E-mail Directory Policy
Approved by the University Administrative Council on September 3, 2003
Policy
A single directory of official institutional e-mail addresses is maintained, and any requirement for official institutional e-mail addresses must use this singular source.
Deans and Vice Presidents are responsible for disseminating this information to their respective organizations. Individual users are responsible for complying with this policy and the associated standards that follow.
This policy became effective on October 1, 2003.
Rationale
A proliferation of various directories of institutional e-mail addresses will lead to inaccuracies and duplications. A single, known source will serve to ensure consistency and accuracy.
Standards
E-mail Address Directory: The E-mail Address Directory is retained as a part of the Person Registry which maintains both the official e-mail address for an individual or group, and the target in-box for any e-mail sent to the official address. The Person Registry is generated and maintained by Information Systems and Technology and contains information about employees and students that is obtained from the appropriate institutional enterprise application. The Person Registry also can include information on external affiliates that have other types of relationships with the university.
Georgia State-Provided E-mail Address Assignment: A Georgia State University CampusID is assigned to each employee and student; the standard format is "first initial + last name" with a numeric digit, if needed to make the CampusID unique. The official Georgia State email address for employees is composed of this unique identifier followed by "@gsu.edu". The official Georgia State e-mail address for students is composed of this unique identifier followed by "@student.gsu.edu." For example, faculty member John Doe's CampusID might be jdoe02 and his official e-mail address would be jdoe02@gsu.edu. Employees who have previously used a "CSO alias" to route email will be assigned that alias as their CampusID. Student Mary Smith's CampusID might be msmith25 and her official e-mail address would be msmith25@student.gsu.edu.
Activation of the Official Georgia State E-mail Address: Employees must activate their official Georgia State email address by designating a target in-box to receive email addressed to their official CampusID@gsu.edu. (See the Procedures section of this document, "Designating a Target In-Box"). Employees who have previously used a "CSO alias" to route email will automatically have their target in-box established. NOTE: Students use a different procedure to manage their email addresses; see http://www.student.gsu.edu/network/email.html.
Maintaining the Accuracy of the Target In-box: Employees must update their target in-box anytime they use a new e-mail system, or change their identifier in their current system. (See the Procedures section of this document, "Designating a Target In-Box"). NOTE: Students use a different procedure to manage their e-mail addresses; see http://www.student.gsu.edu/network/email.html.
Procedures
Designating a Target In-box: The current procedure for designating and updating a target in-box to receive e-mail addressed to "CampusID@gsu.edu" is available at http://profilemanager.gsu.edu/faq/pm.html
Determine Individual Official E-mail Addresses: Query the University Campus Directory.
Request a Set of Official E-mail Addresses for Further Processing: Contact the Help Center at (404) 413-HELP (4357) or help@gsu.edu
Related Policies: E-mail Broadcast Policy
Reviewed by:
IS&T: January 13, 2003
Senate Information Systems and Technology Committee: February 20, 2003
Deans: April 16, 2003
Approved by:
Administrative Council: September 3, 2003