Drake University
Office of Information Technology
blueView Collaboration Suite Student Account Policy
The purpose of this policy is to ensure that students properly use Drake University’s blueView Collaboration Suite to promote legitimate educational, research and administrative efforts consistent with the University’s mission and goals, as well as the Drake University Acceptable Use Policy. Collaboration suite is defined in this document as all underlying modules of the Zimbra application used for electronic mail, electronic calendar, instant messaging, and electronic contact lists.
blueView Collaboration Suite Policy
Collaboration suite communications should follow the same standards expected in written and verbal business communications and public meetings. Violation of this policy may result in disciplinary action, including possible account suspension, expulsion, or legal action. Users have a responsibility to use this resource in an efficient, effective, ethical, and lawful manner.
All collaboration suite accounts maintained on Drake University servers are the property of Drake University. While it is not our practice to do so, Drake University has the right to monitor any student account for legitimate business reasons, including monitoring compliance with this policy, compliance with any applicable laws and industry regulations, and where there is reasonable suspicion of activities that may violate this or other University policies.
All strictly prohibited uses of the blueView Collaboration Suite are covered in the Drake University Acceptable Use Policy.
Phishing
Drake University will never e-mail or instant message users requesting username and password information. In the event a user does respond to a phishing attempt with their Drake username and password, the Office of Information technology will change the password upon detection of abuse by the phisher and may lock the account. Repeated abuses may result in the loss of collaboration system privileges. Suspected phishing messages received by Drake users should be forwarded to the Drake support center at supportcenter@drake.edu immediately.
User Accounts
Naming - User accounts will be created with the firstname.lastname portion of the name as listed in DUSIS when firstname.lastname@drake.edu is unique. If the firstname.lastname that normally would have been assigned is already being used by someone else with the same name, then one of two things will happen:
1. If the name entry in DUSIS contains a middle name, then the account will be created as firstname.middleinitial.lastname.
2. If the entry in DUSIS has no middle name, then firstname.lastname will be appended with the next available number of 2 or higher.
Activation - Student accounts are created when they are entered into the DUSIS system with an admit status of "accepted1". A timely process runs to generate accounts; these accounts are available for use the day after they are created.
• Accounts will not be created for non-degree extension student.
• Accounts will not be created for non-Drake credit seminars.
• Accounts will not be created for off-site specialized2
Deactivation – Student e-mail accounts are retained 1 year after graduation from the University, or enrollment inactivity for more than 4 terms (including summer). For example, students whose last active enrollment is a Spring term will have their e-mail account deactivated and mailbox deleted at the beginning of the next year Fall term. If a student withdraws from the University, the account will be removed once we are notified by the Student Records and Academic Information Office.
Available Disk Space
A disk quota of 250 megabytes is allocated to each student (enough room for hundreds of messages and some multimedia files). A warning will be sent to student when the limit is approached, and if necessary messages will be deleted to bring the account under the limit. The oldest messages will be deleted first. Space used can be checked in the blueView Collaboration Suite webmail client by looking at the visual gauge immediately below the user’s name on the webmail screen.
Messages will be retained on the server for an interval equal to one hundred and eighty days (180). Thereafter they will be deleted on a rolling basis. Students who use an e-mail client are encouraged to download any messages they want to keep to their local machines and delete them and any attachments from the server.
Accounts not accessed for 90 days that have exceeded the disk space allocation will have messages over 30 days old that have originated from outside of Drake deleted. In addition, accounts in this category that are subscribed to mailing lists will have their incoming messages rejected for two weeks to allow time for list senders to delete those accounts from their lists.
If an e-mail account is being used in conjunction with a class project, a request for additional, temporary space may be sent via e-mail to the Drake Support Center at supportcenter@drake.edu. Please include a one-sentence description of the project, the name of the course and the instructor. This additional space will be available until 7 days after the end of the academic term.
Message Forwarding
Due to the high level of administrative overhead, Drake does not permit forwarding of messages from Drake accounts to other services such as Hotmail or Yahoo. It is the responsibility of students as members of the Drake community to check their Drake accounts regularly for messages from faculty and administrators. Students are welcome to continue using their external service (Yahoo, Hotmail, etc.) accounts for personal business.
SPAM
All inbound messages will pass through a SPAM engine. Any message that meets specific criteria will be moved to the Junk Mail folder for consideration and action. Users should exercise care when opening messages in the Junk Mail folder to avoid infection from a virus or worm, or offensive material.
Attachments to E-mail
The size of incoming and outgoing e-mail attachments is limited to 8 megabytes which is common for e-mail best practices. Drake reserves the right to strip any e-mail attachment at the server if it potentially contains a harmful virus or worm which could infect the University’s computers. This includes but is not limited to zip files and executables.
Security and Privacy
Drake makes every effort to protect confidential information however, the nature of electronic mail and the public character of the University's business make electronic mail less private than users may anticipate. Drake e-mail should not be used to transmit confidential information. For example, electronic mail intended for one person sometimes may be widely distributed because of the ease with which recipients can forward it to others. Furthermore, even after a user deletes an electronic mail record from a computer or electronic mail account it may persist on backup facilities, and thus be subject to disclosure. The University cannot routinely protect users against such eventualities.
Message Retention and Recovering Deleted Messages via Backup Media
All Drake University Collaboration Suite information located on the server is retained for 1 year on backup tape. After 1 year that time tapes will be over-written and information on those tapes is no longer recoverable. Backup tapes will be moved off site. With proper business justification, OIT will attempt to recover information from tape. To recover deleted messages within the 1 year time contact the Drake Support Center at supportcenter@drake.edu or extension 3001 for assistance.
Revised by Angela Embree
Version 1.2, Revised 06/02/2009