Somaiya Email Policy
Email is an essential communication tool provided by Somaiya Vidyavihar to facilitate effective communication among students, faculty, staff, alumni and administrators. To ensure a productive and respectful email environment, all users must adhere to the following email policies and guidelines.
Purpose
The purpose of this policy is to ensure the proper use of Somaiya Email system Which is used by faculty, staff, all the students and alumni using the somaiya.edu domain name pursuant to an agreement between the Somaiya Vidyavihar and Google, Inc. A professional email account on the Gmail platform.
(the “Gmail Accounts”). Electronic Mail is a tool provided by the Somaiya to complement traditional methods of communication and to improve education and administrative efficiency. Users have the responsibility to use this resource in an efficient, effective, ethical and lawful manner. Use of the Somaiya Email Accounts and/or the Gmail Accounts evidences the user's agreement to be bound by this policy.
Scope:
This policy applies to all faculty, staff, students, alumni and any other authorized users at Somaiya Vidyavihar who have been assigned a Somaiya Email Account. It encompasses all email-related activities carried out using the Somaiya Vidyavihar's email infrastructure or associated services. The policy applies to all devices, platforms, and networks used to access email services, including desktop computers, laptops, mobile devices, and web-based email clients.
Policy Guidelines:
Account Creation and Activation:
The personalized Email ID is provided to all the Faculty, Staff, Students and Alumni associated with Somaiya Vidyavihar, Somaiya Vidyavihar University and Somaiya Aurvihar.
Somaiya Email Accounts are created based on the official name of the student, faculty, staff or alumni as reflected in Human Resource, Payroll and Registrar records. Requests for mail aliases based on name preference, middle name, nicknames, etc., cannot be accommodated. Only requests for name changes to correct a discrepancy between an email account name and official Somaiya records will be processed, in which case the email account name will be corrected; this applies to Somaiya Email Accounts only.
However, it is generally advisable to ensure that the email ID and credentials are sent to a reliable and secure communication channel. Here are some guidelines to consider:
The email containing the email ID and login credentials should be sent to a personal email ID that you have access to and regularly monitor. Make sure the personal email account is secure and protected with a strong password.
If possible, enable additional security measures like two-factor authentication for your personal email account to enhance its security.
To receive SMS notifications or alerts regarding your email ID and login credentials, provide a valid and up-to-date mobile phone number during the registration or account creation process.
Ensure that the mobile phone number you provide is correct and active so that you can receive the SMS without any issues.
Keep your personal email ID and mobile phone number confidential to prevent unauthorized access to your email account and protect your personal information.
Avoid sharing your email ID and login credentials with others, and be cautious when accessing your email account on public or shared devices.
Once you receive the email ID and login credentials, follow the instructions provided to activate your email account.
It is important to complete the activation process promptly to ensure uninterrupted access to your official Somaiya email account powered by Gmail, which means you can access your email using the familiar Gmail app or web interface and features.
If you have any concerns about the delivery of email ID and credentials or if you encounter any issues during the process, it is recommended to raise a ticket in the IT Help Desk portal of IT Department, Somaiya Vidyavihar.
Acceptable Use:
Somaiya Email Accounts should primarily be used for official academic and administrative purposes. Users should refrain from using their Somaiya email accounts for personal, non-academic, or non-somaiya-related communication. Students must adhere to the Somaiya Vidyavihar's Code of Conduct and policies when using their email accounts.
Users must use professional language and maintain a respectful tone in all email correspondence. Offensive, derogatory, or inappropriate language is strictly prohibited.
Users should respect the confidentiality and privacy of others' email communications. Sharing or forwarding emails without proper authorization is not permitted.
Users must comply with all applicable laws, regulations, and Somaiya Vidyavihar policies when using email. It is strictly prohibited to use email for any illegal, fraudulent, or unethical activities.
Email should be used in a manner that does not unduly burden or disrupt the Somaiya's email infrastructure or resources. Bulk emailing, chain letters, or spamming activities are strictly prohibited.
Users should respect intellectual property rights and refrain from infringing copyrights in email communications.
Unauthorized distribution, reproduction, or use of copyrighted material via email is prohibited.
Users should exercise caution when opening email attachments or clicking on links to prevent malware or phishing attacks. Reporting any suspicious or phishing emails to the IT department is encouraged to protect the Somaiya community.
The Somaiya Vidyavihar reserves the right to monitor and review email communications to ensure compliance with this acceptable use policy. Monitoring may be conducted for legitimate purposes, such as security, policy enforcement, or compliance with legal requirements.
