SP 4-32a – Student Electronic Communications Acceptable Use

Colorado Community College System / System Procedure

SP 4-32a

APPROVED: June 11, 2008
EFFECTIVE: June 11, 2008
REVISED: December 8, 2021
RENUMBERED: December 8, 2021

REFERENCE: Board Policy 4-32, Student Electronic Communications


/ Joe Garcia /
Joseph A. Garcia, Chancellor


The procedure applies to the Colorado Community College System, including its Colleges (CCCS or System).


The System recognizes the value and benefits that the use of electronic communications brings to its students by enabling them to share information and ideas, collaborate, and communicate with students and staff within the System.  The purpose of this procedure is to ensure that electronic communications are conducted in a manner that is reliable and secure.


“Electronic communications” includes the use of information systems in communicating or posting information or material by way of electronic mail (email), text messaging, and communications through learning management systems, or other messaging/communication systems provided by the System.

“Student”, for the purposes of this procedure, is an “active student” as that term is defined in System Procedure 4-10a, Application and Enrollment. This definition of student is different from the definition of student under the Family Educational Rights and Privacy Act (FERPA).


Student Email Addresses:
Students will be assigned a student email address once they are registered for a class in the System. When students are assigned an email address, they are also assigned a license for available associated software services and products. All students are expected to abide by the end user licensing agreements.

This student email account is free of charge and will remain active as long as the individual is considered a student under this procedure. The System-assigned student email account shall be the primary official means of communication with students after their first registration. This procedure does not preclude students from forwarding their College assigned email to a preferred email address, or using a personal email address as a means of communication when the personal email has been appropriately authenticated.

The use of student email is a privilege, not a right; and the System maintains the right to limit access. The System expects that students sign-in and check their System-assigned email account on a frequent and consistent basis as students are responsible for all information sent to them via their System-assigned email account.

Student email addresses are protected under the Family Educational Rights and Privacy Act (FERPA) and can only be disclosed to third parties under limited circumstances as defined under SP 4-80a.

Acceptable Use of Electronic Communications:
It is acceptable for students to use the System’s electronic communications for purposes relating directly to their CCCS education or as otherwise allowable in applicable license agreements. Electronic communications should be considered the same as printed communication and should meet the same standards of professionalism, accuracy, and legality that are expected in printed communication. Examples of prohibited uses of electronic communications include, but are not limited, to:

  • Intentional and unauthorized access to other people’s electronic communications;
  • Phishing or sending “spam,” chain letters, or any other type of unauthorized distribution of unsolicited electronic communications;
  • Use of electronic communications for commercial activities or personal gain;
  • Malicious, harassing, obscene, threatening, or discriminatory electronic communications;
  • Creation and use of a false or alias electronic communication address in order to impersonate another or send fraudulent communications;
  • Use of electronic communications to transmit communications in a manner which violates copyright laws;
  • Propagation of computer worms or viruses;
  • Use of electronic communications in a manner which violates any federal, state, or local law/regulation, Board Policy or System Procedure.

Misuse and abuse of electronic communications may result in disciplinary action and any appropriate legal action. Concerns about acceptable use of electronic communication should be reported to the College-designated student affairs staff.

System and network administrators and their authorized employees may monitor the use of electronic communications to help ensure that uses are secure and in conformity with this procedure. Administrators reserve the right to examine, use, and disclose any data found on the System’s information networks in order to further the health, safety, discipline, or security of any student or other person, or to protect property. Students shall have no expectation of privacy in electronic communications that are subject to monitoring and access by the System.

Security and Privacy of Electronic Communications:
The System strives to provide secure, private, and reliable electronic communication services to students by following sound information technology practices. However, the System cannot guarantee the security, privacy, or reliability of its electronic communication services. Electronic communication may be subject to disclosure to third parties through subpoena or other processes. All students should exercise caution in using System electronic communication to communicate confidential or sensitive matters.


CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.