Cabrini College - Information Technology & Resources
Email at Cabrini
Introduction to Email
Acquiring Email
Managing Email
Other Email Issues
Introduction to Email
About Your Email Account
Electronic mail is a primary means of
communication on campus. Many official college communications are
transmitted to students, faculty, and staff via email. It is an
important vehicle for communications between students and their
instructors, a convenient organizational tool for groups and
departments, and a quick method for sharing ideas and information
among friends and colleagues.
Your email account is a valuable asset. It is,
and should remain, private to yourself alone. It is used to
authenticate your identity in many college online services. In
addition, you are totally responsible for all activity that takes
place from your account. To safeguard your identity and your privacy,
do not share your account or give your password to anyone.
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Email Etiquette
Email is both less formal than a letter and
less personal than a conversation. It is difficult to strike the
right balance, but commonsense and consideration for others and
simple courtesy are always good places to start. Here are a few
points to keep in mind.
- Email is not strictly private. With all the
hackers and sniffers out there, you should think of email as a
post card. Would you want the mail carrier to read your
message?
- Be careful how you express yourself. The
recipient does not have your facial expressions, tone of voice,
and body language to aid understanding. Hence the growing
vocabulary of "emoticons" to let people know when your sarcastic
crack is really a "yolk". >:-{
- Everyone hates junk mail. Before you hit
the send button, ask yourself how important your message is to the
recipients. As a rule of thumb, consider that any mail sent to
more than twenty recipients is potential "spam".
- Unsolicited mass email (spam) is contrary
to the Acceptable Use Policy. Any message to the college community
at large must be approved by an appropriate academic or
administrative officer. For details on the mass mailing policy go to
mass mailing policy
.
- Anonymous mail is considered nasty, whether
of the snail or electronic variety. That cute sobriquet that
amuses your personal friends on your hotmail account may be
totally anonymous - and annoying - to an instructor or potential
employer. Choose your alias wisely, and be sure to identify
yourself properly to those who need to know who you
are.
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Email Guidelines
The college encourages courtesy and
professionalism in electronic messaging. The following are some email
guidelines:
- Be concise.
- Do not use slang or idioms that could be
misunderstood outside of your own region or country.
- Use short paragraphs. Separate ideas with
bullets.
- Be careful when typing in capital letters.
All caps are interpreted as yelling.
- Never send email when angry. Type it, then
save it to a folder. After you are calm, reread it, edit, and then
send.
- Keep emails constructive in substance and
professional in tone. Treat people with the same courtesy and
respect in email as you would do face-to-face.
- Do not use email as a replacement for
face-to-face conversation.
- Write in a factual style, avoiding verbiage
that can be misconstrued. Email is one-directional. The recipient
cannot "hear" your intonation. You cannot see his or her facial
expressions as your message is being read.
- Guard against sending email that can be
taken out of context or that contains confidential, internal
information. Email is easily forwarded and copied. Once it leaves
your account, an email can take on a "life of its
own"
- Do not send messages with blank subject
lines. Messages with no subject are likely to be treated as junk
mail.
- Proofread the distribution list carefully
before you click Send. Is it the list you really
intended?
- Avoid Reply-All to messages. Most people do
not need to have a copy of every reply to every iteration of the
same message.
- Delete and do not forward spam, jokes, and
chain letters.
- Limit attaching large and multiple files
and graphics. Where attachments are necessary, compress them
before sending.
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Acquiring Email
How To Get An Email Account
All active students, faculty, and staff are
eligible for @cabrini.edu accounts.
To pick up your account, go to the Computer
Accounts Management Service on the web at https://accounts.cabrini.edu/
and follow the prompts. If you are picking up your first account, you
will be asked some personal questions for authentication of your
identity and will be required to read and affirm your compliance with
the Acceptable Use Policy. You will then be able to "activate" your
account.
When you go to CAMS, you should find two
accounts. One is your @cabrini.edu email account. The second is your
Cabrini Domain account, which gives you access to online computing,
library, and appropriate administrative resources at Cabrini as well
as a login for computers in laboratories and offices.
Be sure to make a note of your user-ID (a.k.a.
login-ID) and password.
