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Campus Email Use Guidelines

Purpose

This document outlines the processes used to create, maintain and delete user accounts on Seton Hall University's email systems.

Scope

This document covers all students, faculty, and employees who use the Seton Hall University email systems, including part time students, adjunct faculty, part-time employees, and contractors who are provided Seton Hall University email accounts. This scope of this document excludes Seton Hall University alumni who are provided email accounts by University Affairs as part of the University's "Email for Life" program.

Appropriate Use of the Campus Email System

Use of the campus email system is governed by the University's Policy on the Appropriate Use of Computer Systems.

Email Retention Requirements

Emails are subject to the same retention policy as paper records, as outlined in the University's Record Retention and Disposition Policy.

Email Systems

Student, faculty, employee, temp and contractor email accounts are provided using Microsoft's Office 365 suite of services and hosted by Microsoft.

Account Generation

User email accounts are generated as part of the account generation process, as detailed in the corresponding policy.

Account De-activation

The de-activation process for email accounts differs depending on the user's role at the University.

  • Access to email for full time faculty, employee, temp and contractor is disabled in Active Directory as soon as Banner detects that the user no longer has an active assignment in Banner.
  • Students retain access to their University email for approximately six months after their active assignment ends, unless University IT Services is directed otherwise by Student Services.
  • Adjunct faculty retain access to their University email for approximately a year after their active assignment ends, unless University IT Services is directed otherwise by Academic Affairs. This is intended to ensure continuity of access and services for students and adjunct faculty who may not be registered or teach in a given semester.
  • The Department of Human Resources notifies University IT Services in cases where a faculty or employee separation from the University requires immediate disabling of account access. Student Services notifies University IT Services in cases where a student separation from the University requires immediate disabling of account access.

Deletion of a user email account occurs if the user does not have an active Banner record and has not logged in to his/her email account for over 450 days.

Email Quotas and File Size Restrictions

As determined by Microsoft, email on the hosted Microsoft Office 365 system has a maximum file size for attachments of 25 MB (megabytes) and a maximum mailbox size (including folders and deleted mail) of 50 GB (gigabytes).

Archiving

An Archiving folder is available in Microsoft Office 365.  It must be set up by the user prior to utilizing the archive feature.  Archived email does not contribute to the 50 GB limit of user email.

Legal Holds

Users who receive a notice of legal hold from University Counsel are responsible for keeping copies of all relevant documents, including email.

When University IT Services receives notification from University Counsel that an email account holder has a legal hold, a legal hold process is initiated with Microsoft Office 365.

Responsible Office(s)

University IT Services

Approved by Banner and Administrative Computing Steering Committee
September 20, 2012

Effective Date
September 20, 2012

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