E-mail Policy for Employees
Based on the reliance and acceptance of e-mail systems, e-mail 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 e-mail system.
All employees are assigned an official college username and password combination for accessing the e-mail system, and an official college e-mail address for receiving and sending e-mail 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 e-mail addresses, to read e-mail messages. Pursuant to their contractual work obligations, employees are not absolved from the responsibilities associated with the contents of e-mail messages if employees do not read their e-mail messages.
Employees are expected to maintain their own e-mail inboxes. Employees are assigned 500MB of disk storage within which their own usage for e-mail, 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 e-mail messages, or may be copying (backing up) of e-mail messages to some other location followed by removal of the e-mail messages. We will automatically remove e-mail messages that are 30 days old or older from the Trash folder on the server. An e-mail 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 e-mail messages from any other user folders on the server.
The college does offer the capability to automatically forward e-mail messages from a college e-mail address to another e-mail address. However, the college does not recommend that employees automatically forward e-mail messages to any other e-mail address. The college will only support the college e-mail system provided to employees. The college is not responsible for the handling of e-mail messages by outside vendors. Employees are not absolved from the responsibilities associated with the contents of e-mail messages sent to their official college e-mail address if the automatic forwarding of e-mail messages results in the loss of these e-mail messages.