I. About Your Google Apps Account
IIT provides email, calendaring, document sharing and other productivity tools to support the educational, administrative and alumni activities of the university, and to serve as a means of official communication by and between users and IIT. All members of the IIT community now have their university email accounts, calendars and other productivity tools remotely hosted by Google.
II. Email Accounts
An email account is a valuable asset. It is, and should remain, private to the owner alone. Individuals are responsible for all activity that takes place from their email account. To safeguard their identity and privacy, individuals should not share personal accounts or give their passwords to anyone. The policy herein applies to all employee iit.edu email accounts within the Google Apps environment. References to Google Apps in this document encompass iit.edu email addresses.
All active academic and administrative employees automatically receive a Google Apps account when hired by the university.
Individuals affiliated with, but not directly employed by, the university may be assigned a Google Apps account upon written request from the sponsoring department head.
- Format of Email Addresses
The format for IIT email addresses is the individual’s UID followed by @iit.edu. The email address format for Stuart School of Business employees is UID@stuart.iit.edu. The email address format for Chicago Kent-College of Law employees is firstname.lastname@example.org. The email address format for Institute of Design employees is email@example.com
- Email Aliases
An email alias in the format of firstname.lastname@example.org is automatically created for new IIT employees. An email alias in the format of email@example.com is automatically created for new Stuart School of Business employees. Chicago Kent-College of Law employees receive an alias in the format of firstname.lastname@example.org. The email alias may be used to send and receive email, but not to log into the myIIT portal.
- Email Passwords
Individuals may change their password at any time using the myIIT "My Accounts" tool. For reasons of privacy and security, passwords should be complex with a combination of letters and numbers. If a password is compromised the account may be temporarily disabled. In such situations the user may contact the Office of Technology Services (OTS) Support Desk (312.567.3375) and request that their account be enabled. OTS staff will work with Google Support to enable the account.
- Reading Email
Email is accessible through the myIIT portal and email software clients. Individuals who wish to use a software client are responsible for setup and upgrades of that software. Information about setting up an email client is available in the FAQ section of the Office of Technology Services internal website, http://my.iit.edu/iit/ots/how_to/setup_email_client.shtml, which is located on the myIIT Training and Support tab.
- Group Accounts
Google Apps provides a Groups function for university departments and campus organizations to create their own online and email-based groups. When an organizational email account is required, the sponsoring department may submit a written request to the OTS Support Desk.
- Distribution Lists
OTS does not create email distribution lists. The Google Groups App provides tools for departments and organizations to communicate with members via email.
III. Continuance of Google Apps Privileges after Separation from the University
- Employee Resignation
When an employee leaves the university their IIT accounts, including Google Apps, are disabled upon termination of their relationship with the university. The individual’s supervisor may submit a written request to the OTS Support Desk for the Google Apps account to remain available to that individual for 30 days after they separate from the university. After this grace period the account is deactivated. In unique situations where an employee leaves IIT but maintains some relationship with the university, the Office of Human Resources or the Office of the Provost may submit a written request for the Google Apps account to remain active. These accounts are monitored, and if found to be inactive, may be managed as outlined in the “Continuance of Google Apps Privileges after Separation from the University” section of this document.
- Employee retirement
Employees retiring from the university may request to keep (or reactivate) Google Apps accounts. If retiring faculty or staff wish to keep their account they must inform Office of Human Resources when they leave the university. If no request for continuance is received, the account may be disabled after 30 days.
- People with multiple relationships to the university
Some individuals have more than one affiliation with the university. A faculty member may also be an alumnus; a staff member may be a student, etc. Employees who are also a student or alumnus receive a separate student account. As relationships with the university change, accounts may be managed as outlined in the “Continuance of Email Privileges after Separation from the University” section of this document and the IIT Student Google Apps Account and Usage Policy.
- Separation for “Cause”
Individuals who are asked to leave the university ‘for cause’, immediately lose their Google Apps access. All account access is deactivated upon separation.
IV. Storage and File Limits
The storage quota is the amount of file storage that a user can keep on the system server. File limits relate to the size of individual files. Google manages IIT accounts; therefore storage quotas and file limits are established and maintained by the service provider.https://support.google.com/a/answer/1186436?hl=en
V. Email and Document Retrieval
The department head may submit a written request to the OTS Support Desk requesting that a supervisor be granted access to an employee’s Google Apps account for 30 days after the employee has separated from the university. After this grace period, the account is deactivated.
Personal purchases or add-on services made to an individual’s IIT Google Apps account are not transferable or reimbursable and are no longer available when an individual separates from the university.
VI. Abuse of Email and Public Communication Privileges
Google Apps services are a privilege, not a right. These privileges can be revoked for violations of the IIT Use of Computer Resources Policy and/or unacceptable behavior including, but not limited to:
- Using IIT email environment to distribute unsolicited and unauthorized mass email (spam)
- Offensive language
- Obscene material or language
- Infringement on others' privacy
- Interference with others' work
- Copyright infringement
- Illegal activity
Individuals who violate the terms of the IIT Use of Computer Resources Policy are subject to disciplinary action or referral to law enforcement authorities. Office of Technology Services personnel may monitor suspected violations and examine items stored on any university storage medium by individuals suspected of violating this policy.
Google reserves the right to administer all accounts in accordance with the Google Terms of Service.