Email Accounts Policy

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Policy Code: 
1392
Approval Authority: 
Chancellor
Policy Type: 
University Policy
Policy Owner: 
Academic Affairs
Responsible Office: 
Information Technology Services - 828.251.6404

I. Purpose

Establishes policies and procedures for the setup and maintenance of Email accounts. Note that Email accounts provide no access to University information resources, data, or administrative servers.

II. Scope

Applies to UNC Asheville faculty, staff, students, alumni, retirees, volunteers, interns, vendors, guests and others requiring access to email services.

III. Policy

Information Technology Services (ITS) is responsible for administering the University’s Google Email system. The use of University Email accounts is a privilege extended to advance the teaching and learning, research, service, and administrative work that constitute the University’s mission. Email accounts may not be used for private gain. Use of the account must follow the guidelines in the University’s Computer Use Policy.

A. Staff, Faculty, and Student Accounts

Full or part-time employees (whether classified as faculty or staff) and all students are assigned an individual Email account.

B. Generic Accounts

When in the best interest of the University and upon request of unit heads, ITS will create “generic email” accounts to serve specific purposes not well served by personal accounts. The “ITS Generic Email Account Request Form” can be found on the ITS website. Typically these accounts represent functions such as online reference service in the library and can be accessed by multiple authorized personnel. These accounts are reviewed annually to verify their continuing utility and use. Disused accounts are deactivated.

C. Retiree Accounts

Retiree email accounts may be offered to retiring faculty and staff during their exit interview with Human Resources. Retiree email accounts are hosted by Google in a separate domain, ret.unca.edu. Although email and documents may not be migrated to retiree accounts, ITS will assist retirees in migrating their Contacts to their retiree account. Retiree accounts are provided without support by ITS.

D. Alumni Accounts

Alumni email accounts will be offered to graduates of UNC Asheville. Alumni accounts are hosted by Google in a separate domain, alumni.unca.edu. Alumni accounts are provided without support by ITS.

E. Contract, Non-Agency Personnel, Volunteer, Vendor, and Guest Accounts

Accounts may be requested by a department head for contract, non-agency personnel, volunteers, vendors, or guests. The “Non Agency Account Request Form” can be found on the ITS website.

  • Email accounts will typically be limited to employees of the University. On occasion, however, an account may be granted to a contractor, non-agency personnel, volunteer, vendor, or guest supporting a University unit, provided the supervision Department Head receives Vice Chancellor approval.
  • Limited, fixed-term authorization for access by contract, non-agency personnel, volunteers, vendors, or guests requires:

■ A written request from the director or manager of the unit;

■ Such authorization will typically be limited to a maximum of 6 months;

■ Signed acceptance by a unit employee or the director/manager accepting responsibility for the actions of the contract, non-agency personnel, volunteers, vendors, or guests;

■ Approval by the appropriate Vice Chancellor;

■ The contract, non-agency personnel, volunteers, vendors, or guest’s acceptance of University policies and procedures related to accessing University computers, networks, and data evidenced by the volunteer’s completion of the "Non Agency Account Request Form".

It is the responsibility of the department head to notify ITS when the account should be deactivated if this occurs before the expiration date.

IV. Password Expiration Guidelines

Passwords on all administrative email accounts expire every 90 days. Prior to the expiration date, users will receive an electronic message, prompting them to reset their password.

V. Account Deletions

Email accounts held by faculty and staff members are automatically deactivated after 5:00 p.m. on the date entered as “Last Work Date” by the Human Resources Department. Email accounts for students are deactivated during an account cleanup process (typically performed after the census date in the fall and spring semesters). Accounts are disabled for any student that is deemed inactive.

VII. Definitions

Information Technology Security Officer is a person or persons designated by the UNC Asheville CIO who can verify that accounts are set up in accordance with the data manager's directives.

Associated Forms: