Role-Based Email Accounts Policy

Version 1.0

For Students, Faculty, Staff, Guests, Alumni


The purpose of this policy is to ensure that appropriate Fordham-provided email accounts are used in alignment with the appropriate role-based criteria.


This Information technology (IT) policy, and all policies referenced herein, shall apply to the following members of the University community, including faculty, students, administrators, staff, alumni, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Policy Statement                                   

  • Employees of the University taking classes at Fordham must use their Fordham-provided Student email account for student/learning purposes.
  • Employees of the University must use their Fordham-provided Work email address exclusively for work-related purposes.
  • Employees who are provided a Student email account and who are also Alumni must use their Fordham-provided Student account for communicating or collaborating with alumni or learning-related correspondence (e.g., G-Suite, Office 365).
  • Current students who begin working for a university office must use the Fordham-provided Work email account1 provided solely for internal employment purposes or for collaborating with work-related correspondence (e.g., G-Suite, Office 365).
  • Users assigned more than one Fordham-provided email account (as mentioned above) manage all Fordham-provided email passwords by logging into Claim Account with their original username.


IT Resources include computing, networking, communications, application, telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and related materials and services.

Related Policies and Procedures

Acceptable Use of IT Infrastructure and Resources Policy

Implementation Information

Review Frequency Triennial
Responsible Person Senior Director of IT Security and Assurance
Approved By CIO, VP of HR, and Office of Legal Counsel
Approval Date August 25, 2023

Revision History






Initial document

Policy Disclaimer Statement

Deviations from policies, procedures, or guidelines published and approved by Information Security and Assurance (ISA) will only be considered cooperatively between ISA and the requesting entity with sufficient notice to allow for conducting appropriate risk analysis, documentation, review, and notification to authorized University representatives where necessary. Failure to adhere to ISA written policies may be met with University sanctions up to and including dismissal.

1 The Employee email is disabled when the position has been terminated or expired. However, students may keep their student email after graduation.

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