Failure to comply with this acceptable use policy may result in disciplinary actions, including but not limited to, suspension or termination of email account privileges, academic consequences, or legal actions as deemed necessary.
It is the responsibility of all users to familiarize themselves with and adhere to this acceptable use policy to maintain a professional, secure, and effective email communication environment within Somaiya Vidyavihar.
Storage Guidelines:
Effective email management is crucial to ensure efficient communication and proper resource utilization. The email storage policy at Somaiya Vidyavihar provides guidelines for managing email storage to maintain an organized and secure email environment. The policy includes the following provisions:
Each user is allocated a specific storage quota for their email account. The storage quota defines the maximum amount of email data that can be stored in the account.
After careful review and consideration, the Somaiya Vidyavihar has decided to amend the storage policy, member type wise storage specified below:
Further, the quota may vary based on user roles or organizational requirements.
Users are responsible for regularly reviewing and managing their email inbox. It is recommended to delete unnecessary emails and folders that are no longer needed. Deleted emails may still occupy storage space until they are permanently purged from the system.
Archiving important emails helps preserve them for future reference while freeing up storage space. Users should archive emails that contain valuable information or are required for record-keeping purposes. Archived emails are typically moved to a separate folder or storage location.
Email attachments can consume significant storage space. Users should save important attachments to their local storage or network drives and remove them from email messages. It is important to exercise caution and ensure backups are maintained for important attachments.
The IT department may periodically monitor email storage usage to ensure compliance with storage policies.
In the event that a user exceeds their allocated storage quota, the user may be notified and required to take appropriate actions to reduce storage usage.
Failure to comply with storage policies may result in restrictions, such as inability to send or receive emails, or other disciplinary actions.
In cases where users require additional storage beyond the allocated quota, they may explore options provided by the IT Department of Somaiya Vidyavihar, such as network drives, cloud storage services, or other authorized solutions.
Users should adhere to the specific policies and guidelines associated with these additional storage options.
By adhering to this email storage policy, users contribute to an efficient and manageable email system while ensuring the availability of resources for all users.
It is essential for all users to review and comply with this policy to maintain a well-organized and optimized email environment at Somaiya Vidyavihar.
Non-Compliance with Email Storage Policy and Account Deletion
Failure to adhere to the email storage policy at Somaiya Vidyavihar may result in the deletion of the email account and its associated data. It is important for users to understand the consequences of non-compliance and take appropriate actions to ensure compliance with the policy. The following points outline the potential outcomes of non-compliance:
If a user exceeds their allocated storage quota and fails to take corrective actions within the specified timeframe, their email account may be suspended.
In the event of any disciplinary or legal issue involving an employee, the Somaiya Vidyavihar will immediately suspend the employee’s email account. And access to a suspended or active employee’s email account requires formal approval from the Human Resources (HR) department.
Account suspension means that the user will temporarily lose access to their email account and related services.
If a user continues to exceed the storage quota or repeatedly fails to comply with the email storage policy even after account suspension, their email account may be permanently deleted.
Deletion of the email account results in the loss of all associated data, including emails, attachments, and other related information.
Once an email account is deleted, all data stored within the account becomes permanently unrecoverable.
The Somaiya Vidyavihar cannot guarantee retrieval or restoration of any data once the account has been deleted.
Non-compliance with the email storage policy may have negative consequences on communication and access to IT Department of Somaiya Vidyavihar services.
Users may experience difficulties in receiving or sending emails, accessing shared resources, or using other services associated with their email account.
Persistent violation of the email storage policy may result in disciplinary actions as determined by the Somaiya Vidyavihar
Such actions may include academic penalties, loss of privileges, or other consequences deemed appropriate by the Somaiya Vidyavihar authorities.
To avoid the deletion of their email account and any associated data, users must comply with the email storage policy and take necessary measures to manage their email storage effectively. This includes regularly reviewing and deleting unnecessary emails, archiving important data, and utilizing alternative storage options provided by the Somaiya Vidyavihar, if available.
It is the responsibility of users to familiarize themselves with the email storage policy, monitor their storage usage, and promptly address any violations or warnings issued by the Somaiya Vidyavihar.
Ownership of Email Data:
At Somaiya Vidyavihar, the ownership of email data is subject to certain policies and considerations. The following guidelines outline the general principles regarding the ownership of email data.