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Picking a Password
You may change your password at https://accounts.cabrini.edu/, click on the "key"
and complete the form or if you have forgotten your password and have set up the password wizard, click on "Help! I forgot my password".
For reasons of privacy and security, the
password you choose should be as strong as you can make it. The
following criteria may help:
- It should have a minimum of six (6) and a
maximum of eight (8) characters;
- It should contain both alpha (minimum two)
and numeric/non-alpha (minimum one) characters, with alpha
characters at the beginning and end of the string;
- It should NOT contain a string of
characters which, read forward or backward, comprises your name,
part of your name, your initials, a nickname commonly associated
with your name (e.g., "jim" for "james"), your birthdate, or your
social security number;
- It should NOT contain a string of
characters which comprises an item listed in an unabridged
dictionary, or in the "most cracked passwords" file;
- It should contain special or numeric
characters, at least one of which must fall within the string.
(e.g., Aliens3 is no good but Al!ens3 is acceptable because the
"!" substituted for "i" breaks up the alphabetic string. The final
"3" doesn't count because it does not interrupt the alphabetic
string.)
- It should differ from your previous Cabrini
passwords by at least three characters.
The password re-setter at https://accounts.cabrini.edu/ is programmed to help you choose a
password that conforms to these rules.
Password hacking, however, is a science growing
ever more sophisticated, so more stringent rules may be needed later.
If the password you select today fails the test of tomorrow's
password cracking program, your account may be temporarily disabled.
You will then need to contact the Cabrini Help Desk
(610-902-8366) to have your password re-set and your account
re-activated.
Note: For added security, domain account only
passwords are set to expire every ninety (90) days. PCs connected to the Cabrini
network receive a log on warning two weeks in advance; Macintosh
computers receive no warning. To keep your passwords in sync, use the
password re-setter given above, not the do-it-now re-setter offered
by your desktop.
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Official Email Address
To ensure that all important correspondence is
reliably delivered to each individual, all account holders will be
assigned an Official Email Address, commonly of the form:
all.your.names@cabrini.edu. This address will be used for all
college email correspondence lists, for populating lists for classes,
and for the official online directory.
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Group Accounts
College departments and recognized campus
organizations may request an email account to be used for the
organization. Application for an organizational account should be
directed to the ITR Help Desk (610-902-8366 or ITRhelp@cabrini.edu ).
The president /head of an organization is
personally responsible for the organization's account. In addition,
student group accounts must have prior approval from the Vice
President of Student Development. Student organizations should
contact Student Development before calling ITR.
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Managing Email
Reading Email
To read your email you may use any of a large
number of email software clients. Those supported by ITR are Outlook
and Outlook Express. Your choice between Outlook and Outlook Express
will primarily be governed by whether you need to use shared
calendaring or not.
From off campus, if you have no special
requirements, the simplest way to read your Cabrini email is to use
CabriniOne. Go to http://one.cabrini.edu and fill in your login user-ID and password as requested. You may also use Webmail as another option to check email away from campus. Go to http://webmail.cabrini.edu
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Email Quotas on the Mail Server
What is an email quota?
The email quota is the amount of email (including
attachments) that a user can store on the central email server. If
the assigned allocation is filled up, no new mail can be stored in
the account Inbox -- new mail is returned to sender.
Current email quotas on @cabrini.edu
Current default quota in an @cabrini.edu email account is
100M.
Users who are utilizing a major portion of
their default quota and have a greater need for reasons that support
the mission of the college may request an increase by sending a
request via email to ITRhelp@cabrini.edu Requests will be considered on an "as needed" basis.
The limit on the number of recipients
you may address in one email message is 200. You should be aware,
however, that your recipients' services may have a lower limit.
The maximum size of any email attachment
is 10M. This is a system-wide transmission limit common to all users;
it cannot be increased.
How do users know how much space they
have used?
Users are notified automatically via email when their usage
exceeds 90% of their storage quota.
A final notice is sent automatically when the
account reaches 100% of the quota, after which no new mail will be
received in the account Inbox until the amount stored is reduced or
the limit is raised.
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Quotas on the Exchange Server
Please note: Only faculty and staff
members at Cabrini College are permitted to request an exchange
account due to licensing restrictions.
