University Email Policy

Policy Author:
Information Technology

Responsible Office-Department:
Information Technology

Effective Date of Policy:
November 5, 2024

Purpose of This Policy

Daemen University provides email accounts and services for employees, students, and others to support its mission. This policy addresses email account creation, usage, and access based on affiliation with and separation from the University. 

All communications and information transmitted by, received from, or stored in the email system are University records and the property of Daemen University. E-mail addresses are likewise property of the University.

For requirements and guidelines related to email account use, see the Electronic Communication Policy and the Technology Acceptable Use Policy.

Proposed Policy Narrative

Email is a fundamental communication tool for the University. The Office of Information Technology provides and manages email services to ensure they are available, reliable, and secure. 

Daemen’s email system is the official means of communication for University matters between employees and students. All Daemen employees must use their official email account containing the @daemen.edu domain for all Daemen-related correspondence and when conducting Daemen-related business.

This policy is intended to address email account creation, usage, and access upon affiliation with and separation from the University.

Upon Affiliation with the University

Following formal university hiring procedures, an email account will be provided as follows:

Employees – full-time faculty

• Upon hire, the hiring manager requests the user account via the Account Request Form.
• The account request form will trigger an email from OneLogin to the employee’s personal email account, which must be activated within 24 hours.
• Faculty accounts will be created six weeks before the contracted start date. 

Employees – part-time faculty 

• Upon hire, the hiring manager requests the user account via the Account Request Form.
• The account request form will trigger an email from OneLogin to the employee’s personal email account, which must be activated within 24 hours.
• Faculty accounts will be created six weeks before the contracted start date. 

Employees – full-time and part-time staff

• Upon hire, the hiring manager requests the user account via the Account Request Form.
• The account request form will trigger an email from OneLogin to the employee’s personal email account, which must be activated within 24 hours.
• The account will be created two weeks before the employee starts. 

Current Students 

Currently enrolled students include online, graduate, undergraduate, full-time, and part-time students. 

• Upon deposit, the student’s account is created within 72 hours. 
• An automated welcome email will be sent to the student’s personal email address. 
• Students then must set up their account and create a password.

Others

Based on the role’s requirements, a Daemen account may be created in consultation with Information Technology and Employee Engagement. 

• The requesting office submits the user account creation via the Account Request Form.
• The account request form will trigger an email from OneLogin to a personal email account, which must be activated within 24 hours.
• If access to only Blackboard is required, a non-Daemen email account can be provided via an IT Ticket. 

Upon Separation from the University

Employees – Faculty

When a faculty member separates from Daemen for reasons other than retirement, the following actions are taken:

• Access to the email account will be suspended based on the separation date.  
• The Records Retention and Destruction Policy governs the preservation of the contents of email accounts.
• By default, a standard out-of-office message will be constructed. 
• If the person returns, the email account will be reactivated with the same email address as before. 

Retired faculty: The account will remain active for three months. It is email only, with no access to licensed university software or shared department folders.

Employees – Emeriti Faculty

The email account will continue to be active with 25GB of Google Drive storage upon receiving Emeriti status.

Employees – Staff

The separation date is based on the employee’s letter of resignation. 

Unless a former employee has been granted temporary email account access for reasons other than retirement, when an employee separates from Daemen, the following actions are taken unless the employee is also currently classified as a student or part-time faculty member: 

• Access to the email account will be suspended based on the separation date.  
• The Records Retention and Destruction Policy governs the preservation of the contents of email accounts.
• By default, a standard out-of-office message will be constructed. 
• If the person returns, the email account will be reactivated with the same email address as before. 

Matriculated Students – Non-Active or Withdrawn

See the Withdraw from University / Leave of Absence Policy for information on formal withdrawal policies and procedures. 

The following actions are taken for withdrawn/non-active students unless the student is also an employee or former employee, in which case the email account will be treated as an employee or former employee account: 

• Access to the student’s email account may continue for up to three months from the withdrawal date.
• The Records Retention and Destruction Policy governs the preservation of the contents of email accounts.
• If the student becomes active later, the email account will be reactivated with the same email address as before.

Non-Matriculated Students – Non-Active

The following actions are taken for separated students unless the student is also an employee or former employee, in which case the email account will be treated as an employee or former employee account: 

• Access to the student’s email account may continue for up to three months from the last registered semester.
• The Records Retention and Destruction Policy governs the preservation of the contents of email accounts.
• If the student becomes active later, the email account will be reactivated with the same email address as before.

Alums 

Access to a graduating student’s email account will continue for one year after graduation.

• The Records Retention and Destruction Policy governs the preservation of the contents of email accounts.
• If the student becomes active later, the email account will be recreated with the same email address as before, and no previous data will be available.

Others

Once an affiliation with the university ends, the following actions are taken: 

• Access to the email account will be suspended.
• The Records Retention and Destruction Policy governs the preservation of the contents of email accounts.
• If the person returns, the email account will be reactivated with the same email address as before. 

Email Use

Employees, students, and others considered the primary account holders are responsible for email messages originating from their accounts and must follow the Technology Acceptable Use and Electronic Communication Policies.

To ensure compliance with various laws and regulations and proper retention of university business records, @daemen.edu email accounts must be used for correspondence associated with an employee’s job duties. 

• University email may not be forwarded. Daemen will not use server forwarding rules to forward or automatically redirect employee emails to a non-Daemen (private or third-party) email system.
• The default email address includes @daemen.edu. Employees may not use an alias email address.
• Protected (confidential) and private information should be encrypted or password-protected when transmitted via email. 
• University email accounts may not be used to send spam. 
• The university reserves the right to revoke email privileges as necessary. Any account may be deactivated for (1) inactivity or (2) misuse as provided by university policies, including, but not limited to, the Electronic Communication Policy and the Technology Acceptable Use Policy. 

Email, Public Records and Retention Requirements

• University @daemen.edu emails sent or received in connection with official university business are the university’s property and must be managed by applicable laws, regulations, and university policies.
• Email is generally considered a protected data asset and is maintained in the most secure manner possible. Access to the email system is limited to a minimum number of trusted employees, and the Information Security Plan governs access to email accounts.
• Email retention and classification (public, private, or protected) requirements are based on email information. University policies, federal and state laws and regulations, contracts, and other legal arrangements define them.

Email destruction shall comply with the Record Retention and Destruction Policy and other applicable rules and regulations associated with research grants.