Purpose

Willamette email accounts, which are always paired with a network account, provide users with access to university applications, data, and email services. The purpose of this policy is to ensure that Willamette community members have appropriate access to these resources and services. This policy applies to all members of the Willamette community.

Definitions

Email Account: An email account in the context of this policy is an @willamette.edu email
address and a corresponding network account and G Suite account. The network account
provides access to university applications and network drives, depending on the role of the user.
Willamette uses G Suite, so an email account includes google cloud storage, calendar, groups,
and other google applications.

Policy

  • Who gets a Willamette Email Account
    • Faculty - Faculty will have email accounts while they are employed by the university and when they have emeritus status. A faculty member's email account will be inactivated at the end of their last day of employment, unless they have emeritus status in Workday. Their Dean can request a temporary extension or forwarding of their email to an external account for the purpose of continuity of university business. For temporary extensions and forwarding, the Dean must specify and end date, and it must be within six months of the last day of employment.
    • Staff - Staff will have email accounts while they are employed by the university. A staff member's email account will be inactivated at the end of their last day of employment. Their supervisor can request a temporary extension of forwarding of their email to an external account for the purposes of continuity of university business. For temporary extensions and forwarding, the supervisor must specify an end date, and it must be within six months of the last day of employment.
    • Students - Students will receive an email account during the enrollment process and will retain it as long as they are enrolled at the university. Students who withdraw from the university will have their email account deactivated.
    • Alumni - Students who have graduated from the university will retain their email account for one year after graduation. However, access to many applications such as WISE and Zoom will be discontinued for cybersecurity and licensing reasons.
    • Affiliates - Individuals with special relationships with the university, such as trustees or contractors, can be granted an email account for the purpose of conducting university business. These email accounts will be deactivated at the conclusion of the university business with that individual.
    • Adjuncts - Adjunct faculty will have an email account if they have an active or future appointment in Workday.

  • Use of Willamette Email Accounts
    • Responsible use of email accounts is defined in the Responsible Use of Information Technology Resources Policy.
    • Secure use of email accounts is defined in the Information Security Policy. Individuals with a university email account will be assigned a cybersecurity awareness module to complete on an annual basis, and if they don't complete it, their email account will be subject to deactivation.
    • Individuals are allowed to use their university email account for incidental personal use with the understanding that the primary use by university business-related and that occasional use does not adversely impact the university or the performance of the network. University email addresses should not be used as user ID's or contact information on personal websites and apps that are not used for university business.
    • In order to avoid confusing official university business with personal communications, employees must never use non-university email accounts (e.g. personal gmail, etc.) to conduct Willamette University business.

Procedures

See Creating a New Network Account for instructions on how to set up a new email account.


Status:
This policy was approved in 2020
Effective Date:
10/5/2020
Last Review Date:
10/5/2020
Next Anticipated Review:
10/1/2022
Responsible Person/Primary Contact:
Jackie Barretta, CIO
Responsible University Office: 
WITS

Willamette University

Willamette Integrated Technology Services

Address
900 State Street
Salem Oregon 97301 U.S.A.
Phone
503-370-6004 voice
503-375-5456 fax

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