Email Quotas on exchange server
Current default quota for all users is 100M
The limit on the number of recipients
you may address in one email message is 200, although there may be a
lower limit at the receiving end.
The maximum size of any email attachment
is 10M. This is a system-wide transmission limit common to all
users.
How do users know how much space they
have used?
Exchange users are automatically notified when their mailbox
usage reaches 90M.
What happens if my mailbox is over
quota?
Exchange users will be able to receive new email messages but
they will not be able to send any new messages until they have
decreased their mailbox usage.
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Other Email Issues
Continuance of Email Priviledges after Separation from the College
What happens to my account when I
graduate?
There are a number of continuing services associated with
your Cabrini email account. Here is what happens to them when you
graduate
First two years
Graduating students may keep their Cabrini email accounts for
two years after graduation. Your address (including your official
email address and your personal alias, if you established one) is
retained for two years.
After first two years
Two years after graduation the email account is closed. Stored
email files are deleted, and the personal alias is turned off.
Before your account is deleted, it is your responsibility to copy
any email files you wish to keep.
Long-term email forwarding
Long-term email forwarding is available for your userid and
your official email address. Note that once your email account is
closed, you will no longer be able to re-set your forwarding.
Cabrini domain account
Your Cabrini domain account (for access to student records and
the library) is turned off approximately 30 days after graduation.
Shared space on a Cabrini server (Drive H) is deleted
Early account deletion
You may have your account closed sooner if you wish . Contact
the Cabrini Help Desk (610-902-8366 or ITRhelp@cabrini.edu).
What happens to my account when I
retire?
Faculty and staff members retiring from the college may
request to keep (or reactivate) any or all of the following services
indefinitely:
- Email forwarding for userid, official email
address, and personal alias
- Web page and file storage on CabriniNT
- Cabrini domain account (will be turned off;
may be reactivated with different parameters)
Contact the ITR Help Desk (610-902-8366, ITRhelp@cabrini.edu to initiate such a request. If no request for continuance is received
within 30 days after retirement, the account will be scheduled for
deletion.
Continuation of retirees' accounts service will
be reviewed annually. Please confirm your continuing need for this
service once each year by sending an email to ITRhelp@cabrini.edu during the Fall term.
What happens to my account when I resign
from the college?
Individuals may leave the college to take other employment,
to transfer to another college, or simply to go on to other
activities. Since such people often have no continuing relationship
with the college, their continuation email benefits are substantially
reduced.
- Faculty who leave before retirement.
Faculty who leave before retirement may keep their email
accounts and email forwarding for one year from the end of the
last term in which they taught. This covers the case of adjunct
faculty members who teach one course per year, usually in the same
term.
- Staff who leave before retirement.
Staff members who leave the college may keep their email
accounts and forwarding for 30 days from their date of
termination, unless otherwise requested by their departments.
- Students who leave before
graduation.
Students who leave the college without completion of their
degree or other program may keep their email accounts and
forwarding usually one year from the last term when they were
registered.
- An employee who is fired or a student
who is expelled.
If you are invited to leave the college 'for cause', your
email and domain privileges will be terminated immediately upon
receipt of notification by ITR.
What happens if I have multiple
relationships to the college?
Some individuals have more than one affiliation with the
college. A faculty member may also be an alumnus, a staff member may
be a student, a staff member may be a part-time faculty member, etc.
A person with multiple roles will receive the
account benefits that give the individual the maximum advantage
unless other considerations override that benefit. When one
relationship ends, coverage reverts to that appropriate for the
remaining relationship(s).
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Abuse of Email Priviledges
Email and network connectivity are a privilege,
not a right. These privileges can be revoked for violations of the
college's Acceptable Use Policy. Unacceptable behavior includes, but
is not limited to:
- unsolicited and unauthorized mass email
(spam)
- offensive language
- obscene material or language
- threats
- infringement on others' privacy
- interference with others' work
- copyright infringement
- illegal activity
Penalties for unacceptable behavior range from
de-activation of the account (for minor first offenses) through
college judicial action or referral to law enforcement
authorities.
In the case of account de-activitation,
the offender must write a letter to the appropriate Vice President requesting
that the account be reactivated. The letter should
demonstrate an understanding of the negative ramifications that
network and email abuse have on both college computing resources and
the rights of other computer users.
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