The mechanism for official Macalester College communication for all community members (faculty, staff, and students) is the macalester.edu email address and network account which provide access and privileges for use in connection with all business and instructional activities of the College. These accounts and all work-related electronically stored information are legally the property of Macalester College, not the individual user who is assigned an account. Users do not have a right of privacy in communications transmitted from or stored on College information technology resources. Community members are responsible for receiving, reading, complying with and responding to official email communications from the College. Community members are also responsible for protecting student data in accordance with <\/span>FERPA<\/span><\/a> and complying with all applicable laws, regulations, and institutional policy.<\/span><\/p>\n\n\n\n Individual account passwords should never be shared with anyone. The owner is responsible for updating and safeguarding their own passwords. Passwords must meet or exceed the <\/span>password policy<\/span><\/a> and multi-factor authentication is required at all times. Failure to comply with Macalester\u2019s password or multi-factor authentication requirements will result in loss of account access.<\/span><\/p>\n\n\n\n All students are assigned a Macalester College email address and all official College communications are sent to this email address. A student’s failure to receive or read in a timely manner official communications sent to the student’s official email address does not absolve the student from knowing and complying with the content of the official communication. Procedures for accessing email are published on the <\/span>Student Technology Checklist<\/span><\/a>.<\/span><\/p>\n\n\n\n Employees (faculty, emeriti and staff) may use or distribute work-related email or other electronically stored information only as is appropriate in the performance of the employee\u2019s work responsibilities. Macalester\u2019s information technology resources are not to be used for personal matters.<\/span><\/p>\n\n\n\n Parties that are affiliated with the college, also known as non-employees (NOEM), are assigned a Macalester College email address. These accounts are to be used only for business purposes.<\/span><\/p>\n\n\n\n Macalester expects individuals to use their assigned accounts in a manner that does not violate College policy or community standards, violate the privacy rights of its employees and students, disclose confidential information of the College or otherwise detract from or cause harm to the College and\/or individuals employed or associated with the College. This prohibition includes any email that violates the law. In addition, Macalester employees may not disguise or fraudulently represent their identity when using Macalester\u2019s information technology resources.<\/span> All access and activity within Information Technology resources is monitored and logged.<\/p>\n\n\n\n Macalester has the right and ability to access individual accounts, despite the fact that a user has established login credentials. However, Macalester and its agents or custodians of the email system and network will not access or disclose the content of an individual\u2019s Macalester email account unless the College has a good faith belief that the <\/span>terms of acceptable<\/span><\/a> use have been violated. In addition to a good faith belief that a violation has occurred, permission must be secured from the Authorized Leader designated for each constituency:<\/span><\/p>\n\n\n\n *In situations where the Authorized Leader listed above is unable to perform this duty in the manner or time frame needed, an Officer of the College will assume decision authority. <\/span><\/p>\n\n\n\n Although not a complete list, the following conditions represent potential situations for access:<\/span><\/p>\n\n\n\n If a user is on leave from employment at Macalester, for any reason, a manager may request delegate access to that individual\u2019s account for business continuity purposes. Managers will need to demonstrate to the Authorized Leader why delegate access to a user\u2019s account is warranted and to the extent possible, access will be tailored to the need. Individual account passwords will not be shared or provided by any individual of the community.<\/span><\/p>\n\n\n\n Additionally, managers may request and be granted delegate access to an individual\u2019s email account upon termination of employment for business continuity purposes. In these instances, the manager will be granted delegate access for a period no greater than 30 days after an employee\u2019s last day of employment. Exceptions will be made on a case by case basis with compelling business rationale. Upon conclusion of this period, the account and its contents will be terminated.<\/span><\/p>\n\n\n\n Accounts of students who graduate will be closed on October 1<\/span>st<\/span> of the following graduation year. Information on how to migrate away from Google Workspace prior to account termination can be found on the <\/span>Graduates Technology Checklist<\/span><\/a>. <\/span><\/p>\n\n\n\n Accounts for students leaving for reasons other than Graduation or Leave of Absence are disabled <\/span>at the beginning of the next semester<\/span>. <\/span><\/p>\n\n\n\nStudents<\/h2>\n\n\n\n
Employees<\/h2>\n\n\n\n
Non-Employees<\/h2>\n\n\n\n
Terms of Acceptable Use<\/h2>\n\n\n\n
Accessing Accounts<\/h2>\n\n\n\n
\n
Situations That May Constitute Grounds for Access<\/h3>\n\n\n\n
\n
Unacceptable Access to an Individual\u2019s Email Account<\/h3>\n\n\n\n
\n
Suspension or Transfer of Access<\/h2>\n\n\n\n
Termination of Accounts<\/h2>\n\n\n\n
Student Account Termination<\/h3>\n\n\n\n
Employee Account Termination<\/h3>\n\n\n\n