Email Policy

All students, staff, facilitators, faculty, and administrators are given a Rosemont e-mail account. Rosemont's e-mail client is Outlook. Exceptions are made if a specific e-mail client is needed, i.e. Eudora.

New staff, facilitators, faculty, and administrators will receive a Rosemont e-mail account when:

  1. All necessary paperwork has been received by Human Resources;
  2. The employee has actually commenced employment;
  3. Jenzabar information is forwarded to the Postmaster who will notify the new employee with his/her user name and password.
New students will receive a Rosemont e-mail account when the Postmaster receives the required information from either of the three schools (Undergraduate College, School of Graduate Studies, or School of Professional Studies). They will be notified of their user name and password via a letter from the Postmaster.

All will be added to the appropriate list, i.e. staff, administrators, faculty, class of, etc. Mailing lists under rosemont.edu are for the transmission of college-related information only.

Accounts at 70% quota or higher will be investigated and users will be notified. When the account reaches 100%, e-mail will no longer function. If you receive a virus-related warning, especially one that offers a solution like deleting Windows files:
  1. Do not broadcast the warning.
  2. Verify that it is real and not a hoax by visiting http://hoaxbusters.ciac.org or http://www.symantec.com under Security Response.
  3. Notify the Help Desk.
All must agree to the Acceptable Use Policy. Anyone abusing the Acceptable Use Policy will be subject to disciplinary action. Upon separation from Rosemont College employment, employees' e-mail privileges will be terminated. Students may opt to participate in the Rosemont College E-Mail Forwarding Service.

When an employee/faculty member resigns or retires from his/her position, Human Resources will notify the Postmaster who will set a termination date for their e-mail with the exception of Faculty Emeritus who may retain their rosemont.edu account unless they request to no longer use it. This date will be relayed to the employee via e-mail so they can save e-mail messages they wish to take with them. Upon determination of the Dean of each school, Human Resources will be notified of all adjunct faculty/facilitators not returning to the College, HR will notify the Postmaster. The adjunct/facilitator will be notified via e-mail that his/her e-mail privileges will be terminated; if the adjunct returns to the College after this period, the e-mail will be reinstated.

When an employee is terminated from his/her position, Human Resources will notify the Postmaster who will stop their e-mail account and delete contents on the date indicated by Human Resources.

Graduating students will be notified about the status of their Rosemont e-mail account and given the option to participate in the Rosemont College E-Mail Forwarding Service. They will be sent an electronic form to fill out and return to the Postmaster by a specified date. If said form is not received, their Rosemont account will be eliminated.

Accounts at 70% quota or higher and/or inactive for a year will be eliminated.

E-Mail Procedures

Attachments: If you must deal with attachments, make sure you have a verbal communication with the other party or parties. If you receive an attachment, even if it is from someone you know, verify that they indeed sent you an attachment. Then, download it or save it to your computer. Usually the right button of your mouse will give you the opportunity to "Save As." Then go find the document, right click it again, and you can scan that document for viruses for added security. If you send a document, tell the person to expect it before you send it. This also applies to "links" included in e-mail. Do not click any link unless you are absolutely sure that you know who sent it, and where the link will take you.

Deleting Mail: Delete mail or empty your trashcan on a regular basis. Mail stored in the trash does not compact therefore it uses more of your disc space. If the trash can/deleted mail folder is too full, e-mail will not function. If you do not know what to do with the e-mail and don't want to delete, make a folder and move it to the folder. When mail is deleted and the trash emptied, the folders on your desktop compact.

Remote Access: To check e-mail remotely, or from a computer other than your day-to-day computer, you may do so via the web at http://mail.rosemont.edu.

Things to Remember:

  • Rosemont's web-based e-mail program is limited in scope and is not recommended for reading and archiving large amounts of e-mails, or for sending large attachments, such as graphic files. Large files can be compressed using a zip utility before being attached.
  • Those receiving numerous e-mail messages should forward their rosemont.edu mail to another web-based e-mail system, or use a local e-mail management system.
  • The size of your Rosemont account mailbox is limited. You should check your mail often and delete old messages or store them on your hard drive or diskette. You should always try to maintain a quota of 50% or less.
  • Do not leave important or essential e-mail on the Rosemont server. It is possible for an account to become inaccessible, necessitating it being deleted and re-created. In this case, e-mail and address books will be lost.

E-mail Etiquette

To be a good network citizen and to protect yourself and others, follow these guidelines when writing and sending electronic mail.

What to Do:

  • Write carefully. Once you send an e-mail message, you cannot take it back or make it disappear. The reality is that your messages may be saved for a very long time. They may also be read inadvertently by others, or forwarded to others without your knowledge.
  • Use upper and lowercase text. Using all uppercase letters means SHOUTING and can be offensive.
  • Sign your messages with at least your name. It's nice to add your e-mail address, too, since some e-mail programs make it difficult to see who the sender of the message was.
  • Address your messages carefully. Some addresses may belong to a group, even though the address appears to belong to just one person.
  • Respect copyrights. E-mail messages and news posts are included in the types of works that can be copyrighted.
  • Indicate humor or jokes with a sideways smiley face. :-) (The basic smiley is a colon, dash, and right parenthesis. There are many variations.) You can also include something like "::grin::" or "::sarcasm::" to show your state of mind.
  • Be diplomatic. Criticism is always harsher when written, and e-mail can be easily forwarded.
  • Be calm. You may have misunderstood what was meant. Don't reply while you're still angry (this is called "flaming").
  • Be brief. Don't include background images, pictures, animations, etc. unless they are critical to your message. When replying to a message, you don't have to include the entire text of the original message. Include just enough to give the context of your response.