Users maintain ownership of the content they generate and send through their Somaiya email accounts.
This includes the emails they compose, attachments they create, and any other original content they generate.
While users own their email data, the Somaiya Vidyavihar may have certain rights and access to ensure compliance with legal, regulatory, or policy requirements.
The Somaiya Vidyavihar reserves the right to access and monitor email data, as deemed necessary, to maintain the security and integrity of the email system, investigate suspected policy violations, or respond to legal requests.
The Somaiya Vidyavihar may implement data retention policies that govern the storage and retention of email data.
These policies specify the duration for which email data is retained, as well as the circumstances under which it may be purged or archived.
The Somaiya Vidyavihar is committed to protecting the confidentiality and privacy of users' email data.
Access to email data by Somaiya Vidyavihar personnel is granted on a need-to-know basis and in accordance with applicable privacy laws and regulations.
Upon a user's departure from the Somaiya Vidyavihar, the ownership of their email data remains with the individual.
However, the Somaiya Vidyavihar may retain a copy of the user's email data for a specified period, as required by its data retention policies or legal obligations.
It is important for users to be aware that email data may be subject to legal or regulatory requirements, such as public records laws or litigation holds. In such cases, the Somaiya Vidyavihar may be obligated to preserve and disclose email data as required by law.
Users are advised to review and understand the specific policies and guidelines related to email data ownership at Somaiya Vidyavihar. If there are any questions or concerns regarding the ownership of email data, users should contact the appropriate Somaiya Vidyavihar authorities or refer to the official policies and resources.
Email Account Expiration Policy
Individuals may leave the Somaiya Vidyavihar to take other employment, retire, transfer to another college, or simply go on to other activities. There are many situations at the Somaiya Vidyavihar, where the length of email privileges or expiration of accounts will differ, as set forth below. Notwithstanding the guidelines below, the SVV-IST reserves the right to remove email privileges at any time or the specific timeframe for account expiration will be communicated to the student in advance, typically through official communication channels.
Faculty who leave before retirement – Faculty who leave before retirement may keep their email account for one year from the end of the last term in which they taught. If such separation is for cause, email privileges may be immediately suspended indefinitely without notice.
Staffs who leave before retirement – Staff members who leave the SVV will have email privileges removed effective on their last worked day. If such separation is for cause, email privileges may be immediately suspended indefinitely without notice.
Retired Faculty – Faculty who have retired from the SVV will retain their email privileges indefinitely; however, if there is no usage for a period of one year, email privileges will be removed without notice .
Retired Staff – Staff who have retired from the SVV will have email privileges removed effective on their last worked day.
Students who leave before graduation – Students who leave the SVV without completion of their degree or other program may keep their email privileges for one academic year from the last term when they were registered. After one year their email account will be suspended automatically.
A student who is pass out / Switch - If a student is pass out from the SVV, email privileges still be continued as alumni . If students graduate / switch colleges within Somaiya’s institutions, the same email ID can be used by the student.
Email Data Backup and Retrieval: Email Data Backup and RetrievaStudents are responsible for backing up any important emails or data stored in their Somaiya email accounts before the account expiration. The Somaiya Vidyavihar may provide guidelines or resources on how to backup or export email data to personal storage or alternative email services.
If the last sign-in shows inactivity for more than 6 months, the email account will be suspended for a period of one month. After this suspension period, Somaiya Vidyavihar reserves the right to delete the email account permanently.
For alumni the Somaiya Vidyavihar will hold the email address for life time, with no longer access to Google Groups, Google Drive and Photos. In the event the SVV terminates or otherwise ceases its contractual relationship with Google regarding the Gmail Accounts, those with Somaiya Email Account will lose email privileges for the Gmail Accounts in accordance with the terms of the Google contract. Notice will be provided as soon as reasonably possible.
It is important for students to regularly check their email and stay informed about the account expiration policies and procedures of Somaiya Vidyavihar. Students should ensure that they retrieve any necessary data or information from their email accounts before the expiration date.
If students have any questions or need further information regarding the expiration of their email accounts, they should contact the IT department of Somaiya Vidyavihar or refer to the official somaiya.edu website for specific details and guidance.
Using Somaiya Email Account for Personal Use:
At Somaiya Vidyavihar, the Somaiya email accounts provided to students are primarily intended for academic and administrative related communication. While some personal use of the email account may be permissible within reasonable limits, it is important to understand and adhere to the guidelines regarding the use of official email for personal purposes. The following points provide an overview of the policy:
The primary purpose of the official email account is to facilitate professional and academic communication between students, faculty, staff, and the Somaiya Vidyavihar administration.
