Student Email Policy (pdf)

Dear Student:

You will find below the new "Clovis Community College Student Email Communication Policy," which outlines the College's plans for using email and the responsibilities students assume in response to this change. It will also expand the range of services we will be able to offer in the future and permit many more College transactions to be conducted through email and the Internet.

Introduction

Electronic mail or "email" is considered an official method of communication to the students at Clovis Community College because it delivers information in a convenient, timely, and cost effective manner.

To assure all students access to this important form of communication, CCC provides a College email account to each enrolled student. The primary purpose of these accounts is to ensure a standardized channel for faculty and staff to communicate with students as needed. Official college communications sent to all students will include reminders of important dates such as deadlines to pay tuition and fees, apply for graduation, etc. Students are responsible for checking their official student email regularly and reading College-related communications.

Policies

The student email policies provide guidelines regarding the following aspects of email as an official means of communication with students:

1. Appropriate use of student email

All use of email will be consistent with other College policies, including the “CCC Acceptable Use Policy,” which can be found at: http://www.clovis.edu/technology/labuse.asp

2. Assignment of student email

Official College email accounts will be created automatically for all enrolled students at the time of admission. Official email addresses will be directory information unless the students request otherwise. Specific student email directions are online at http://mail.clovis.edu/ . Additional assistance is available by calling (505) 769-4747.

3. Expectations of student use of email

Students are expected to read and respond as appropriate to their CCC official email on a frequent and consistent basis. The College recommends checking email daily since certain communication may be time critical.

4. College use of email

Email is a mechanism for official communication within Clovis Community College . The College expects that students will open and read such communications in a timely fashion. Official email communications are intended only to meet the academic and administrative needs of the campus community.

• College use of email;
• Email shall not be the sole method for notification of any legal action;
• Assignment of student email addresses;
• Student use of and responsibilities associated with assigned email addresses;
• Expectations of email communication between faculty and student, staff and student, and administrators and students.

5. Faculty use 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 official student email policy will ensure that all students are able to comply with email-based course requirements specified by faculty. Faculty can therefore make the assumption that students' official email accounts are being accessed and they can use email for their classes accordingly.

6. Redirecting of student email

The CCC assigned email address will be the address used by CCC staff/faculty to communicate to students. Students who redirect (auto forward) messages sent to their official CCC student email address to another address (such as AOL, Yahoo, Hotmail, etc…), do so at their own risk. Having email lost as a result of redirection does not absolve the student from responsibilities associated with communication sent to his/her official CCC email address. The College is not responsible for the handling of email by outside vendors.

7. Authentication for confidential information

It is a violation of College policies, including the Student Code of Conduct, for any user of official email addresses to impersonate a College office, faculty/staff member, or student. To minimize this risk, some confidential information may be made available only through Student Self Service Web Access, which is password protected. In these cases, students will receive email correspondence directing them to Student Self Service Web Access, where they can access the confidential information only by supplying their student ID and PIN. The confidential information will not be available in the email message.

8. Privacy

Email users should exercise extreme caution in using email to communicate confidential or sensitive matters and should not assume that email is private and confidential. It is especially important that users be careful to send messages only to the intended recipient(s). Particular care should be taken when using the "reply" command during email correspondence, because many mailing lists are configured to deliver replies to the entire list, not just the author of a given message.

• All use of email, including use for sensitive or confidential information, will be consistent with the Board of Trustees policy statement on use of electronic email by students.
• Confidentiality of student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, will be consistent with FERPA.

9. Name changes for the student email policy

Electronic mail or “email” is considered the official method for communication to Clovis Community College students.

Name changes will affect your student email address. If you request a name change, a new email address will be created at the end of the semester.

Continue to check your existing email account until you receive a letter notifying you of your new email address.

If you have questions, please call 505.769.4025.

Policy Review

The Vice President for Information Technology and the Dean of Student Services will review this policy as needed. Students with questions about the policy should contact Mara at Ext. 4004 or Rachel at Ext. 4747.