Getting Help: E-mail

E-mail Account Policy

E-mail accounts are considered a vital and primary resource for campus communication. Upon recognition of campus affiliation, students, faculty and staff are all eligible to receive a College of Wooster e-mail address. Campus entities, such as departments, organizations, and groups, may also qualify for an e-mail address with special permission.

Help is available to users who are interested in creating rules in either Scotmail or Groupwise, as well as help for setting up and maintaining electronic mailing lists (listservs). Click on the following links for more information:

Individual Account Creation
Upon recognition of campus affiliation, notification must be sent to the SystemsAdministrator for a new e-mail account to be created. All notifications must contain the full name of the individual. In addition, student notifications must include the class year. For the case of faculty and staff, a department name must be included.

Notification will come from one of three sources. For students, notification will come from the Dean of Students Office. For faculty, notification will come from either the Vice Presidents Office or Human Resources. Finally, for staff notification will be sent by Human Resources.

It is recommended that new account information be provided at least 2 weeks prior to the arrival of the individual(s) on campus in order to have the request processed and disseminated in time. Completed faculty and staff account information will be sent to their respective department heads. Students will be notified of account information by the Dean of Students Office.

New accounts will typically take the structure of «accountname»@wooster.edu. All e-mail addresses must conform to the standards set by the mail server software and the naming convention decided upon by the System Administrator. Previous account name use or user preference does not take precedence over this naming scheme.

Faculty and employees retiring from the College may choose to maintain their email account. The account may never have more than 30 mb of messages and attachments on the server at any given time. An email containing the policies of maintaining an account will be sent to the address upon retirement. If that email is not opened within 60 days of retirement, the account will be deactivated.

Account Maintenance
E-mail accounts once granted must be maintained. Some basic maintenance duties may be characterized by but not limited to: removing messages deemed to be "trash," actively checking the content of new messages, and changing passwords. Mailbox contents should be kept under 50MB for students and 100MB for faculty and staff. This equates to roughly 1000 messages for students and 2000 messages for faculty and staff. It is the responsibility of the owner of an e-mail account to backup or remove messages from the mail server without regard to their account to backup or remove messages from the mail server without regard to their affiliation with the College. Assistance with backing up email is available through the Help Desk at x4537.

Users found with disproportionately large mailbox sizes, may be required to reduce the contents of their mailbox size to benefit the welfare of all users on the mail server. Mail sent to Wooster addresses will not be forwarded to off-campus addresses from the server.

Account Security
It is the responsibility of all users to maintain the confidentiality of their account passwords. If unauthorized use of an account is suspected, the user should contact the Help Desk immediately. Users are responsible for all mail originating from their account.

Password Changes
Any student wishing to have their password changed must bring their ID to the 4th floor of Morgan Hall between 8:00am and 5:00pm. Faculty and staff can contact User Services staff for assistance.

Removal of Accounts
Upon notification of an individual's inactive status change with the College, their email account may be deleted. Once an email account has been deleted, the email cannot be retrieved. All users should be aware of the following:

Faculty

Faculty may keep their email account through the end of their contract. Prior to deletion, the user will receive an email stating the date upon which the account will expire.

Staff

If a staff member resigns and provides the proper notice according to Human Resources policy, s/he will have two weeks before the account is deactivated. If a staff member resigns without the proper notice, the account may be deactivated immediately.

Accounts of staff who have left the College may be requested to be given to the staff member's supervisor, provided notice is given to the System Administrator before the staff member has been reported by Human Resources as disassociated with the College.

Students

Students who withdraw for any reason will have their account deactivated upon notification by the Dean of Student's office to the System Administrator. If any time is to be granted to extend the account, it must be negotiated with the Dean of Students PRIOR to the withdraw date. If a student returns to campus, all attempts will be made to reinstate the same account name, however, if that account name has been assigned the returning student will receive a new account name.

Students on leave retain their email address.

Graduates may retain their email address for six months after graduation. A notification will be sent to the address two weeks prior to the account being deleted.

Change of Addresses
A request to change an email address will be honored under the following conditions:

• Name change — if the user changes his or her name
• In cases of identity theft

Email names and address book details will be created based on the name entered into the main biographical database by the Human Resource department. Users who would prefer to use a nickname, etc. must have the database changed by the Human Resources office.