Official email accounts should be used responsibly and ethically, ensuring that communication aligns with the Somaiya Vidyavihar's values, policies, and code of conduct.
Occasional and limited personal use of the official email account may be allowed, as long as it does not interfere with academic or administrative related activities.
Personal use should be reasonable, respectful, and in compliance with applicable laws and regulations.
The following activities are typically not allowed when using the official email account for personal purposes:
Commercial or business-related activities unrelated to Somaiya Vidyavihar activities.
Activities that violate the Somaiya Vidyavihar's code of conduct or any local, state, or federal laws.
Sending or receiving personal emails containing offensive, discriminatory, or inappropriate content.
Excessive personal email communication that hinders the functioning of the email system or affects others' access to resources.
Activities that would jeopardize the Somaiya Vidyavihar's not-for-profit status
Use of these facilities and services for political purposes
Use of these facilities and services for personal economic gain
Any Somaiya Email user found in violation of the above is subject to having their email privileges revoked.
It is important to note that while the Somaiya Vidyavihar respects users' privacy to a reasonable extent, there may be circumstances where the email system is monitored or accessed for security, compliance, or other legitimate purposes.
Users should not expect absolute privacy when using the official email account, and they should use it with the understanding that the Somaiya Vidyavihar may have the right to access and review email content, if necessary.
It is generally recommended that faculty,staff and students maintain a separate personal email account for non Somaiya Vidyavihar related communication to ensure clear separation between personal and official/academic matters.
It is essential for students to exercise discretion and use the official email account responsibly, primarily for academic and administrative related purposes.
Security and Privacy of Email Policy
At Somaiya Vidyavihar, the security and privacy of email accounts are of utmost importance. The Somaiya Vidyavihar has implemented policies and measures to safeguard the confidentiality, integrity, and availability of email communications. The following points outline the key aspects of the security and privacy of email policy:
Emails sent and received through official Somaiya email accounts are considered confidential and should be treated as such.
Users are expected to maintain the confidentiality of their own emails and should not access, disclose, or use other users' emails without proper authorization.
Users must take necessary precautions to prevent unauthorized access to their email accounts, such as using strong and unique passwords, enabling two-factor authentication, and not sharing login credentials with others.
Any suspicious or unauthorized activity related to an email account should be reported to the IT department immediately.
Whenever possible, the Somaiya Vidyavihar promotes the use of secure protocols (such as SSL/TLS) for transmitting emails to ensure the confidentiality of the information exchanged between the sender and recipient.
The Somaiya Vidyavihar implements security measures to detect and mitigate risks associated with malware and phishing attacks.
Users should be vigilant and cautious when opening email attachments or clicking on links to avoid potential security threats.
Reporting suspicious emails or suspected phishing attempts to the IT department helps protect the Somaiya Vidyavihar community from such threats.
The Somaiya Vidyavihar follows appropriate data retention policies for email accounts, ensuring compliance with relevant laws and regulations.
Emails and associated data may be retained for a specific duration, after which they may be deleted from the email system.
Users should be aware of the email retention policies and make necessary arrangements to back up and retain important emails or data before expiration or deletion.
Users are expected to comply with applicable laws, regulations, and Somaiya Email policies when using their email accounts.
Engaging in activities that violate the law or infringe upon the privacy rights of others through email communications is strictly prohibited.
The Somaiya Vidyavihar reserves the right to monitor and audit email usage and activities for security, compliance, or other legitimate purposes.
Such monitoring and auditing activities are conducted in accordance with applicable laws and regulations.
Google also retains the right to access to the Email Accounts for violations of its Acceptable Use Policy. It is important for users to familiarize themselves with the security and privacy of email policy at Somaiya Vidyavihar. If users have any questions, concerns, or need further guidance regarding the security and privacy of their email accounts, they should reach out to the IT department of Somaiya Vidyavihar.
Email Password Protection Policy
At Somaiya Vidyavihar, the protection of email account passwords is crucial to maintain the security and integrity of the Somaiya Vidyavihar's communication systems. The email password protection policy aims to ensure that users create strong and secure passwords, regularly update them, and take appropriate measures to safeguard their passwords. The following guidelines outline the key aspects of the email password protection policy:
Users are required to create strong passwords that are not easily guessable or predictable. Passwords should be a combination of upper and lower case letters, numbers, and special characters.
