Introduction and Purpose
Email is an important method of communication for College purposes and carries the same weight as paper-based communication. The purpose of this policy is to define the acceptable use of the College’s email systems, services, and facilities.
The American College of Greece has established the use of official email accounts (acg.edu, alba.acg.edu, etc.) as an official means of communication for all divisions of the College. The official email platform used by ACG is Microsoft Office 365.
Email services are provided to support the College’s primary role of education, research, and associated functions.
The College complies with all applicable legal responsibilities, including Data Protection, Electronic Communication, and Intellectual Property legislation.
Responsible College Office and Officer
The Office of Information Resources Management (IRM) and its InfoSec Operations Team are responsible for:
- Maintaining this policy
- Responding to questions regarding this policy
Who Is Governed by This Policy
The acg.edu email domain and service are owned by The American College of Greece. This policy applies to all individuals who are granted an acg.edu email account, including but not limited to:
- Faculty
- Staff
- Students
- Alumni
- Individuals working on behalf of the College
- Individuals authorized by affiliated institutions or organizations
Activation and use of an acg.edu email account signifies acceptance of this policy.
Definitions
Email Account
The location where email messages are delivered, consisting of a username, password, and allocated disk space.
Email Username
The login name used to access the College email system.
Email Name Address
The username@acg.edu or username@alba.acg.edu address used as a permanent email alias. This address remains unchanged during a user’s affiliation with ACG.
Email Delivery Address
The actual address to which messages are delivered. Each account has a unique delivery address that may be shared with correspondents.
I. Email Accounts
- Users must protect their email account passwords and must not share them.
- Users are accountable for all actions performed using their email credentials.
- Email administrators and College staff will never request user passwords.
- Users must not access another individual’s email account, with or without permission.
- Email accounts have fixed storage quotas that cannot be increased.
- Email servers must not be used for archiving or long-term record retention.
- Users should refer to ACG’s Password Policy for detailed password requirements.
Email System Limits (Microsoft Office 365)
- Message size limit: 112 MB
- Attachment limit per message: 250 attachments
- Subject line length limit: 255 characters
- Multipart message limit: 250 parts
- Embedded message depth limit: 30 forwarded messages
These limits are indicative and subject to change by Microsoft. Users should consult official Microsoft Office 365 documentation for updates.
Recipient and Sender Limits
- Recipient limit per message: 1,000 recipients
- Message rate limit: 30 messages per minute
- Recipient rate limit: 10,000 recipients per 24 hours
II. Email Account Lifecycle
- Upon termination of employment, email accounts are suspended and then deleted.
- Former employees may request access to an archived mailbox for up to 30 days.
- Retired employees retain their acg.edu email account indefinitely unless policy changes occur.
- Graduating students retain their acg.edu email account indefinitely unless policy changes occur.
- Additional benefits (e.g. Office applications, cloud storage) are removed after graduation or retirement.
- The IT Department may terminate email accounts due to prolonged inactivity.
- Student email accounts may be locked upon request by authorized academic leadership.
Contact
Information Resources Management Department
The American College of Greece
Email: acgirm@acg.edu
Telephone: +30 210 600 9800 ext. 1356
Web: https://www.acg.edu/current-students/it-acg/
Date of Creation: August 7, 2012
Date of Last Update: November 1, 2023