as a document (click File>Save As>HTML) or saved as a pdf file if that software is loaded on the computer. Attachments must be saved separately.

EMAIL Best Practices

• Do not use large attachments when emailing to a large number of users. Instead, put the information on the Web with a link in the email.
• Do not use wallpaper, colored backgrounds and graphics in email.
• Only use “Reply to all” when all addresses need to receive the information.
• Be careful with language in communications that might be sent to unintended audiences.
• Do not send perfunctory acknowledgement of messages (e.g. “Thank you.”) unless required to complete the communication.
• If you receive emails with fantastic offers or warnings, also known as "Urban Legends” and internet hoaxes, check out their validity. Do not forward them to others. Report direct threats to campus police and the IT Help Desk.
• Set up email addresses correctly. For large mailings, don’t put a list name or list of addresses in the To: field. Instead, put your e-mail address in the To: and From: fields and place the list name or list of e-mail addresses in the Bcc: field. This prevents the list of recipients from being displayed and keeps replies from reaching the entire list.
• Instead of creating long chains of back-and-forth emails, it is often better and quicker to use the phone for a real-time conversation.

See the IT Help Desk website for a link to the complete NVCC Email Policy.