- Policy Number: 2018-03
- Type of Policy: Administrative
- Effective Date: July 1, 2018
- Last Revised: March 2018
- Policy Owner: Student Affairs Department of Information Technology
- Policy Contact: Steven Bourdon, IT Associate Director
1. Reason for Policy
To standardize the prefix of all Division of Student Affairs (DSA) email addresses.
2. Policy Statement
All Division of Student Affairs email addresses will unify with a standard prefix for all staff emails. This policy will also apply to student accounts which use email and are not service accounts. All prefixes that do not meet the new standard will be retired eighteen months after policy implementation. This policy will initially only apply to newly hired employees. The new standardized prefix will be firstinitiallastname@ufsa.ufl.edu e.g. msmith@ufsa.ufl.edu. In the case of an existing address, a middle initial will be used as a tiebreak e.g. mpsmith@ufsa.ufl.edu. In the event there is a need for a second-level tiebreak, the second letter of the first name will be used e.g. mapsmith@ufsa.ufl.edu. Consideration will be given to an employee that has a preferred first name rather than their birth name e.g. Mary Patricia Smith would be issued psmith@ufsa.ufl.edu as her preferred first name is Patricia.
All new employees hired after the Division’s IT Rationalization project email migration will be issued a firstinitiallastname@ufsa.ufl.edu email address. Email migration is tentatively set to be complete late Q2 2018. Post migration, all current DSA staff members will have a firstinitiallastname@ufsa.ufl.edu alias added to their current default email address to facilitate the current default email address retirement.
Exceptions to this policy will only be considered for gender-neutral requests. Matt Pendleton, Sr. Director, DSA IT will review and approve or deny all exception requests.
3. Scope
This policy applies to all newly created DSA @ufsa.ufl.edu staff and non-service account student staff members’ email addresses.
4. Definitions
- Email Prefix: The username portion of an email address to the left of the @ symbol, e.g. username@.
- Default Email Address: The current email address used to send and receive email.
- Alias: An additional email address that can be bound to a default email address. The default email address will receive email to the alias but will send outbound email only from the default address.
5. Procedures
- Email Allocation: All newly hired DSA personnel will be issued a firstinitiallastname@ufsa.ufl.edu address.
- 1st level tiebreak: firstinitialmiddleinitiallastname@ufsa.ufl.edu
- 2nd level tiebreak: firsttwolettersfirstnamemiddleinitiallastname@ufsa.ufl.edu
- Email Aliases: firstinitiallastname@ufsa.ufl.edu email aliases will be applied to all DSA staff members’ default email addresses beginning after the email migration.
- Email Prefix Retirement: All current DSA email prefixes will be retired eighteen months after email migration. Tentatively end of calendar year 2019.
6. Forms
N/A
7. Frequently Asked Questions
- Q: What happens if a new employee has the same name as a current employee?
- A: There are multiple tiebreaks. In the case of James Joseph Smith then James John Smith who were hired after Janet Smith jsmith@ufsa.ufl.edu, the new employees would receive jjsmith@ufsa.ufl.edu and jajsmith@ufsa.ufl.edu accordingly.
8. Responsibilities
8.1. Responsible Party
Student Affairs IT pending appropriate administrative access from UF Information Technology.
8.2. Responsible Party
Student Affairs IT pending appropriate administrative access from UF Information Technology.
9. Enforcement
DSA IT will ensure that all newly hired employees are granted firstinitiallastname@ufsa.ufl.edu email addresses. DSA IT will ensure that all current DSA email prefixes will be retired per the established schedule.
10. Related Information
2018-01 UFSA Email Prefix Policy
11. Policy Revision History
- 03/05/2018 – S. Bourdon, DSA IT
- Original Policy drafted
- 03/27/2018 – S. Bourdon, DSA IT
- Policy draft updated
- 03/29/2018 – M. Pendleton, DSA IT
- Vice President for Student Affairs Dr. David W. Parrott has signed and ratified