What Not to Do:

  • Don't forward chain mail! These messages tell you to send or forward them to several other people. Don't -- starting or continuing chain mail violates the Acceptable Use Policy.
  • Don't send unwanted e-mail. It can be regarded as harassment, which is governed by Acceptable Use Policy. Sending e-mail that someone else perceives as abusive or threatening may constitute criminal harassment.
  • Don't send numerous unsolicited messages ("junk mail"). Most people hate getting junk mail. It also slows down the networks and is generally a waste of valuable, limited resources.
  • Don't forge messages. Altering electronic communications to hide your identity or impersonate another person is considered forgery and violates the Acceptable Use Policy. Forgeries intended as pranks or jokes are still considered violations

Acceptable Use of Technology on the Rosemont Network

Rosemont College provides access to computing and information resources to support teaching, learning, and the business of the college. All members of the college community who use the college's computing and information resources must do so responsibly. It is the policy of Rosemont College that all members of its community act in accordance with these responsibilities, relevant laws, and in the highest standard of ethics.

Any use that would impede teaching and learning, hinder the functioning and business of the College, violate an applicable license or contract, or damage community relations or relations with institutions with whom we share responsibility, is a violation of this policy.

Violation of this policy may result in suspension of privileges to access the information technology involved, initiation of College disciplinary procedures or, in extreme cases, criminal prosecution under federal or state law.

Computing facilities and accounts are owned by the College and are to be used for the College-related activities for which they are assigned. College computing facilities include the hardware and the software throughout the campus, and the network access to these facilities. The College reserves the right to limit, restrict, or extend computing privileges and access to its computing resources.

By adopting this policy, the College recognizes that all members of the community are also bound by local, state, and federal laws relating to copyright, security, and their statutes existing and future regarding electronic media.

Misuse of Computing and Information Resource Privileges

The College characterizes misuse of computing and information resources and privileges as unethical and unacceptable, and as just cause for taking disciplinary action. This behavior includes, but is not restricted to:

  • Use of the computing facilities, computer accounts, or computer data for purposes other than those for which they were intended or authorized
  • Unauthorized modification of computer resources or equipment
  • Unauthorized access to computers, software, data, or networks, regardless of whether the computers, software, data, or networks are owned by the college. This includes using college computer resources for unauthorized access to networks or data at remote sites
  • Circumventing or attempting to circumvent normal resource limits, login procedures, and security regulations
  • Sending fraudulent or harassing computer mail, breaking into another user's electronic mailbox, or reading someone else's electronic mail without his or her permission
  • Violating any software license agreement or copyright, including copying or redistributing copyrighted computer software, data, or reports without proper, recorded authorization
Disciplinary action may include the loss of computing privileges and other disciplinary sanctions up to and including non-reappointment, discharge, dismissal, and legal action. In some cases, an abuser of the College's computing resources may also be liable for civil or criminal prosecution.

Network and Internet Access

Rosemont's Information Technology (IT) staff is committed to helping resident students maintain internet connectivity, while adhering to the following guidelines:

  • IT will provide an internet connection to the data jack in all residence hall rooms. In addition they will be responsible for insuring that the signal remains stable and available. We will help to verify that your computer is able to send and receive data to the jack. By policy, the use of dial-up modems is prohibited.
  • IT is responsible for deciding whether or not student computers meet the guidelines set forth by IT for connection. IT will make every effort to help students connect to Rosemont's Local Area Network (LAN).
  • Beginning in the Fall semester 2004 any computer accessing the internet through Rosemont's LAN must adhere to the following standards: the computer must be running Microsoft Windows 2000 Professional or Microsoft Windows XP Professional; the student must be able to demonstrate that they have installed a current and recently updated anti-virus program; the computer must have an Ethernet port installed (these are usually referred to as network cards, or NIC's); the computer must have an identifiable network name, and be a member of a legitimate LAN workgroup. IT will provide a list of these requirements prior the beginning of the Fall semester, including suggestions for how students can get the appropriate software and hardware, and how to correctly identify their computer on Rosemont's LAN.
  • It is the responsibility of the student to install and maintain the appropriate computer software and hardware. IT is not responsible for supplying, installing, or maintaining any hardware or software on student computers.

Internet Access Policy

At present the entire Rosemont community shares internet access on a single network: the LAN. What this means is that on any given day several hundred computers use our LAN to access the internet. Network space is measured in bandwidth, and is divided into percentages. Each computer that accesses the internet through the network should take up a certain percentage of the total bandwidth. While IT is sensitive to the privacy of others, it is essential that the IT department make frequent scans of Rosemont's LAN to ensure that everyone is being provided with enough bandwidth for regular internet activity.

On occasion a single user will either knowingly or unknowingly utilize a disproportionate percentage of Rosemont's LAN bandwidth. IT calls this person a "top-talker." A top-talker may be downloading large files from the internet, or utilizing file share programs like Kazaa. Top-talking can also occur if a computer has become infected with a virus, or if the network card is malfunctioning. When this happens IT will generally disconnect that computer from Rosemont's LAN, and will notify the user by telephone that a problem has been discovered with their computer.

Once that problem has been resolved, either by ceasing to download large files, or by cleaning the computer of all viruses, the student's connection will be restored. Connectivity will not be restored until the problem has been resolved to the satisfaction of the IT department. Frequent violation of the Acceptable Use of Technology Policy will result in suspension of connectivity privileges while in residence.