Email Use Policy
Email Use Policy
It is the policy of SUNY Delhi to coordinate mass emails to the entire campus through the Office of Marketing and Communications. Delhi Today will now be the official campus E-news for messages for faculty, staff and students. If you have something to share with the campus community, consider sending your message through Delhi Today, an electronic newsletter sent via email and published by Marketing and Communications that provides a quick, easy-to-read look at campus news and events.
- Email is an official means for communication within SUNY. Therefore, the college has the right to send communications to students via email and the right to expect that those communications will be received and read in a timely fashion.
- The use of SUNY Delhi email (i.e. firstname.lastname@example.org) is intended to support activities for SUNY Delhi business only. It is inappropriate to use your SUNY Delhi email account for any private business or political practices.
- The SUNY Delhi email system should not be used to send messages containing material
that is fraudulent, harassing, sexually explicit, profane (including slang or abbreviated
profanity), obscene, intimidating, defaming, or otherwise unlawful or inappropriate.
Violations of this nature are considered very severe; any offense will be handled
swiftly and to the fullest extent allowed under SUNY Delhi policy, including, where
appropriate, academic dismissal, termination of employment, and civil or criminal
action. Matters requiring sanctions will be handled in the following manner:
- Students will be referred to the Office of Student Rights & Responsibilities;
- Faculty will be referred to the Department Chair, School Dean and/or Provost;
- Staff will be referred to their immediate supervisor, and/or their Vice President;
- The Office of Human Resources will take appropriate action.
- Information contained within SUNY Delhi email messages and accounts (folders, calendars, address books) are the property of SUNY Delhi and subject to review by campus administrators.
- All email communications with SUNY Delhi employees are a matter of public record and subject to publication, and/or release under the Freedom of Information Act.
- Computer Information Systems (CIS) will assign students an official college email address. It is to this official address that the college will send email communications; this official address will be the address listed in the College's Enterprise Directory for that student.
- Students are expected to check their official email address on a frequent and consistent basis in order to stay current with college communications. The campus recommends checking email once a week at a minimum, in recognition that certain communications may be time-critical.
- Faculty may determine how email will be used in their classes. It is highly recommended that if faculty have email requirements and expectations, they specify these requirements in their course syllabus. Faculty may expect that students' official email addresses are being accessed, and faculty may use email for their courses accordingly.
- Email is not appropriate for transmitting Personally Identifiable Information (PII)
i.e. sensitive or confidential information. SUNY Delhi Information Security Guidelines
state that any student, staff or faculty information beyond "Directory Information"
should be considered sensitive and secured. SUNY Delhi has defined the following as
- Last Name
- First Name
- Title (faculty/staff) or Major (student)
- Department (faculty/staff) or Program (student)
- Full- or part-time status
- Campus address
- Campus phone
- Home address
- Date of birth
- Degree(s) awarded
- Date(s) of graduation
- Honors and awards
- Dates of attendance
- For intercollegiate athletics:
- Participation in officially recognized activities and sports
- Absolutely no Personally Identifiable Information (PII) may be stored in an email account, including: email inbox or mail folders (e.g., Trash, Sent, Drafts or other user-created folders); calendars; to do or task lists; contacts or address books; attachments; or notes.
- The use of Post Office Protocol (POP) to download email to a local email client is forbidden.