I. About Your Google Apps Account
Illinois Tech 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 Illinois Tech. All members of the Illinois Tech 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 student iit.edu email accounts within the Google Apps environment. References to “Google Apps” in this document encompass university email addresses.
Students receive an iit.edu email address when admitted to the university.
- Format of Email Addresses
The format for Illinois Tech student email addresses is the individual’s UID followed by @hawk.iit.edu. The email address format for Chicago Kent College of Law students is firstname.lastname@example.org. The email address format for Stuart School of Business students is email@example.com. The email address format for Institute of Design student is firstname.lastname@example.org.
- Email Aliases
Individuals can create an alias (nickname) via the Google Account Maintenance channel on the myIIT Training and Support tab. The email address is in the format of email@example.com. Users may only have one nickname and once set, it may not be changed. Nicknames must comply with the Student Code of Conduct and IIT Use of Computer Resources Policy. Chicago Kent College of Law students do not have the ability to create a nickname.
- 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.
- Group Accounts Google Apps provides a Groups function for university departments and campus organizations to create their own online and email-based groups. In addition, recognized campus organizations may request an email account for the organization. Student group accounts must have prior approval from the Director of Campus Life. New student organizations should contact Student Activities to submit the request on behalf of the organization. The faculty or staff advisor for the student organization is personally responsible for the organization's account.
- Distribution Lists OTS does not create email distribution lists. The Google Groups App allows departments and organizations to communicate with members via email.
III. Continuance of Google Apps Privileges after Separation from the University
- Student Accounts After Graduation
Students that graduate with a degree from Illinois Tech receive a lifetime email account. After graduation, myIIT accounts that are not accessed for 90 days are subject to disablement due to inactivity. Email will continue to be delivered and can be sent through a software client, but is not accessible online via the myIIT portal. If an account is disabled, students may contact the OTS Support Desk to enable their myIIT account.
- Student Accounts Upon Withdrawal From the University
When a student withdraws from the university their Illinois Tech accounts, including Google Apps, are disabled upon termination of their relationship with IIT. Students who do not graduate from Illinois Techare excluded from the lifetime email account policy. In unique situations where student leaves Illinois Tech, but maintains some relationship with the university, the Office of Student Affairs or Alumni Relations may submit a written request for the student’s 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 Student Accounts
Faculty and staff members resigning from their position or retiring from the university maintain their current student or alumnus email account. Employee email accounts are managed according the “Continuance of Email Privileges after Separation from the University” section of the Illinois Tech Employee Google Apps Account and Usage Policy.
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 Illinois Tech accounts; therefore storage quotas and file limits are established and maintained by the service provider. http://support.google.com/a/bin/answer.py?hl=en&answer=1186436
V. Personal Content Retrieval
The Office of Technology Services does not retrieve documents or email sent from or submitted to an Illinois Tech email account.
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 Illinois Tech Use of Computer Resources Policy and/or unacceptable behavior including, but not limited to:
- Using Illinois Tech 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 Illinois Tech 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.