Google Workspace Standards - Students

I. About Your Google Workspace Account

Illinois Tech provides email, calendaring, document sharing, and other productivity tools to support the educational, administrative,and alumni activities of the university, and to serve as a means of official communication by and between users and Illinois Tech. All members of the Illinois Tech community now have their university email accounts, calendars, and other productivity tools remotely hosted by Google.

II. Email Accounts

An email account is a valuable asset. It is, and should remain, private to the owner alone. Individuals are responsible for all activity that takes place from their email account. To safeguard their identity and privacy, individuals should not share personal accounts or give their passwords to anyone. The standards herein apply to all student iit.edu email accounts within the Google Workspace environment. References to “Google Workspace” in this document encompass university email addresses.

Students receive an iit.edu email address upon admission to the university.

1. Format of Email Addresses 
   The format for Illinois Tech student email addresses is the individual’s UID followed by @hawk.iit.edu. The email address format for Chicago Kent College of Law students is username@kentlaw.iit.edu. The email address format for Stuart School of Business students is username@hawk.iit.edu. The email address format for Institute of Design student is username@id.iit.edu.
2. Email Passwords 
   Individuals may change their password at any time using the Illinois Tech Portal and searching for "Manage My Account". For reasons of privacy and security, passwords should be complex with a combination of letters and numbers. If a password is compromised the account may be temporarily disabled. In such situations, the user may contact the Office of Technology Services (OTS) Support Desk (312.567.3375) and request that their account be enabled. OTS staff will work with Google Support to enable the account.
3. Group Accounts
   Google Workspace provides a Groups function for university departments and campus organizations to create their own online and email-based groups. In addition, recognized campus organizations may request an email account for the organization. Student group accounts must have prior approval from the Director of Campus Life. New student organizations should contact Student Activities to submit the request on behalf of the organization. The faculty or staff advisor for the student organization is personally responsible for the organization's account.
4. Distribution Lists
   OTS does not create email distribution lists. The Google Groups App allows departments and organizations to communicate with members via email.

III. Continuation of Google Workspace Privileges after Separation from the University

1. Student Accounts After Graduation 
   Students that graduate with a degree from Illinois Tech receive a lifetime email account. After graduation, myIIT accounts that are not accessed for 90 days are subject to disablement due to inactivity. Email will continue to be delivered and can be sent through a software client, but is not accessible online via the myIIT portal. If an account is disabled, students may contact the OTS Support Desk to enable their myIIT account. Email is the only service eligible for lifetime access. Other Google services will be disabled upon graduation.
2. Student Accounts Upon Withdrawal From the University 
   When a student withdraws from the university their Illinois Tech accounts, including Google Workspace, are disabled upon termination of their relationship with IIT. Students who do not graduate from Illinois Tech are excluded from the lifetime email account privilege. In unique situations where a student leaves Illinois Tech, but maintains some relationship with the university, the Office of Student Affairs or Alumni Relations may submit a written request for the student’s Google Workspace account to remain active. These accounts are monitored and, if found to be inactive, may be managed as outlined in the “Continuation of Google Workspace Privileges after Separation from the University” section of this document.
3. Employee Student Accounts 
   Faculty and staff members resigning from their position or retiring from the university maintain their current student or alumnus email account. Employee email accounts are managed according the “Continuation of Email Privileges after Separation from the University”.

IV. Storage and File Limits

The storage quota is the amount of file storage that a user can keep on the system server. File limits relate to the size of individual files. Google manages Illinois Tech's accounts; therefore storage quotas and file limits are established and maintained by the service provider. https://support.google.com/a/answer/1186436?hl=en

Google Shared Drives are to be utilized only for university business and educational purposes. Any Shared Drives owned by a student are deleted at graduation.

V. Personal Content Retrieval

The Office of Technology Services does not retrieve documents or email sent from or submitted to an Illinois Tech email account.

Personal purchases or add-on services made to an individual’s IIT Google Workspace account are not transferable or reimbursable and are no longer available when an individual separates from the university.

VI. Abuse of Email and Public Communication Privileges

Google Workspace services are a privilege, not a right. These privileges can be revoked for violations of Illinois Tech's Use of Technology Resources policy and/or unacceptable behavior including, but not limited to:

1. Using Illinois Tech's email environment to distribute unsolicited and unauthorized mass email (spam)
2. Offensive language
3. Obscene material or language
4. Threats
5. Infringement on others' privacy
6. Interference with others' work
7. Copyright infringement
8. Illegal activity

Individuals who violate the terms of Illinois Tech's Use of Technology Resources policy are subject to disciplinary action or referral to law-enforcement authorities. Office of Technology Services personnel may monitor suspected violations and examine items stored on any university storage medium by individuals suspected of violating these standards and policies.

Google reserves the right to administer all accounts in accordance with the Google Terms of Service.