Rules and Guidelines 

LSCC Student E-mail Policies (02/16/2009)

Introduction and Purpose
There is an expanding reliance on electronic communication among students, faculty, staff, and administrators at Lake-Sumter Community College. This is motivated by the convenience, speed, cost-effectiveness, and environmental advantages of using electronic communications rather than printed communication. Further, LSCC has experienced a wider geographic dispersion of students resulting in a direct need to communicate reliably and consistently via e-mail 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 LSCC.

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

Policy
The student email policy provides guidelines regarding the following aspects of electronic communications as an official means of communication with students:

  • College use of e-mail;
  • Assignment of student e-mail addresses;
  • Expectations of e-mail communication between faculty and student, staff and student, and administrators and students.
  • Announcements and targeted messages to communicate vital and important information to the LSCC student body.

College Use of E-mail
All students enrolled at LSCC are expected to use the e-mail account provided by Lake-Sumter Community College as their official means of communication and to comply with the College guidelines and policy regarding its use.

Student Responsibilities
Students are expected to check their student e-mail account at least twice a week in order to remain informed of College-related communications. Some of these communications may be time-critical.

Use of Laker Mail will be consistent with other College policies and local, state, and federal law, including:

Use of the Laker Mail account for any commercial, illegal, or immoral purpose is prohibited. Violations of this policy will be subject to discipline by Assistant Vice President of Student Affairs.

Account Duration
Student's e-mail accounts will remain active throughout the duration of their enrollment at LSCC.

LSCC Alumni E-mail Accounts
Currently, LSCC alumni will keep their e-mail accounts unless the alumnus requests the account to be deleted. Alumni accounts that have not been accessed within one year will be deleted.

E-Mail Account Maintenance
Each student will be issued a total of 10 Gb of storage for e-mail. It is the responsibility of each student to ensure that there is ample storage available in order to continue to receive e-mail sent by the college. Not having storage available is not an acceptable excuse for not receiving communications from the College. A warning e-mail will be sent if a student approaches the 9 GB limit.

It is recommended that students access the e-mail sent to their LSCC account directly by going to http://mail.live.com and not redirect/forward their personal or work e-mail. There are considerable risks in redirecting/forwarding e-mail from a student’s official college e-mail address to another e-mail address. Forwarded/redirected messages may be delayed, lost in transit at various points along the Internet, or rejected by the targeted mailbox.

Assignment of e-mail addresses and accounts:
Each student that enrolls in credit courses at Lake-Sumter Community College will automatically be issued an e-mail account. This account will be created electronically upon acceptance to LSCC and can be activated when the student logs into LOIS (Lake-Sumter Community College Online Interactive Services) for the first time.

The account will be unique to each student and cannot be changed unless the student’s legal name changes.

E-Mail Security and Privacy
Students are responsible for the use and security of their e-mail accounts. Your account password is private and confidential information. You will never be asked for your password by an employee of the college. Do not share your password with anyone.

Users should exercise extreme caution in using e-mail to communicate confidential or sensitive matters, and should not assume that e-mail is private and confidential. It is especially important that users are careful to send messages only to the intended recipient(s). Particular care should be taken when using the "reply" command during e-mail correspondence.

LSCC takes every effort to protect the security of its computer and network resources. Students should be aware that any electronic communications utilizing College-owned computer and network resources potentially may be disclosed under College policies, state and federal laws and regulations or for appropriate College business needs.

Access to E-mail
Only the Registrar, Assistant Vice President of Student Affairs, Director of IT, and the student to whom an e-mail account belongs to may request access to a student's e-mail account if requested; any other party asking to be granted access to a specific student's inbox will need to get permission from one of the above listed sources.

Distribution Lists
Distribution lists will NOT be created on the Student E-mail Server. All sanctioned LSCC clubs and organizations upon request from the club or organization president or advisor can request a listserv on the Listserv Server by contacting the Assistant Director of Student Life. Club or organization presidents will be responsible for keeping the distribution list up to date. Distribution lists WILL be maintained for all student courses (See Educational use of e-mail below).

Educational Uses of E-mail
Faculty members may require e-mail for course content delivery, class discussion, instructor conferencing, and may specify course-related e-mail policies in their syllabi. Faculty may also require students to confirm their subscription to College-provided mailing lists. Faculty will determine how student e-mail will be used in their classes, and will specify their requirements in the course syllabus.

Distribution lists for each course will be provided and will contain all students enrolled in the course. During the drop add period these distribution lists will be updated daily. During the remainder of the term these will be updated weekly.

Special E-mail Account
Special e-mail accounts may be created on the Student e-mail server for all sanctioned LSCC clubs and organizations upon request from the club or organization president or advisor.

Assignment and Activation of Student E-mail Accounts
Information Technology Services will assign all students taking credit courses an official LSCC e-mail account. The College will send all e-mail communications to this account; this official address will be the address listed in the College’s student database (LOIS) for that student.

Student e-mail accounts will be generated during the enrollment process using a combination of the students' first and last name @student.lscc.edu. Those students having similar names to other previously or currently enrolled students may also contain a numeric number (ex: John.Smith02@student.mail.edu) Students are required to activate their e-mail account before use. Visit L.O.I.S. to learn how to activate your Laker account.

LSCC sanctioned student club and organizations may request an e-mail account. All requests for a student club or organization e-mail account should be directed to the Assistant Director of Student Life.

