1. Information Technology
  2. Policies and Procedures
  3. Email Policies and Procedures

Email Policies and Procedures

Download the Email Policies and Procedures policy or review the policy below.

The email domains are:

  • gradcenter.cuny.edu
    • for student email
    • in a Microsoft-hosted Office 365 environment
    • subject to being a CUNY CIS-hosted and -managed system, with limited options delegated to GC IT decision-making
  • ret.gc.cuny.edu
    • available to designated retirees
    • in a Microsoft-hosted Office 365 environment
    • subject to being a CUNY CIS-hosted and -managed system, with limited options delegated to GC IT decision-making
  • gc.cuny.edu
    • for GC constituents as defined below
    • in a Microsoft-hosted Office 365 environment
    • subject to being a CUNY CIS-hosted and -managed system, with limited options delegated to GC IT decision-making
       

Eligibility for gradcenter.cuny.edu mailbox

The following table identifies categories of GC students and the associated guidelines for mailboxes in the gradcenter.cuny.edu domain:

STUDENTS

Student Category

gradcenter.cuny.edu Mailbox

Matriculated

Yes

(Together with Office 365)

CUNY and Consortial Permit

No

Audit & Non-matriculated & AISI members

Yes

Students who have withdrawn

Retained, for email only

Students who have graduated

Retained, for email only

 

Eligibility for ret.gc.cuny.edu mailbox

RETIREES

Retiree Category

ret.gc.cuny.edu Mailbox

ECP and other full-time non-teaching instructional staff

Upon request to HR

Full-time retiring teaching faculty and librarians*

Upon request to HR

Individuals not represented by the PSC or not in the ECP

No

Research Foundation staff

No

The following table identifies categories of GC employees and the associated guidelines for mailboxes in the ret.gc.cuny.edu domain:
 

*Note: Full-time retiring teaching faculty and librarians can either retain an existing GC mailbox or elect a new one in the ret.gc.cuny.edu domain.
 

Eligibility for gc.cuny.edu mailbox

  • Current GC 5th Staff and ASRC Tax-Levy employees (including post-Docs) identified in the Graduate Center CUNYFirst HCM system are provisioned with gc.cuny.edu mailboxes.
    • Note: Access to a gc.cuny.edu mailbox ceases on a staff person’s last date of employment.
  • Faculty with Graduate Center status
    • A faculty member for whom the Graduate Center is their primary institution is provisioned with a gc.cuny.edu mailbox.
    • A faculty member for whom the Graduate Center is not the primary institution is provisioned with a GC network account. Faculty for whom the Graduate Center is not the primary institution in CUNYfirst HCM must be created as a POI (Person of Interest) for the Graduate Center in CUNYfirst HCM by the Provost’s Office to receive a gc.cuny.edu email address.
  • Research Foundation Employees
    • A research foundation employee for whom the Graduate Center is their primary institution in CUNYfirst HCM and is an active employee in CUNYfirst HCM is provisioned with a gc.cuny.edu mailbox.
    • Research foundation employees for whom the Graduate Center is not the primary institution in CUNYfirst HCM must be created as a POI (Person of Interest) for the Graduate Center by GC Human Resources to receive a gc.cuny.edu email address.
  • Visiting Scholars, Visiting Professors, Visiting Fellows, and the like
    • Such an individual is provisioned with a GC network account which incorporates the individual’s home institution email address.
  • Other Users such as research students, continuing ed students, contract workers, service entities, tenants, interns, volunteers & similar roles
    • Note: The working assumption is that such individuals will use their home institution/organization email address.
    • Note: For anyone in this category, upon the individual’s last date of assignment at the GC, access to a gc.cuny.edu mailbox ceases (if a gc.cuny.edu email address exists).

