E-mail Account Policies

Creation and Maintenance Information

Internet accounts, e.g., user accounts for University maintained on Robles, the CLU mail and Internet services server will be maintained with the following goals and policies in mind:

  • Accounts are created for all admitted students, as well as new employees, faculty, and adjunct faculty members. Information regarding the acceptable use of the account will be made available at the earliest possible transaction point.
  • After changing the initial password, students can use CLU web mail in the MyCLU Portal to check email, change the password regularly, forward CLUnet email to another account, or create a vacation message. If a user plans to use an alternative e-mail account (e.g., Hotmail, Yahoo, Earthlink), it is the responsibility of the user to forward all mail that comes to the CLUnet address. Each CLU user is responsible for any mail that is sent to her/his CLUnet account, such as notices from the Registrar, Financial Aid Office, or other University departments.
  • After changing the initial password, employees can use the Outlook on Windows PC's or Entourage on Mac's or Outlook on the myCLU Portal to check email, change the password regularly, or create a vacation message. Employees are expected to use their CLU email account and address for offical University business. Employees are responsible for any mail that is sent to her/his CLUnet account from other University offices and external constituients conducting offical business with the University.
  • All accounts due for removal will receive an email message informing the account holder of a 30 grace period to conclude usage of the account, before the account will be removed from the system. Accounts for users will be removed under the following conditions:
    • Traditional undergraduate students
        Students, separating from the University prior to graduation will be given a 30 day grace period to remove account contents after which the account will be removed. Graduating seniors will be permitted to continue to use the account until they request it to be closed.
    • Special student status
        Students with special student status will retain account rights only while they are currently enrolled. Accounts will be removed on or after the add deadline of each current term for students no longer enrolled, and not having matriculated to program status.
    • ADEP students
        ADEP policy permits enrolled students to skip a maximum of two consecutive terms before formal re-admittance is required. This algorithm will be applied to their user accounts, e.g., that on or after the add deadline for the current term, all students not currently enrolled and without credits resulting from active participation in the previous two consecutive terms will lose account rights. Their accounts will be removed. If eventually re-enrolled, a new account will be created.
    • Graduate students
        Graduate students must be readmitted to their programs after an absence of active participation of one year. On or after the add deadline for the current term, all graduate students who are not currently enrolled and without credits resulting from active participation in the previous two consecutive terms will lose account rights. Their accounts will be removed. If eventually re-enrolled, a new account will be created.
    • Complementary accounts
        Complementary accounts will be created on an annually renewable basis, all of which come 'due' June I of each year. It will be the responsibility of the original requester to contact the ISS Systems Administrator, and provide authorization for the continued use of the account.
    • Employees
        Faculty, administrative and staff employees, upon separation from the University may be given a 30 day grace period before their accounts are removed. Special arrangements must be made, and notice provided to the ISS department, if a continuation is desired by any department on campus regarding a separating employee.
    • Adjunct Faculty
        Accounts held by adjunct faculty will be annually renewable, pending verification of continuation by the Office of Academic Affairs for the coming school year.
    • Faculty Emeritus
        Emeritus faculty members may request continuation of their accounts via the Office of Academic Affairs, or via special arrangements made with other high-ranking University leaders. Notice should be made to ISS so that existing accounts are noted accordingly.
    • Alumni

      Beginning in 2006, all alumni have automatically been able to retain their CLUnet account. Alumni who graduateed before 2006 may request a MyCLU portal account that includes a CLU email address.

         

Further Information