Definitions
To clarify terms used within these policies, the following definitions are provided:
E-mail account: An e-mail account is the location where mail is actually delivered. It is a combination of a login username and password and disk space. A person may have several e-mail accounts on different computers or e-mail servers.
E-mail username: The actual name of the account as typed in at the Username prompt when logging onto e-mail.
- E-mail usernames for faculty and staff are constructed as follows:
- first initial, last name, (optionally) unique number@bakeru.edu.
- For example: Jane Smith would be JSmith@bakeru.edu if there were no other JSmith accounts. Otherwise she would have a number in the username such as JSmith2@bakeru.edu
- E-mail usernames for students are constructed as follows based on the student's name as submitted on their admissions application:
- last name_first initial, (optionally) unique number@wildcat.bakeru.edu.
- For example: John Brown would be Brown_J@wildcat.bakeru.edu if there were no other Brown_J accounts. Otherwise he would have a number in the username such as Brown_J2@wildcat.bakeru.edu
E-mail delivery address: The username@servername.bakeru.edu address is the delivery address. Each e-mail account has its own unique delivery address which can be given out to correspondants as one's e-mail address.
E-mail name address: The first.last@servername.bakeru.edu address is an alias address. It is linked to a preferred e-mail account but is, itself, not an account username, but rather a permanent e-mail alias. Use of the name address ensures that the e-mail address will remain the same the whole time one is at Baker.
Preferred e-mail account: If a person has more than one e-mail account, they will need to select a preferred e-mail account which should be the account that receives most mail from correspondants. The name address will be linked to the preferred e-mail account for direct delivery.
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Security, Privacy and Confidentiality
- Baker cannot guarantee the security, privacy, and confidentiality of e-mail. Users should not assume confidentiality of their e-mail. Users should exercise caution when sending personal, financial, confidential or sensitive information by e-mail. Examples of why e-mail confidentiality cannot be guaranteed are:
- E-mail may be subject to disclosure under law.
- Back-up copies may be retained for periods of time and in locations unknown to senders and recipients even if the user has deleted it from their account or PC.
- In the course of routine systems maintenance, troubleshooting and mail delivery problem resolution, network or systems staff may inadvertently see the content of e-mail messages.
- Password protections are advised but cannot be guaranteed.
- Senders can mask their identity.
- Messages can be easily forwarded without permission to individuals or groups, even though it violates copyright law.
- Messages can be intercepted while in transit through the network.
- Forwarded messages can be altered from the original.
- Encryption and digital signatures are evolving technologies and are not yet available for use at Baker.
- Once a message is received on a machine outside of Baker, all of the above concerns continue to apply.
- Users must maintain the security of accounts.
- Users are advised to protect and regularly change their account passwords.
- Passwords are not to be shared with others and their confidentiality is to be strictly maintained.
- Users will be held accountable for all actions performed with their passwords, including those performed by other individuals as a result of user negligence in protecting codes.
- No one is to use another individual's account, with or without permission.
- Unauthorized anonymous and pseudonymous communications are prohibited.
- Misrepresenting or forging the identity of the sender or the source of an electronic communication is prohibited.
- The intentional propagation of computer "worms" and "viruses", the sending of electronic chain mail, denial of service attacks, and inappropriate "broadcasting" of messages to large numbers of individuals or hosts are prohibited.
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E-mail Accounts
- Eligibility for an e-mail account is defined in the Baker University Information Technology Responsible Use Policy.
- Users of e-mail must adhere to the Baker University Information Technology Responsible Use Policy
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E-mail accounts are assigned a disk quota on the e-mail server which can only be increased based on valid business justification.
E-mail accounts can be immediately locked upon the request of an administrative department head or dean.
When a user's affiliation with Baker ends Baker will terminate access to e-mail accounts. Baker may, at its discretion, permit the user to have the access to e-mail forwarded or redirected for a limited period of time.
E-mail addresses are held from use for one year to avoid possible confusion of mail delivery.
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E-mail Addresses
- E-mail name addresses are generated from the user's legal name and must be unique. Duplicate names are resolved based an alternate name selected by the affected user(s) or the use of a unique number with the name.
- E-mail usernames and e-mail name addresses may be changed when a user legally changes their name.
- Users who opt to use their firstname.lastname@bakeru.edu form of e-mail address have one opportunity to change the first name portion of the name address during their time at Baker. The last name in the firstname.lastname@bakeru.edu address must be the user's legal last name.
- A user may elect to use either the name address (firstname.lastname@bakeru.edu) or the e-mail delivery address (username@bakeru.edu) as their address. Use of e-mail delivery address is subject to change any time the e-mail server is retired and/or replaced by another server. Notification of server changes will be issued by Computer Services at least 3 months in advance of such a change.