This document outlines the processes used to create, maintain and delete user accounts on Seton Hall University’s email systems.
This document covers all students, faculty, and employees who use the Seton Hall University email systems, including part time students, adjunct faculty, part-time employees, and contractors who are provided Seton Hall University email accounts. This scope of this document excludes Seton Hall University alumni who are provided email accounts by University Affairs as part of the University’s “Email for Life” program.
Appropriate Use of the Campus Email System
Use of the campus email system is governed by the University’s Policy on the Appropriate Use of Computer Systems.
Email Retention Requirements
Emails are subject to the same retention policy as paper records, as outlined in the University’s Record Retention and Disposition Policy.
Email accounts are provided according to the account holder’s primary role in Banner.
Faculty, employee, temp and contractor email accounts are provided on the University’s Microsoft Exchange 2010 email server cluster located in the University’s data center in Corrigan Hall.
Student email accounts are provided using Microsoft’s Office 365 suite of services and hosted by Microsoft.
Email Access (Web, Email Clients, Mobile Devices)
Faculty and employee account holders on the University’s Microsoft Exchange 2010 email server can access their email in a variety of ways: using the Microsoft Outlook client, using Outlook Web Access (OWA, also known as WebMail), via their supported mobile devices (most common Blackberry, Android and iOS mobile devices have clients that can access Microsoft Exchange email). In addition there are a number of third party systems that can be used to access Microsoft Exchange email. University IT Services provides full support for MS Outlook and OWA/WebMail. Due to the number of different mobile clients and mobile operating systems available, support for access to Microsoft Exchange email from mobile devices is limited to “best effort” on the part of University IT Services.
Student access to Office 365 is via a Web browser or via supported mobile devices (most common iOS, Android, Windows and Blackberry mobile devices have clients that can access Microsoft Exchange email). Due to the number of different mobile clients and mobile operating systems available, support for access to Microsoft Office 365 email from mobile devices is limited to “best effort” on the part of University IT Services.
The University uses Microsoft Active Directory for authentication to users’ email accounts. Faculty, employee, temp and contractor email access is authenticated directly by Microsoft Active Directory. Student email access is authenticated by their Office 365 account, and students’ Office 365 account passwords are synchronized with their MS Active Directory accounts.
The Banner administrative system is the official system of record for who is a member of the University community entitled to email and other IT systems accounts. Authorized members of the University community are provided email accounts automatically from Banner when they have an active Banner General Person record in Banner.
An active Banner General Person record is created for an incoming student (and a student email automatically generated) when an admitted student deposits or registers for a course.
An active Banner General Person record is created for an incoming employee by Human Resources (and an employee email automatically generated) when Human Resources receives the hiring paperwork. Note that Academic Affairs can expedite this process by creating a General Person Record for an incoming faculty member while the hiring paperwork is being routed to Human Resources.
Banner General Person records for temporary employees and contractors are created by the SHU Card Office for temps and contractors who require University email access at the time their SHI ID’s are created; these require approval by a University sponsor and an end date for their assignment (the assignment in Banner is for one year maximum, so long term contractors need to be re-approved annually).
The de-activation process for email accounts differs depending on the user’s role at the University.
Access to email for full time faculty, employee, temp and contractor is disabled in Active Directory as soon as Banner detects that the user no longer has an active assignment in Banner.
Students retain access to their University email for approximately six months after their active assignment ends, unless University IT Services is directed otherwise by Student Services. Adjunct faculty retain access to their University email for approximately a year after their active assignment ends, unless University IT Services is directed otherwise by Academic Affairs. This is intended to ensure continuity of access and services for students and adjunct faculty who may not be registered or teach in a given semester.
Human Resources notifies University IT Services in cases where a faculty or employee separation from the University requires immediate disabling of account access. Student Services notifies University IT Services in cases where a student separation from the University requires immediate disabling of account access.
A faculty or employee can delegate access to their email or calendar to any other account holder on the Microsoft Exchange email system. It is common practice for employees to delegate access to their email account to a designee when they leave the University in order to ensure access to information regarding ongoing projects or cases. Human Resources may authorize such access to an employee’s email after they leave the University in order to ensure business continuity.
Email Quotas and File Size Restrictions
The Microsoft Exchange email server cluster used for faculty and employee email is maintained by University IT Services to Microsoft’s recommended email quotas and file size restrictions for our current server environment. These are:
- Maximum File Size of Attachments: 20 MB (megabytes)
- Maximum File Size for Each Users’ Email Box (including all folders): 500 MB (megabytes)
Student’s email on the Microsoft Office 365 system hosted by Microsoft has a maximum file size for attachments of 20 MB (megabytes) and a maximum file size for each users Email Box (including all folders) of 50 GB (gigabytes)
The Microsoft Exchange email system maintained by University IT Services is backed up for disaster recovery and business continuity purposes only. Email backups are taken daily and retained for approximately seven (7) days in multiple locations on campus to ensure the University can restore the system in the event of an event resulting in the loss of data or services from one location. Due to the nature of the backup system and its purpose for disaster recovery, not mailbox maintenance, it is generally not possible to restore from the backups individual emails that may have been accidentally deleted by a user.
Account holders on the Microsoft Exchange email system maintained by the University should use Microsoft’s archiving tools in order to keep their email boxes under their 500 MB email box file size quota.
- Local Archiving: The account holder can configure MS Outlook to automatically save older emails to the account holder’s hard drive. The account holder has complete control over the archive; for example, the account holder can make copies and take the archive with them if they leave the University. Microsoft Outlook must be running for the archiving to occur. Access to the archive requires access to the computer on which the archive (or a copy of the archive) resides.
- Server Archiving: The account holder can opt in to using a Microsoft Add-On called C2C that automatically archives users email on a periodic basis. Access can be obtained from any computer via OWA/Webmail. However, the server archive is not portable, that is, access to the archive requires access to the University’s email system and so access to the archive is disabled when a faulty or employee’s active assignment ends.
Journaling, E-Discovery, and Legal Holds
Access to all current faculty, employee and student email is governed by the University’s Appropriate Use policy.
Users who receive a notice of a legal hold from University Counsel are responsible for keeping copies of all relevant documents, including email.
When University IT Services receives notification from University Counsel that an account holder on the Microsoft Exchange email system has a legal hold, they take a current backup of that account holder’s email box. Access to that backup is governed by the University’s Appropriate Use policy, but the backup may, with appropriate authorization by University Counsel, be used as part of the University’s E-Discovery process.
The University’s Microsoft Exchange email system maintains a continuous log of all transactions on the system, including all emails sent, received and deleted, for 180 days. This log is referred to as the system journal. Current E-Discovery tools allow the University to reconstruct from the journal a history of any user’s email activity for the past 180 days. Except for system maintenance and system recovery purposes, access to the journal is governed by the University’s Appropriate Use Policy, but the system journal may, with appropriate authorization by University Counsel, be used as part of the University’s E-Discovery process.
Approved by Banner and Administrative Computing Steering Committee
September 20, 2012
September 20, 2012