Part 1. Purpose
This procedure establishes standards and processes for the distribution of official communications to students through college-issued email accounts and supports implementation of RCTC Policy 2.15, Official Student Communication.
Part 2. Administration of Student-Wide Communications
The Office of the Vice President of Student Affairs, or designee, is responsible for reviewing and approving requests for student-wide electronic communications. The College reserves the right to deny, modify, delay, or redirect communication requests that do not support the mission, operations, or educational purposes of the College, duplicate existing communications, violate policy, create unnecessary burden, or conflict with legal, privacy, or accessibility requirements. Emergency communications are exempt from standard timelines.
Part 3. Communication Request Guidelines
The following guidelines must be followed when submitting requests for broadcast distribution to students. Items must be submitted to the Office of the Vice President of Student Affairs in electronic form
- Attachments are discouraged while hyperlinks are encouraged
- Requests must be received at least ten working days prior to the intended e-mail distribution date
- The message content must comply with accessibility, FERPA, Data Practices, and College requirements
Part 4. Management of Student Accounts
The College will create an official student email account for each admitted student approximately 90 days prior to the start of the student’s admitted semester. Student accounts are established within the Minnesota State Microsoft 365 environment and are assigned a unique StarID-based login and College email address. The official student email account serves as the College’s primary method of communication with students, and students are responsible for activating, monitoring, and maintaining access to their account. Email accounts remain active while a student maintains an eligible relationship with the College and are deactivated approximately 365 days after the last enrolled semester. Students are responsible for retaining any email messages or files they wish to preserve before account deactivation.
Part 5. Appropriate Student Wide Distribution
Examples include registration information, academic deadlines, financial aid communications, student success initiatives, student life activities, safety notices, institutional surveys, and operational communications.
Part 6. Communication Generally Not Approved for Student Wide Distribution
Examples include commercial advertising, solicitation, personal business, promoting political viewpoints, unauthorized surveys, confidential student information, spam, or communications inconsistent with College policy.
Part 7. Privacy, Security and Monitoring
The College does not routinely monitor electronic communications; however, communications may be accessed or disclosed as authorized by law or necessary for institutional operations, investigations, security, or compliance.
Date of Implementation: Immediately
Date of Adoption: 7/22/ 2003
Date of Revisions: 2/28/17, 10/2/26