• Seton Hall University
• Policies and Procedures

Purpose

This document outlines the process used to create, maintain and delete user accounts on the Seton Hall University’s e-mail system.

Scope

This document applies to all students, faculty, and employees who use the Seton Hall University e-mail system, including part-time students, adjunct faculty, part-time employees, and contractors who are provided Seton Hall University e-mail accounts. The scope of this document excludes Seton Hall University alumni who are provided e-mail accounts by University Affairs.

Definitions

Policy

Appropriate Use of the Campus E-mail System
Use of the campus e-mail system is governed by the University’s Policy on the Appropriate Use of Computer Systems. 

E-mail Retention Requirements
E-mails are subject to the same retention policy as paper records, as outlined in the University’s Record Retention and Disposition Policy.

E-mail Systems
Student, faculty, employee, temp and contractor e-mail accounts are provided using Microsoft’s Office 365 suite of services and hosted by Microsoft.

Account Generation
User e-mail accounts are generated as part of the account generation process, detailed in the corresponding policy.

Account De-activation 
The de-activation process for e-mail accounts differs depending on the user’s role at the university.

• Access to e-mail for full-time faculty, employees, temps and contractors is disabled as soon as Banner detects that the user no longer has an active Banner General Person record.

• Students retain access to their University e-mail for approximately six months after their active assignment ends, unless University IT Services is directed otherwise by Student Services.

• Adjunct faculty retain access to their University e-mail for approximately a year after their active assignment ends, unless University IT Services is directed otherwise by Academic Affairs. This is intended to ensure continuity of access and services for students and adjunct faculty who may not be registered or teach in a given semester.

• The Department of Human Resources notifies University IT Services in cases where a faculty or employee separation from the University requires immediate disabling of account access. Student Services notifies University IT Services in cases where a student separation from the University requires immediate disabling of account access.

Deletion of a user e-mail account occurs if the user does not have an active Banner record and has not logged in to his/her e-mail account for over 450 days.

E-mail Quotas and File Size Restrictions
As determined by Microsoft, e-mail on the hosted Microsoft Office 365 system has a maximum file size for attachments of 25 MB (megabytes) and a maximum mailbox size (including folders and deleted mail) of 50 GB (gigabytes).  

Archiving
An Archiving folder is available in Microsoft Office 365. It must be setup by the user prior to utilizing the archive feature. Archived e-mail does not contribute to the 50 GB limit of user e-mail.

Legal Holds
Users who receive a notice of legal hold from University Counsel are responsible for keeping copies of all relevant documents, including e-mail.

When University IT Services receives notification from University Counsel that an e-mail account holder has a legal hold, a legal hold process is initiated with Microsoft Office 365.

Related Policies

• Account Generation Processes
• Appropriate Use Policy
• Data Classification Security Policy
• Policy for Award of the Status of Professor Emeritus
• Records Retention and Disposition Policy

Responsible Offices

Department of Information Technology

Approval

Approved

Effective Date

September 20th, 2012