WITC's Virtual Mail Room

Frequently Asked Questions

Student Users

How do I obtain my e-mail account?
Can I change my e-mail address?
Can I use my e-mail for personal communication with friends?
What responsibility do I have regarding e-mail?
How do I get help if I have problems with e-mail?

Faculty and Staff Users

What is the best way to send attachments and information to students?
How can I protect students’ privacy?
What types of communication would be considered inappropriate?
What are my responsibilities relating to e-mail communication?
Who is authorized to send official college information to all students via e-mail?
Is it ok to email a student their grades?
Is it ok for instructors to email student grade information to their academic advisor?
Can instructors email students Financial Aid information per the Financial Aid Advisor

Go to Sign-In for Student Email Go to Sign-In for Staff Email

Student Users

How do I obtain my e-mail account?
Your e-mail account will be assigned if you are an undergraduate student enrolled in credit classes. The account will be assigned when you have completed all your admissions requirements and received a letter of acceptance.
Can I change my e-mail address?
No, your e-mail account will be unique and cannot be changed.
Can I use my e-mail for personal communication with friends?
Yes, but students are discouraged from using your WITC e-mail account to receive free offers or updates from businesses (i.e. airline ticket offers, catalogs, etc.) since your e-mail account has limited “space.” Your WITC account is intended for college-related communications with WITC administration, faculty, staff, and students. Students are discouraged from forwarding WITC account e-mail to other accounts.
What responsibility do I have regarding e-mail?
As a student you need to check your e-mail frequently to ensure that you are receiving important information. You also need to act responsibly when sending e-mails to others.
How do I get help if I have problems with e-mail?
Call the WITC Help Desk at Ext. 7300 or at 877.4MYWITC (877.469.9482)

Faculty and Staff Users

What is the best way to send attachments and information to students?
Do not send attachments to groups of students. Whenever possible, send a link to the portal/web.
How can I protect students’ privacy?
When e-mailing to groups of students, always use the Bcc (Blind Carbon Copy) format. Never use the “To” format which will list all the e-mail addresses and threaten a student’s privacy.
What types of communication would be considered inappropriate? What are my responsibilities relating to e-mail communication?
Examples of inappropriate uses are information not related to the academic college mission, solicitations, promotion of political viewpoints, surveys not sanctioned for college purposes, messages that contain confidential information in the “body” of the e-mail, etc. Generally, faculty and staff should take care to send information of importance to students, respond to unique student requests, promote use of e-mail communication throughout the college community, refrain from spamming students, and uphold privacy (FERPA) guidelines.
Who is authorized to send official college information to all students via e-mail?
Faculty members are authorized to send e-mail to students enrolled in their classes, members of student organizations, and other student groups recognized by the college. Official communications to all students or to a particular target group must be defined in a business process and approved by the college E-mail Communications Committee. Key administrators have authority to initiate e-mails deemed important without the approval of the committee.
Is it ok to email a student their grades?
a) Email your students directing them to MyWITC to look up their grades.
b) Do not email individual students their grades. This is considered personal information.
c) Please do not email a group of students their student ID and associated grades.
Is it ok for instructors to email student grade information to their academic advisor?
Yes, this would be considered part of the college mission.
Can instructors email students Financial Aid information per the Financial Aid Advisors?
Yes, as long as it does not include personal information about the student.

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