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Policies and Procedures

Email Policy for Employees

Based on the reliance and acceptance of email systems, email messages are considered an official means of communication with employees of Hudson Valley Community College. Employees are expected to comply with the Computer Use Policy when using the college’s email system.

All employees are assigned an official college username and password combination for accessing the email system, and an official college email address for receiving and sending email messages. Pursuant to their contractual work obligations, the college expects that employees will use their official college username and password combinations and their official college email addresses, to read email messages. Pursuant to their contractual work obligations, employees are not absolved from the responsibilities associated with the contents of email messages if employees do not read their email messages.

Employees are expected to maintain their own email inboxes. Employees are assigned 500MB of disk storage within which their own usage for email, calendar, contacts and tasks information must be managed. Each employee is responsible for managing their own disk storage usage. Employees will be notified by the server if their disk storage usage begins to approach their quota and will then have to take some action to reduce their disk usage. This action may simply be removal of email messages, or may be copying (backing up) of email messages to some other location followed by removal of the email messages. We will automatically remove email messages that are 30 days old or older from the Trash folder on the server. An email message deleted from your server Inbox will automatically be moved to your server Trash folder and will then be automatically removed after 30 days. We will not remove any other email messages from any other user folders on the server.

The college does offer the capability to automatically forward email messages from a college email address to another email address. However, the college does not recommend that employees automatically forward email messages to any other email address. The college will only support the college email system provided to employees. The college is not responsible for the handling of email messages by outside vendors. Employees are not absolved from the responsibilities associated with the contents of email messages sent to their official college email address if the automatic forwarding of email messages results in the loss of these email messages.