Avoid using common dictionary words, personal information, or easily guessable patterns as part of the password.
Passwords should meet the minimum complexity and length requirements set by the IT department of Somaiya Vidyavihar.
Typically, passwords should be at least eight characters long, but longer passwords are encouraged for enhanced security.
Users are encouraged to change their email account passwords at regular intervals, as determined by the Somaiya Vidyavihar's password policy.
Changing passwords periodically helps mitigate the risk of unauthorized access or password compromise.
Users must keep their email account passwords confidential and should not share them with anyone, including friends, colleagues, or family members.
It is important to avoid writing passwords down or storing them in easily accessible locations.
The Somaiya Vidyavihar strongly recommends enabling multi-factor authentication for email accounts, where available.
MFA adds an extra layer of security by requiring additional verification, such as a unique code sent to a mobile device, in addition to the password.
Users should follow the established password recovery or reset procedures provided by the Somaiya Vidyavihar if they forget or need to reset their email account passwords.
It is important to use secure and reliable methods to recover or reset passwords, such as answering security questions or verifying personal information.
Users should promptly report any suspicious or unauthorized activity related to their email account, including suspected password breaches or unauthorized access, to the IT department or relevant authorities.
Users are expected to comply with the email password protection policy and any additional password-related policies or guidelines set forth by the Somaiya Vidyavihar.
Failure to adhere to the policy may result in disciplinary actions or loss of access to email services.
It is essential for users to understand and follow the email password protection policy at Somaiya Vidyavihar. By creating strong passwords, regularly updating them, and maintaining the confidentiality of passwords, users can contribute to the overall security of the Somaiya Vidyavihar's email system.
For specific details and requirements related to password protection, users should refer to the official email password protection policy provided by the IT department of Somaiya Vidyavihar. If users have any questions, concerns, or need assistance regarding password protection, they should contact the IT department of Somaiya Vidyavihar.
Compromised Email Accounts Policy
At Somaiya Vidyavihar, the security of email accounts is of utmost importance to protect the confidentiality and integrity of the Somaiya Vidyavihar's communication systems. The compromised email accounts policy aims to address situations where an email account is suspected or confirmed to be compromised. The following guidelines outline the key aspects of the compromised email accounts policy:
Users who suspect that their email account has been compromised should report it immediately to the IT department or the designated helpdesk.
Prompt reporting allows the Somaiya Vidyavihar's IT team to take necessary actions to mitigate potential risks and secure the account.
Upon receiving a report of a compromised email account, the IT department will conduct a thorough investigation to verify the claim.
The investigation may involve analyzing account activity, reviewing logs, and working with the user to gather relevant information.
If an email account is confirmed to be compromised, the IT department may suspend the account temporarily to prevent further unauthorized access.
Additional security measures, such as password resets or enabling multi-factor authentication, may be implemented to secure the account.
Once the compromised account has been secured, the IT department will work with the user to restore access to the account.
Users may be required to follow specific procedures, such as resetting passwords or verifying their identity, to regain access.
The Somaiya Vidyavihar will provide resources and educational materials to raise awareness about email security best practices.
Users will be encouraged to implement strong passwords, enable multi-factor authentication, and exercise caution while handling email attachments or clicking on suspicious links.
The Somaiya Vidyavihar's IT department will continuously monitor and implement security measures to prevent email account compromises.
Regular system updates, security patches, and intrusion detection systems may be employed to mitigate potential risks.
Users are responsible for taking necessary precautions to protect their email accounts, such as using strong passwords and promptly reporting any suspicious activity.
Users should follow the Somaiya Vidyavihar's guidelines and best practices for email security to minimize the risk of compromise.
Failure to adhere to email security best practices, resulting in an email account compromised due to negligence, may lead to disciplinary actions as determined by the Somaiya Vidyavihar.
It is important for users to be aware of the compromised email accounts policy at Somaiya Vidyavihar and to promptly report any suspected compromises. By working together with the Somaiya Vidyavihar's IT department and following recommended security practices, users can help maintain the security and integrity of the email system.
Policy Review:
Policy Update: This policy may be reviewed and updated periodically to align with changing needs, technological advancements, and regulatory requirements.
Users will be notified of any significant policy changes through appropriate communication channels.
Compliance: Users are responsible for staying updated on the Somaiya Email policy and adhering to the most recent version.
Failure to comply with this policy may result in the loss of access to Somaiya Email Account or other appropriate consequences.