240.035 – MFA Student Email Policy

Updated: June 2020

Policy
There is an expanding reliance on electronic communication among students, faculty, staff, and administrators at Maine Media Workshops + College. This is motivated by the convenience, speed, cost-effectiveness, and environmental advantages of using electronic communications rather than printed communication. Further, Maine Media has experienced a wider geographic dispersion of students resulting in a direct need to communicate reliably and consistently via email as well as electronic messaging. Because of this increasing reliance on and acceptance of electronic communication, it is considered an official means for communication within Maine Media Workshops + College.

Implementation of this policy ensures that students have access to this critical—if not essential—form of communication. This policy will ensure that all MFA students can access, and be accessed by email, as the need arises. This is especially relevant as it relates to disseminating critical MMW+C-related information.

Procedure
All MFA students currently enrolled at MMW+C are required to have email addresses, as outlined below.

MMW+C use of email
All students currently enrolled in the MFA Program at MMW+C are assigned an email address. Email is a mechanism for official communication within Maine Media. Official email communications are intended only to meet the academic and administrative needs of Maine Media’s community. Students must check regularly for targeted announcements and email communication from Maine Media at a minimum of twice per week. Students have the responsibility to recognize that certain communications may be time-critical. 

Assignment of student email
Official mainemedia.edu email accounts will be created automatically for all enrolled MFA students at Maine Media College by the IT department or designated personnel. Notification and instructions will be sent to students email on file upon registration.

Maine Media Workshops + College email is hosted and supported by Google Apps. Google has signed a contract committing them to uphold a strict privacy policy and to always treat your personal information with the utmost care and security. See Google’s Privacy Policy and Gmail Program Policies for additional information.

Expectations about student use of email
Students are expected to check their email no less frequently than twice a week in order to stay current with MMW+C-related communications. Students have the responsibility to recognize that certain communications may be time-critical. Faculty can therefore make the assumption that students’ official e-mail is being accessed and they can use email accordingly. Failure to check for messages and failure to receive messages due to full mailboxes or auto-forwarded email are not acceptable excuses for missing official MMW+C communications. Students may auto-forward email to an outside email client at their own risk. MMW+C does not support auto-forwarding of email and will not assist in troubleshooting problems with outside email clients or forwarded email.

Students using Maine Media email and are expected to conduct themselves in accordance with Maine Media’s Code of Conduct.

Privacy
Email users should exercise extreme caution in using email to communicate confidential or sensitive matters, and should not assume that email is private and confidential. It is especially important that users be careful to send messages only to the intended recipient(s). Particular care should be taken when using the “reply” command during email correspondence, because many mailing lists are configured to deliver replies to the entire list, not just the author of a given message.

Confidentiality of student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, will be consistent with Maine Media’s Academic Records Policy (160.011).

Within the limits of state and federal law, any copies of messages created, sent, or received by students MMW+C e-mail systems are the property of the MMW+C, Privacy of e-mail is not guaranteed. Authorized Maine Media personnel may monitor e-mail system usage for purposes of planning and managing resources, evaluating system performance, troubleshooting purposes, or investigating suspected abuse.

Students should exercise care in sending confidential messages over the e-mail system. The use of encryption is recommended when sensitive messages must be sent.

Misuse of MMW+C Email
Examples of misuse of MMC-provided electronic mail systems include, but are not limited to:

1. Circulating chain letters

2. Using MMC e-mail systems for “for-profit” activities

3. Large-scale distributions of unsolicited e-mail without prior approval. Users should contact the Provost or President to be informed of the correct procedures for handling large email distributions.

Electronic communications shall not be the sole method for notification of any legal action.

Student Account Termination
Students will receive notification when their account is activated the date the account will terminate. Information on how to migrate away from G Suite (including Email), download data, etc. can be found at the Graduates Technology Checklist.

Accounts for students leaving for reasons other than Graduation or Leave of Absence are: a) disabled immediately, and b) deleted (all content) after 30 days.

Students who have applied for and received an authorized Leave of Absence may request, in writing to the Registrar & Director of Student Services, permission to use computing services while on temporary withdrawal. The request must include the academic concerns that require the exception to this policy.