Procedure

The College provides free electronic mail accounts to all College employees, to students who are enrolled in a college curriculum program, and others as applicable.  The use of College-provided electronic mail accounts must be related to College business, including academic pursuits.  Incidental and occasional personal use of these accounts is acceptable when such use does not generate a direct cost to the College or otherwise violate the provisions within this Policy.

The College will make reasonable efforts to maintain the integrity and effective operation of its electronic mail systems, but users are advised that those systems should in no way be regarded as a secure medium for the communication of sensitive or confidential information.  Because of the nature and technology of electronic communication, the College cannot assure the privacy of an individual’s use of the College’s electronic mail resources or the confidentiality of particular messages that may be created, transmitted, received or stored.

The College does not monitor electronic mail routinely but may do so as the College deems necessary.  Students and employees should not have any expectation of privacy regarding their electronic mail address provided by the College.  Any user of the College’s computer resources who makes use of an encryption device shall provide access when requested to do so by the appropriate College authority.  The College reserves the right to access and disclose the contents of employees’, students’ and other users’ electronic mail without the consent of the user.  The College will do so when it believes it has a legitimate business or need including, but not limited to, the following:

1. In the course of an investigation triggered by indications of misconduct or misuse;
2. As needed to protect health and safety of students, employees or the community at large;
3. As needed to prevent interference with the College’s academic mission;
4. As needed to locate substantive information required for College business that is not more readily available;
5. As needed to respond to legal actions; and
6. As needed to fulfill the College’s obligations to third parties.

Electronic mail, including that of students, may constitute “educational records” as defined in the Family Educational Rights and Privacy Act (“FERPA”).  Electronic mail that meets the definition of educational records is subject to the provisions of FERPA.  The College may access, inspect and disclose such records under conditions set forth in FERPA.

North Carolina law provides that communications of College personnel that are sent by electronic mail may constitute “correspondence” and, therefore, may be considered public records subject to public inspection under the North Carolina Public Records Act.

Electronic files, including electronic mail, that are considered public records are to be retained, archived and/or disposed of in accordance with current guidelines established by the North Carolina Department of Cultural Resources or otherwise required by College policy 7.3.

Adopted:         June 2019