Security and Policies - Student

Student E-mail Policy

PURPOSE:

Email is considered an official method for communication at Graceland University because it delivers information in a convenient, timely, cost effective, and environmentally aware manner. The University "Technology Ethics and Use Policy" applies to all email services provided by Graceland. Additional information regarding student email services can be found in the "Guidelines for the Use of Student Email".

POLICY:

1. University use of email
Email is a mechanism for official communication within the University. The University expects that such communications will be received and read in a timely fashion.

2. Assignment of student email account
Official University email accounts are available for all enrolled students. The addresses are all of the form [Username]@graceland.edu. (where [Username] is a student's eight character assigned network account ID). Official email addresses will be listed in directory information unless the student requests otherwise.

3. Removal of student email account
Access to official University email accounts are removed 90 days following withdrawal or graduation. Account removal may also occur as a result of an infraction of the "Technology Ethics and Use Policy".

4. Redirecting of email
If a student wishes to have email redirected from their official @graceland.edu address to another email address (e.g., @aol.com, @hotmail.com,) they may do so, but at their own risk. The University will not be responsible for the handling of email by outside providers. Having email redirected does not absolve a student from the responsibilities associated with official communication sent to his or her @graceland.edu account.

5. Expectations about student use of email
Students are expected to check their email on a frequent and consistent basis in order to stay current with University-related communications. Students have the responsibility to recognize that certain communications may be time-critical. "I didn't check my email", error in forwarding mail, or email returned to the University with "Mailbox Full" or "User Unknown" are not acceptable excuses for missing official University communications via email.

6. Privacy
The University does not routinely inspect, monitor, or disclose email content without the student's consent. However, there are strictly controlled circumstances under which email may be inspected without the student's consent. A search without consent may result if there is an alleged violation of the "Technology Ethics and Use Policy".

The user should not assume that email is private or confidential. Graceland can not guarantee that this type of information will be secure.

7. Educational uses of email
Faculty will determine how electronic forms of communication (e.g., email) will be used in their classes, and will specify their requirements in the course syllabus. This policy will ensure that all students will be able to comply with email-based course requirements specified by faculty. Faculty can therefore make the assumption that students' official @graceland.edu accounts are being accessed and faculty can use email for their classes accordingly.

8. Appropriate Use of Student Email
All use of email will be consistent with other University policies and local, state and federal law, including but not limited to the Family Educational Rights and Privacy Act of 1974 (FERPA)

Portions of this policy are drawn from those developed by University of Arizona, and Virginia Commonwealth University.
PROCEDURE:

The guideline document "Guidelines For Use of Email" will contain all pertinent procedures relating to the use of the student email system. This document is maintained by Information Technology Services.

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Technology Ethics and Use Policy

Users of Graceland's technological tools will respect the human dignity, privacy, and sensitivity of each other and the general public while using the tools made available by Graceland. Graceland reserves the right to routinely monitor technology resources. The privilege of privacy of personal files or messages on Graceland-owned computers and voice mail systems will be respected subject to the right of Graceland to access any files to officially investigate or to accomplish necessary system maintenance.

All technology provided by Graceland is covered by this policy, including computers, networks, Internet services, telephones, voicemail, fax machines, photocopiers, cable TV and all associated software and data. Such technology is provided for use by students and employees to accomplish Graceland’s educational mission in accordance with Internal Revenue Code Section 501(c)(3), under which Graceland receives its tax-exempt status.

Graceland's network enables access to external facilities, systems, and other networks over which Graceland has no control, including related capabilities which are incidental to providing such access. Certain of these resources may not support Graceland's goals and objectives. Although Graceland does not exercise editorial or censorship control of such external resources, Graceland expects that the technology will not be used for purposes which are illegal, immoral, or inconsistent with Graceland’s mission.

Academic and professional work pertaining to Graceland's goals and objectives take precedence over the use of resources for entertainment.

Graceland may establish additional standards of conduct with designated technology or in specific areas (e.g. Micro labs, classrooms, etc.)

Inappropriate uses of technology include, but are not limited to those specifically prohibited by local, state or federal law. Without limitation, examples of inappropriate uses of technology include:

Consequences:

Graceland reserves the right to take corrective/disciplinary action in the event of inappropriate use of technology, which may include but not be limited to the following:

Cases involving suspicion of inappropriate use of technology by students will be investigated by the Information Services Department. If violations are confirmed, a referral for disciplinary action will be made to the Dean of Students. A determination of serious misuse may result in suspension from the university. In cases involving misuse of resources allocated for a particular course, the course instructor may assign a failing grade.

Cases involving inappropriate use of technology by employees, including student workers, will be handled in accordance with existing personnel policies. Serious misuse may result in termination of university employment.

Cases involving violation of local, state or federal laws will be referred to external authorities as directed by the President.

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