Student Email Policy

Purpose of Student email

In an effort to communicate in an effective and efficient manner, the College of Southern Maryland has adopted email as an official means of communication between the College and students in credit bearing classes. The College expects that such communications will be read in a timely manner. Official email communications are intended to meet the academic and administrative needs of the college community. Official communication may include but is not limited to registration, financial services, or financial assistance information. Promotional emails may also be sent in accordance with the College’s Mass Electronic Mail (email) Distribution Policy (GA 3023). The student email system is considered part of the College’s network of information systems. All who use it must adhere to any guidelines or policies that govern email or the use of computer resources.

How to Access Student email and Microsoft Office 365 (O365)

Creation of Student email Accounts

Official student email accounts will automatically be created when a student registers for a credit course. This email account will be maintained as long as the student meets the College’s definition of an Active Student. The student email address format is name@mymail.csmd.edu.

Students are responsible for maintaining the privacy of their email password. When using a public computer, students should not leave the computer logged on or unattended. Students are expected to routinely reset their password. Passwords can be reset from a student’s my.CSMD online services account. In the event that a student cannot access his or her student email account and is unsuccessful in resetting the password through my.CSMD, the student should contact the IT Help Desk at 301-934-7740.

College email address are considered directory information. Under FERPA regulations, directory information is information about a student that is not considered private and can be disclosed to outside organizations without written consent. As with other directory information, a student may request that his or her official student email address not be released by contacting the Registrar’s Office.

Expectations About the Use of Student email

Students are expected to check their email on a frequent and consistent basis in order to stay current with college-related communications. Students have the responsibility to recognize that certain communications may be time critical. Failure to check for messages and failure to receive messages due to full mailboxes or auto forwarded emails are not acceptable excuses for missing official college communications. The college IT staff and Help Desk do not support auto forwarding of email and will not assist in troubleshooting problems with outside email clients or forwarded emails.

Appropriate Use of Student email

In general, email is not appropriate for transmitting sensitive or confidential information unless it is matched by an appropriate level of security or permission.

All use of email will be consistent with other college policies, local, state, and federal law, including the Family Educational Rights and Privacy Act of 1974 (FERPA).

Communications sent to students using CSM email addresses may include notification of college-related actions.

For more information regarding the use of student email, contact the Registrar’s Office at 301-934-7588 or registrar@csmd.edu.