Information Technology Services

Homepage > About Armstrong > Administration & Offices > IT Services > Policies > Email Policy

ITS Email Use Policy

Date Issued: 04/05/2011
Policy No.: ITS-140

Rationale

This policy defines the guidelines for the use of electronic mail (Email)by Armstrong Atlantic State University employees and students. These guidelines are for use when conducting official business associated with Armstrong Atlantic State University.

Definitions

Employee Email Account
Each university employee (including exempt and non exempt employees, part-time employees, faculty, and adjunct faculty) will be assigned an Armstrong email account upon hire. In general, these accounts are assigned to employees on the first day of employment and are terminated on the last day of employment. If necessary, employee email accounts may be assigned to employees prior to their first day of employment and or may be extended after the last day of employment. These extenuating circumstances require a justification letter from a Vice President or the President along with approval from the Chief Information Officer.

These emails are generally in the format of firstname.lastname@armstrong.edu. To request an email account, the employee’s supervisor or Human Resources should submit the “Employee Technology Acquisition Form” to ITS two weeks prior to the employee’s start date.

This account should be used at all times when conducting official business with electronic mail. Employees are highly discouraged from using personal email addresses for official Armstrong business. Armstrong email accounts are meant for university business and are not for personal use.

If an employee has left the University (for reasons other than retirement), the appropriate Vice President or the President may request that the user’s email be forwarded to an alternate account or remain active for up to 120 days after employment. After this time period, the account will be deleted or disabled at the request of that Vice President or the President.

Retirees may request a retiree email account. This retiree email account must be approved by the appropriate Vice President or the President. All of the email from their employee account will be forwarded to a personal email account. This forwarding service will be available for as long as the retiree is receiving benefits from the university and the appropriate Vice President or the President approves of the service.

Departmental Email Accounts
Armstrong email accounts can be requested for a specific department rather than an individual (Example cis@armstrong.edu). Departmental accounts will be assigned to and the responsibility of a department representative designated by the departmental manager, director, head,or appropriate dean or vice president.

Guest Email Accounts
Armstrong email accounts can be requested for university guests. Each approved guest email account is generally in the following format: guest’s firstname.lastname-guest@armstrong.edu.

The use of email by guests must be sponsored by the appropriate Vice President. Guest email accounts must be renewed annually. To obtain an email account, the Email Account Request Form must be submitted to ITS.

Contractor Email Account
Armstrong email accounts can be requested for approved university contractors and consultants. In general, these accounts are assigned to contractors on the first day of work and are terminated on the last day of work. These emails are generally in the following format: contractor’s firstname.lastname @armstrong.edu.

The use of email by contractors must be sponsored by the appropriate Vice President. Contractor emails must be renewed annually.

Student Email Accounts
The student e-mail account is the official means of communication with the student. Each enrolled student will be assigned an Armstrong email account. This account will remain active until the student graduates or until one calendar year after to the last enrollment date. These email accounts will use the following address: @students.armstrong.edu.

Conditions of Use
Sensitive information must never be used in emails or as attachments. Armstrong takes every precaution to prevent identity theft. All official communication with enrolled students for official business ust be conducted using Armstrong.edu email addresses, in order to ensure compliance with FERPA.