Students’ Emails: Broadcast Guidelines, Strictly Prohibited Practices

All students enrolled in credit courses are required to have a valid e-mail address on file in Colleague. Students are required to enter a preferred e-mail address in Colleague using WebAdvisor. This e-mail address is required to allow the student to administer their WebAdvisor password.

Broadcast E-mail

Authority to send e-mail to all students using the Colleague system rests with the Vice President of Administrative Services and the Vice President of Student Services. Such e-mail is strictly limited to the official conduct of College business, and is not to be used for promotion or marketing purposes. All Colleague broadcast e-mail must include the following footer: “You have received this e-mail because you are or have been a student at Bergen Community College. If you do not wish to be contacted by e-mail, please reply to noemail@bergen.edu.”

Student Clubs and other groups wishing to use e-mail to promote events or other activities should maintain separate distribution lists, targeting only those who have indicated interest in receiving such communication.

Strictly Prohibited Practices

The following use of e-mail is strictly prohibited. Employees receiving such material should immediately report it to their immediate supervisor. Students with Bergen e-mail accounts should contact the Coordinator of Judicial Affairs.

  • The creation and exchange of messages that is offensive, harassing, obscene or threatening.
  • The exchange of privileged, confidential or sensitive information to inappropriate persons.
  • The creation and exchange of advertisements, solicitations, chain letters, or other spam.
  • Use of e-mail for commercial purposes.
  • The creation, storage or exchange of information in violation of copyright laws.
  • Reading or sending messages from another person’s account, except under proper delegate arrangements.
  • Copying or forwarding messages belonging to another user, which have been altered in such a way as to change the intent of the author.

Guidelines

Users should follow these guidelines and conventions:

  1. Ensure that messages are addressed to the appropriate recipient(s).
  2. Do not subscribe to list servers or other distribution lists that are not college related. Such lists tend to overload and affect the performance of the e-mail system.
  3. Users must not compromise the privacy of their passwords by giving them to others or exposing them to public view. Passwords should be changed on a regular basis.
  4. Retain messages only if relevant to the work or an anticipated litigation. The College’s e-mail system is set to retain messages for no more than six months. Messages having a legitimate business purpose greater than six months should be archived to a desktop folder or printed and filed.
  5. Address messages to recipients who “need to know.” Messages sent unnecessarily to a long list of recipients, lowers system performance, and may annoy recipients.
  6. Avoid opening messages or attachments received from unknown senders or responding to instant messages or other peer-to-peer technologies from strangers. Messages and attachments can carry viruses, and IM and peer-to-peer technologies are often used by intruders with malicious intent.
  7. Construct messages professionally (spelling and grammar) and efficiently (subject field, attachments).