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VCCS Email Policy for Student Accounts

Email Policy & Guidelines for Student Email Accounts

A universal student email account has been approved for the VCCS. Students who complete the VCCS admissions process will receive a VCCS email account that is to be used for official VCCS business. Official electronic information will be posted to the VCCS issued student account. This practice assures the security and privacy of the account and complies with Federal and State policies on electronic communication and student information. This policy is based on policies that are in effect at several universities including Virginia Commonwealth University, Universities of Arizona and Colorado.

A student email policy has been developed for the VCCS. In addition to the policy statement, guidelines for VCCS Student Email Accounts are included. The Technology Council approved the policy on March 25, 2003 and the Academic and Student Affairs Council approved the policy on April 1, 2003.

Recommendation: That the ACOP Academic and Student Affairs Committee approve the VCCS Student Email Policy, 6.0.9.

Resource contact:

Toni Cleveland, Vice Chancellor, Academic Services and Research

Carole Schultz, Assistant Vice Chancellor for Instructional Technology and Distance Learning 

April 1, 2003

Policy 6.09

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.

Expectations Regarding Use of Email

All VCCS email account holders 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 authenticate that a communication coming by email is valid unless it comes from a VCCS address. If queries are made to VCCS administrative offices or faculty from "nickname" email accounts (Hotmail, AOL, etc.), the sender will be asked to resubmit the query using an official VCCS account.