Computing Privileges: Access to Electronic Services

Access to electronic services vary slightly depending on the type of association with Brown University. The following links direct you to the policy for each of the listed groups.

• Students
• Faculty/Staff
• Affiliated Personnel (Affiliates/Visiting Scholars)
• Departmental Email
• Email Quotas

Students:

Students are granted access to all electronic services, which includes 50 MB of email and 250 MB of central storage space on MyStuff. Note that this also applies to periods when on leave or upon some types of terminations.

How long services are maintained depends upon the reasons for separation from Brown, and if applicable, what is known about the projected readmission date. In general, grace periods are:

For Graduating Students:  9/25 of the fall term following graduation. This applies to December graduates as well. The office of Alumni Relations offers a permanent email forwarding address, available at Alumni Online.

On Leave or Exchange:  The length of time services are maintained depends upon the projected readmission term.

1. Generally, a student will maintain electronic services until the second week of the returning term (either 2/15 or 9/25). This assures that electronic privileges will be maintained for a reasonable time, for students on leave but expected to return.
2. A student going on leave to study elsewhere, who does not intend to return but will complete their degree with the credit earned away, has a grace period of one year as of the separation date.
3. An active student who is supposed to readmit will continue to have electronic services for a reasonable period, which depends on when in the calendar year they leave. For students who currently have privileges and leave:
   » During January or February, they will have services until 2/15 of the current year;
   » During the period of July through September, they will have services until 9/25 of the current year;
   » If this occurs during some other time of the year, they will maintain access until whatever their current expiration date is set to.
4. Otherwise, if the student has not declared a projected readmission term, their services will expire one year from their separated date.

Never Registered, Refused Registration or Suspended:  These students will have electronic services until 2/15 or 9/25, whichever corresponds to the term following their separated date.

Terminated/no matric, Expelled, or Withdrew:  Services are expired on the current date.

Dismissed or Terminated, Requirements Pending:  Services are extended for one year from separated date.

Terminated, Requirements Complete:  Services are extended to 9/25 of the year following separated date.

Special students:  If the special student's last term is valid and a future date, i.e., later than the current active term, then the expiration date is either 2/15 or 9/25, whichever is the term following separated date. Otherwise services will lapse the day the student is no longer active.

Faculty/Staff:

Faculty and staff are to be afforded all electronic services while they are actively associated with Brown University, including during leaves with or without pay. Faculty and staff have access to 200 MB of storage space on the Exchange mail server.

Upon permanently leaving Brown, a staff member's services are discontinued the business day following their last day or work. Faculty (both campus-based and medical) retain electronic services for six months.

Affiliated Personnel:

It is recognized that work requirements for those who are affiliated with Brown, though not directly in its employ, may necessitate access to electronic services. Some categories of these affiliates are granted access by default. For those who do not fall within these categories, a request may be submitted along with the Brown Card ID request, including explanation of the need.

For details on these categories and their access, contact the Help Desk's office of Computing Accounts and Passwords (CAP) CAP@brown.edu (or 3-7277). To request a Brown ID, contact the Brown Card Office at Brown_Card@Brown.EDU (or 3-2273).

Affiliates retain services until their end date, except for Visiting Scholars who are granted a six month grace period.

Departmental Email Accounts:

Recognized departments and groups may establish special departmental mailing addresses, such as CIS_Prodservices or Brown_Band. These requests are handled through the office of Computing Accounts and Passwords and require the completion of a request form to open such an account.  Contact the CAP (CAP@brown.edu or 3-7277) for more details.

About Email Quotas:

To control disk space requirements and ensure equitable availability of computing resources, CIS limits the amount of mail an individual can leave on the mail server. For this reason, a mailbox should be regarded as only a temporary repository for email. Messages and attachments should be deleted if no longer needed or more permanently stored on a hard drive, CD or floppy disk.

Students are limited to 25 MB of storage space for email on the central Exchange mail server. When a mailbox reaches 90% capacity, a warning is automatically generated and will continue to be sent daily until more than 10% of free space becomes available. When a message is sent to a completely filled mailbox, it is bounced back to the sender explaining that the recipient's mailbox is full.

Faculty and staff have access to 200 MB of storage space on the Exchange server. As with student mailboxes, if they attain 90% capacity, a daily warning is sent until there is at least 10% free space. Warning messages will begin at 185 MB. Once a mail box reaches capacity, that individual will no longer be to send new messages. At 220 MB of stored files, the individual will be unable to send and receive messages.

However, if an Exchange mailbox becomes full, it can continue to receive up to 500 MB more of email, to better accommodate those on sabbatical or extended leave. However, the individual will be unable to send messages while their mailbox is full.

Individuals can check the size of their mailboxes by using the Quota Display link, and easily delete messages using the online email client Outlook Web Access (OWA).

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