College use of email:
Email is a mechanism for official communication within Columbia College. The
College has the right to expect that such communications will be received and
read in a timely fashion. Official email communications are intended to meet
only the academic and administrative needs of the campus community.
Assignment of faculty email:
Full-time and part-time faculty and staff are assigned an official Columbia
College email account on Outlook. This address is [your
CougarMail: Faculty, staff AND STUDENTS are assigned a
second, official Columbia College email account on CougarMail. This address
is [your username]@cougars.ccis.edu and must be activated (see section 9). This
email system is designed primarily for correspondence with students.
Redirecting of email:
Faculty can forward their CougarMail address to the Outlook address using the
instructions below. The Outlook (@ccis.edu) address is for official employee
business and the Outlook address must not be forwarded to the CougarMail address.
If faculty wish to have email redirected from their @cougars.ccis.edu address
to a non-Outlook email address (e.g., @aol.com, @hotmail.com, or an address
on a departmental server) they may do so, but at their own risk.
The College will not be responsible for the handling of email by outside vendors
or by departmental servers. To forward an email address, login to CougarTrack,
enter your CougarMail account, click “Forwards” on the menu bar and type in the
email address mail should be forwarded to in the space provided, then click “Submit.”
Expectations about faculty use of email:
Faculty should check their Cougarmail on a regular basis in order to stay current
with College-related communications to students. The subject line of official
College correspondence will begin with either “MUST READ,” “NOTICE” or “EVENT.”
“MUST READ” denotes that addressees are required to take a physical course
of action. “NOTICE” denotes information items, such as important dates or financial
information. “EVENT” denotes an activity, such as homecoming or a guest speaker.
Authentication for confidential information:
It is a violation of Columbia College policies, including the Columbia College
Ethics Code for Computer Users, for any user of official email addresses to
impersonate a College office, faculty/staff member, or student, or to use the
College email to violate the Ethics Code for Computer Users.
Users should exercise extreme caution in using email to communicate confidential
or sensitive matters, and should not assume that email is private and confidential.
It is especially important that users are careful to send messages only to
the intended recipient(s). Particular care should be taken when using the “reply”
command during email correspondence.
Educational uses of email:
Faculty will determine how electronic forms of communication (e.g., email) will
be used in their classes and will specify their requirements in the course
syllabus. Course syllabi will contain the instructor’s email address.
CougarMail account activation:
Faculty CougarMail accounts will be activated through CougarTrack. CougarTrack accounts
should be activated as soon as a contract is signed for the session or semester
the faculty member will teach. Questions regarding CougarTrack should be addressed
to the Technology Services Helpdesk at 573-875-4357.
Deactivation of account:
Day faculty Colleague and Outlook (@ccis.edu) email accounts will be deactivated
if there is no active contract. All faculty CougarMail accounts will be deactivated
after a two-year period of non-employment.