Internet / E-Mail Guidelines

Lake-Sumter Community College provides use of electronic mail as a source of information and a means of communication for the college community. All standards of behavior, etiquette and values espoused by LSCC govern the use of the e-mail, Internet and other computer facilities provided by the College. Specifically, users are expected to comply with college procedure 7-06, adopted by the Board of Trustees of Lake-Sumter Community College.

The following guidelines are intended by the College to be consistent with the IT policy. Should any discrepancy exist between the policy and these guidelines, the policy shall control. While no set of guidelines can establish rules to cover every possible situation, the following Guidelines are designed to express the college’s philosophy and to set forth the following general principles of users of e-mail, Internet and other computer facilities provided by Lake-Sumter Community College.

  1. Users shall observe and comply with all applicable copyright and other intellectual property rights.
  2. Users shall respect the rights of others to be free from harassment and intimidation. Users shall not use the College computer system to send abusive, clearly unwanted, harassing, and/or threatening materials to others or to disrupt the work of others. The college retains the right to review, retain, make use of, or delete electronic communications and electronic files existing on college computers.
  3. Caution should always be exercised in communicating sensitive matters by e-mail. Confidentiality of student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail including use for sensitive or confidential information, will be consistent with FERPA.
  4. Users shall use resources efficiently. For example, storage space, computer paper and computer access time are limited resources. Users shall respect any limitations or restrictions imposed upon the use of such resources to ensure fair access for all users.
  5. Users shall extend these Guidelines, and learn and respect any additional rules or guidelines that may apply, to remote systems accessed using LSCC facilities. Further, College facilities shall not be used to try to gain unauthorized access to LSCC systems or remote systems.
  6. While users shall respect the privacy of the electronic communications and electronic files of others and shall not attempt to violate the privacy of others, users must also understand that they have no expectation of privacy or ownership with respect to electronic communications or electronic files on the College network.
  7. Users shall accept responsibility for their own actions and communications, and shall not use anonymous or pseudonymous communications that conceal their identity. Users shall not hold themselves out as official spokespersons of the College, or otherwise create such an impression, when expressing personal opinions in any communication.
  8. Users shall not reveal their account password to anyone in the College or allow any other person to use their password. This includes family and other household members when work is being done at home.

Guidelines for Communication

Messages intended to promote student engagement may be sent only when directly related to the College and of significant importance to students. All e-mail must be in good taste and appropriate to the culture and reputation of the College. See the College’s “Rules for Responsible Information Technology Usage”.

All correspondence using e-mail should have an appropriate identifier on the subject line followed by a specific tag line. This will greatly enhance the ability to recognize the purpose behind e-mails originating from different offices of the College.   Subject headings for messages from the College to students will follow these categories:

LSCC Business

  • Information regarding student’s academic record, payments, last day to drop, financial aid, etc.
  • Information requiring an action on the student’s part, i.e. make payment, attend orientation, the college needs to gather additional information, etc.

Example: LSCC Business – Last day for Open Registration.

LSCC News

  • A periodic newsletter containing brief descriptions of events taking place on campus.

Example: LSCC News: The Angler

LSCC Events

  • College sanctioned events and activities.
  • General interest information appropriate for all students.
  • Student organization information of broad interest.

Example: LSCC Event: Welcome Back Bash

LSCC Alert

  • Notification of building or college closings.
  • Notification of class cancellations or relocations.
  • Security Alerts.
  • Other time sensitive, critical information.

Example: LSCC Alert: Class relocation, LA 2

For communications between faculty and students, it is recommended that all faculty and students follow the following guidelines:  

Prefix Course – Section Number:

  • For course communication.
  • Faculty will determine how electronic forms of communication (i.e. e-mail) will be used in their classes, and will communicate their requirements in the course syllabus. This will ensure that all students will be able to comply with the e-mail based course requirements.
  • Using Prefix course – Section Number as a matter of practice when communicating by e-mail, will ensure that replies to e-mails in either direction will retain basic information in the subject line.

Example: ENC1101, Final Exam Date

Administrative Use of E-mail
The following guidelines are aimed at helping to guide the appropriate use of student e-mail, in particular between those messages sent from college administrators, faculty and staff to students as well as messages sent between students and faculty:

  • Keep it simple and direct. Messages should be short, as long messages are less likely to be fully read by students.
  • Avoid cutting/pasting content from a web site into an e-mail. It is more efficient to include the URL to the web site within the body of the e-mail message.
  • Send e-mail messages only to the specific group of students for whom the message is pertinent.
  • Electronic communications shall not be the sole method for notification of any legal action.
  • Encourage students to check their LSCC e-mail accounts regularly.
  • Caution should always be exercised in communicating sensitive matters by e-mail. Confidentiality of student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of e-mail including use for sensitive or confidential information, will be consistent with FERPA.
  • Privacy should not be assumed when employing this method of communication.
  • Ensure that all e-mail is addressed only to the intended recipient(s).
  • All official electronic communications are subject to college archives/records management policies. Offices creating official communications are responsible for coordinating retention of these communications.
  • The subject line of e-mails sent by college administration should begin with one of the following:
    • LSCC Business
    • LSCC News
    • LSCC Events
    • LSCC Alerts
  • The subject line of e-mails sent between faculty and students should begin with the following:
    • Prefix Course – Section number, Subject of e-mail