 

User Category

Eligible for a gc.cuny.edu Mailbox

STAFF

GC 5th and ASRC Tax-Levy staff (including post-Docs)

Yes

RF staff with GC work assignments (including post-Docs)

Yes

(Have an active GC employee status in CUNYfirst)

FACULTY

Doctoral faculty with primary institution = the Graduate Center

Yes

Doctoral faculty with a primary institution

other than the Graduate Center

Yes (Have an active GC employee status in CUNYfirst)

Non-doctoral faculty

No

Visiting Scholars, Visiting Professors, Visiting Fellows, and the like

 

No

 

OTHER USERS

Research students, continuing ed students, contract workers, service entities, tenants, interns, volunteers & similar roles

 

No

 

 

The Following Sections Apply to the gc.cuny.edu Domain
 

Quota

  • The quota for an individual user’s mailbox will be a minimum of 50GB with a maximum of 100 GB.
     

Naming convention for mailbox

  • For accounts created after February 9, 2023, the “name of the mailbox” – that is, the part before the ‘@’ sign – coincides with the individual’s CUNYfirst username.
     

Display name

  • The display name is defaulted to the individual’s formal name (last name, first name) when the mailbox is created.
    • Display name can be revised upon request (subject to review).
       

Email attachments

  • An individual email message can have no more than 250 attachments.
  • The file size for an individual email message cannot exceed 35 MB, including the message itself and the cumulative sizes of all attachments, with each file size computed in its unzipped/uncompressed format.
  • Executable files are automatically removed from inbound messages.
     

Forwarding

  • Individual users cannot auto-forward or redirect incoming emails to an external (non-CUNY) email address.
     

Email access

  • Email can be accessed using any client using one of the following: Active Sync, Outlook Anywhere, Exchange Web Services, or Outlook Web Access.
     

Malware Provisioning

  • All email is screened for spam.
  • All email is screened for viruses, other malicious attributes, and indicators of phishing attempts.

Recovery of deleted email

  • Users can retrieve email items from their Deleted Items folder for at least 24 hours.

Backups

  •  Email backups in CUNY’s Microsoft 365 cloud environment are managed by CUNY Central Office IT (CIS).
     

Shared mailbox

Examples of shared mailboxes include departmental email addresses and email boxes associated with conferences or specialized activities.  When requesting a shared mailbox, the following information must be provided:

  • The requestor’s name and department
  • The requestor’s position/title in that department
  • The purpose of the mailbox
  • The designated manager/owner of the mailbox
  • Additional individuals (if any) to be given access to the mailbox
  • The short name desired for the mailbox
  • The full name associated with the mailbox
  • The name of the mailbox as it is to be displayed in the email and the Global Address List

Note that every shared mailbox is audited periodically to ensure the address is still active and needed.  The designated manager/owner is expected to be responsive to such an audit.
 

New List (in the Listserv utility)

(Note: CUNY CIS hosts the listserv system.)

A list (in the listserv utility) can only be requested by the intended administrator/manager, and the intended administrator must have a “cuny.edu” email address.  When requesting a list, the following information must be provided:

  • The requestor’s name and department
  • The requestor’s position/title in that department
  • The requestor’s email address (must end in “cuny.edu”)
  • The requestor’s office telephone number
  • The desired name of the list (8-16 characters in length, cannot include blank spaces)
  • The full title and purpose of the list
  • The welcome message for new subscribers to the list, stating the purpose of the list
  •  Identification of the appropriate list configuration; select one of the following options:
  • Available only to those people added by the administrator – only the administrator can post messages to the list (category “Closed/Closed”)
  • Available only to those people added by the administrator – any subscriber can post messages to the list (category “Closed/Open”)
  • Available to anyone who wants to subscribe – only the administrator can post messages to the list (category “Open/Closed”)

Note that lists are created in the CUNY CIS-hosted and -managed listserv system and are subject to any stipulations provided by CUNY CIS.
 

Existing List (in the listserv utility)

An existing list can only be deleted when requested by the designated manager of the list. When requesting a list be deleted, the following information must be provided:

  • The list manager’s name and department
  • The list manager’s email address (must end in “cuny.edu”)
  • The list manager’s office telephone number
  • The name of the list

IT Email Policies and Procedures Details