College-Provided Email Policy
Last Updated: August 2023
Applies To: All Faculty, Staff, Students, Affiliates, Retirees
I. Purpose
Electronic mail (email) is a primary means of communication both within Northeast Mississippi Community College (“NEMCC”, “Northeast”, “College”) and externally. Email provides a quick and efficient means to conduct business, but, if not used properly, it carries the risk of harm to the NEMCC and members of its community.
The purpose of this policy is to establish the eligibility, expectation, and parameters for college-provided email addresses.
II. Scope
This Policy applies to all email accounts maintained, provided, and offered by the College. This Policy applies to all nemcc.edu email addresses and all sub-domains.
A. Faculty and Staff
NEMCC provides email accounts to all current faculty and staff to conduct College business.
B. Students
NEMCC provides email accounts to all currently enrolled students at Northeast. In addition to the policies applicable to all members of the Northeast community, student use of email is subject to the Student Code of Conduct.
III. Information Classification Restrictions
Although the College will make every attempt to ensure email message security, it's essential to understand that email is generally not considered a secure means of communication. Therefore, NEMCC email accounts must not be utilized for transmitting or storing Personally Identifiable Information (PII).
IV. Ownership of Northeast Email Accounts
NEMCC owns all college-provided email accounts. Subject to underlying intellectual property rights under applicable laws and NEMCC policies, NEMCC also owns the information transmitted or stored using Northeast email accounts.
V. Passwords
To help safeguard your identity and privacy, do not share your passwords with anyone or give your password to anyone.
See the NEMCC Password Security Policy for more information on creating a safe and acceptable password.
VI. Authorized Users and Termination of Services
The following outlines the authorized users of email at the College, as well as the termination of services provisions:
|
Authorized Users |
Termination of Northeast Email Service |
|
Students |
Access to Northeast email ends 120 days after graduation or separation from the College and may be terminated immediately for misconduct, schedule cancellations, “no-shows”, or in the best interest of the College. |
|
Faculty (Full-time, Part-time, and/or Adjunct) |
Access to Northeast email ends 90 days after separation from the College. Access may be terminated immediately for misconduct, termination with cause, or in the best interests of Northeast. |
|
Staff (Full-time and/or Part-time) |
Upon separation, staff emails in the @nemcc.edu domain will be forwarded to a current employee to ensure operational continuity. |
|
Retirees (Faculty and Staff) |
Retirees may opt-in to keep a college email address, although the email will use the College’s secondary email domain (@tigers.nemcc.edu). |
Once email services have been terminated, Northeast will no longer provide and/or restore email, unless required by law to do so.
VII. Acceptable Use of Northeast Email Accounts
Members of the College community must comply with all College Policies and must comply with applicable state and federal laws when using Northeast email accounts to conduct College business.
VIII. Northeast Email Forwarding
Northeast email is an official means of communication for the College. Faculty, staff, and students are required to conduct Northeast business from their college-assigned email address containing the nemcc.edu domain.
IX. Exceptions
Exceptions to, or exemptions from, any provision of this Policy must be approved by the Director of the Computer Center.
X. Violations
Violations of this Policy by faculty, staff, or students may be subject to disciplinary action.