Purpose of Policy

The purpose of this policy is to ensure the proper access, usage and disclosure of Roosevelt University's email system by its students. Email is a tool provided by the University to complement traditional methods of communications to support teaching and learning, research, services and administration. Users have the responsibility to use this resource in an efficient, effective, ethical and lawful manner. Use of the University's email system evidences the user's agreement to be bound by this policy. Violations of the policy are a violation of the Code of Student Conduct and may result in disciplinary action.

Account Creation

Email accounts are created once a student registers for a class at the University. The email account name is based on the official name of the student as reflected in the University student database (Banner). Requests for mail aliases based on name preference, middle name, nicknames, etc., cannot be accommodated. The only requests for name change that will be processed are to correct a discrepancy between email account name and official University records, in which case the email account name will be corrected.

Ownership of Email Data

The University owns all email accounts and all data transmitted or stored using email capabilities.


While the University will make every attempt to keep email messages secure, privacy is not guaranteed and users should have no general expectation of privacy in email messages sent through the University system. Under certain circumstances, it may be necessary for the IT staff or other appropriate University officials to access email files to maintain the system, to investigate security or abuse incidents or violations of this or other University policies. Such access will be on an as-needed basis and any email accessed will only be disclosed to those individuals with a need to know or as required by law.

Data Retention

Individuals are responsible for saving email messages as they deem appropriate. Messages are automatically purged from folders as follows:

  • Inbox – 1 year
  • Sent - 120 days
  • Trash - 30 days

Due to finite resources, the University has the right to restrict the amount of user space on the email server as necessary, to revise the above retention policies with appropriate IT Committee approval and advance notice, and to purge and remove email accounts of students who have not been registered for a period of nine months.

Data Backup

The email system is backed up on a regular basis as a way of recovering from a systematic loss impacting the entire email system. User files and folders are not backed up individually, and the IT staff cannot accommodate requests to restore these files or folders. Each email user is responsible for backing up individual messages and folders as appropriate.

Expiration of Accounts

Student email accounts will remain in effect for as long as the student remains enrolled in the University and for a minimum of nine months following graduation. If the student leaves Roosevelt prior to graduation, the account will be deleted in nine months. Student email accounts will be deleted immediately upon the account holder being suspended from the University for any reason or declared inactive by the University registrar. See the Computer Account Deletion Policy for details.

Appropriate Use

Email is provided as a professional resource to assist Roosevelt students in fulfilling their educational goals. Incidental personal use is permitted as long as it does not have negative effects on any other email account, jeopardize the email system, get in the way of fulfilling your educational goals or violate the law or any other provision of the Acceptable Use of Electronic Resources Policy or of any other policy or guideline of Roosevelt University. Each user is responsible for using the email system in a professional, ethical and lawful manner.

Personal Use

While incidental personal use of email is acceptable, conducting business for profit using University resources is forbidden. Examples of inappropriate use:

  • Any inappropriate email, some examples of which are described below and elsewhere in this policy, is prohibited. Users receiving such email should immediately contact the University Help Desk.
  • The creation and exchange of messages that are harassing, obscene or threatening.
  • The unauthorized exchange of proprietary information or any other privileged, confidential sensitive information.
  • The creation and exchange of advertisements, solicitations, chain letters and other unofficial, unsolicited email.
  • The creation and exchange of information in violation of any laws, including copyright laws, or University policies.
  • The knowing transmission of a message containing a computer virus.
  • The misrepresentation of the identity of the sender of an email.
  • The use or attempt to use the accounts of others without their permission.

Material that is fraudulent, harassing, profane, obscene, intimidating, defamatory or otherwise unlawful or inappropriate may not be sent by email or other form of electronic communications. If a student engages in this type of behavior, it will be considered a violation of the policy and may result in disciplinary action.

User Responsibility

Automatic forwarding of your emails to other email accounts is not offered as an option. Students are expected to read email on a regular basis and manage their accounts appropriately. An email message regarding University matters sent from an administrative office, faculty or staff member is considered to be an official correspondence and may be the only form of correspondence a student will receive. Sharing of passwords is strictly prohibited. Each individual is responsible for his/her account, including the safeguarding of access to the account. All email originating from an account is deemed to be authored by the account owner, and it is the responsibility of that owner to ensure compliance with these guidelines.

Student Organization Accounts

Requests for shared student organization accounts will be accommodated upon verification of registration with the Center for Student Involvement (Chicago Campus) or Center for Campus Life (Schaumburg Campus). These accounts require a designation of an account manager, who will administer the addition, deletion or modification of names within the account, as well as manage the account as per these guidelines. These accounts will be created with an expiration date of one year, at which time the manager can request a renewal, which will be granted pending verification of registration with the Center for Student Involvement (Chicago Campus) or Center for Campus Life (Schaumburg Campus) and the member list.

Supported Email Clients

The method for accessing email is through a web client. Use of an alternate method, such as the Outlook client, is not available. End-user support for the system will be provided through the Technology Help Desk. The University's Department of Technology is continually evaluating tools and technologies and reserves the right to modify the list of supported clients with appropriate notification.

Spam and Virus

While the incoming email is scanned for viruses and for messages deemed to be ‘SPAM', it is impossible to guarantee protection against all SPAM and virus infected messages. It is therefore incumbent on each individual to use proper care and consideration to prevent the spread of viruses. In many cases viruses appear to be sent from a friend or coworker; therefore attachments should only be opened when the user is sure of the nature of the message. If any doubt exists, the user should contact sender to verify the authenticity of the message and/or the attachment.