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| IS - 1008 Email | Communication Release Date: 10/25/06 |
| Policy | |
Central New Mexico Community College (CNM) utilizes electronic communications as a more efficient, timely and cost effective method of communicating with students, employees and vendors. Electronic mail (email) and announcements are technology support services provided at CNM to enable these communications. This administrative directive defines the official CNM email address, the use of email addresses, and identifies the process for handling inactive email addresses and focuses on security.
1.1. The College EDU address is the sole official method for communicating with CNM students via email. The use of any other email address is a violation of College (Institute’s) Administrative Directive.
1.2 All students, staff and faculty receive an official EDU email address generated automatically through CNM’s Banner System. This email address is formatted as: username@cnm.edu
1.2.1 Students receive a CNM email address once they are officially admitted as a new, transfer or readmitted student.
1.2.2 Employees receive a CNM email address once a hire date has been created in Banner.
2. Email Address Types in Banner
CNM’s Banner system recognizes four types of use for email addresses. These types are EDU, PR, PER and BUS.
2.1 EDU type is used as the official CNM email address. This type is used by various departments and divisions at CNM to communicate with students, staff and faculty.
2.1.1 The EDU email address becomes the Banner default type to ensure that the student receives official CNM information at that email address. Enrollment Services authorizes the use of student CNM email addresses.
2.1.2 The Human Resources Department authorizes the use of faculty and staff CNM email addresses for mass communication.
2.2 PR type is used as the payroll email address for direct deposit email notification. CNM Business and Payroll Offices are the exclusive users of this type.
2.3 PER type is used as the personal email address of prospective students and job applicants. Enrollment Services authorize the use of this type for prospective student contact. Human Resources authorize the use of this type for job applicants’ contact.
2.4 BUS type is used as the business email addresses for CNM’s vendors. CNM’s Business and Purchasing Offices are the exclusive users of this type.
3.1 The College will inactivate user name and e-mail accounts in accordance with the College's Information Technology Use Policy (ITUP)
4. College-wide Electronic Communications
CNM utilizes two methods to send college-wide electronic communications – email and announcements through Passport.
Passport, CNM’s Internet Portal, has the capability to send announcements. This functionality should be used to communicate activities such as bake sales, graduation information, job fair, and open houses. Passport also has the capability to send Targeted Announcements to a select population.
CNM also uses email to send college-wide communications to CNM faculty, staff, and students.
4.1 PIO approves and coordinates CNM college-wide announcements using Passport.
4.2 PIO authorizes and approves the use of CNM college-wide emails to faculty and staff.
4.3 Enrollment Services authorizes and approves CNM college-wide emails to students.
Mass email messages containing confidential information must be secured utilizing information Technology Services approved software tools.
Maintaining the confidentiality of student information in accordance with FERPA (The Federal Educational Rights and Privacy Act), is the responsibility of all employees at Central New Mexico Community College. The CNM’s FERPA is outlined in the current Catalog and available in detail in the Records Office at the Main Campus and the Admissions Offices at the Montoya and South Valley Campuses and CNM at the Westside.
Students, who prefer not to receive correspondence via email, may do so by logging on to CNM’s online information and registration system and following the online instructions to have all correspondence delivered to them via the regular postal system.
7.1 Email Etiquette
7.2 Email Electronic Signature
Email Electronic Signature Guidelines
EDU EDU is the official domain designation for Educational entities.
Email Accounts An account and user specific credentials established for the use of CNM’s email services.
Passport CNM’s Internet Portal.
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| Forms: | N/A |
| Support Materials: | IS-1002, Information Technology Use |
| Reference Materials: | Employee Handbook 12.17, CNM Technology Use Policy |