Policy - Email Delegation Policy

Email access may be delegated under the following conditions:

• The employee has separated from the Institute
  • Access is needed to retrieve institutional information or support ongoing work
• Human Resources and the employee’s supervisor (if below Director level) have approved the delegation
  • The access is time-limited to a maximum of six months

• Delegated access is silent — emails sent appear to come directly from the original account to ensure uninterrupted communication
• Only designated IT staff have the ability to configure delegation
• Delegation is never used for student accounts, except for institutional shared inboxes (e.g., checkout@calarts.edu)

CAIT enforces strict internal policies to protect user privacy and ensure proper oversight of delegated accounts. Delegation:

• Is granted for work-related purposes only
• Does not include access to personal communications unless specifically required and approved
• Is tracked through internal request and approval processes
• Is removed automatically once the transition period ends or sooner if requested

Any email account that remains inactive for more than six months may be permanently deleted at the Institute’s discretion.