E-Mail Address Standard

Loyola College E-Mail Address Standard
Report to the Loyola Conference
From the Technology Services Advisory Committee
and adopted by the Conference September 21,  2004

Statement
Loyola College will adopt username@loyola.edu as the official distribution e-mail address for electronic communications with students, faculty, administrators, and staff.

Rationale
The College is committed to providing fully-integrated technology-enabled processes so that all academic and administrative offices are able to accomplish their goals effectively and efficiently. A key component of such processes is electronic communication. An e-mail address standard is needed to ensure consistency.

Important aspects of this e-mail address standard include service quality, reliability, security, regulatory compliance, effectiveness, efficiency, and convenience. The use of loyola.edu provides the best means to fulfill all of these aspects, meeting the needs of constituents and external partners’ requirements, especially financial. In addition, the College supports this critical 247 application with virus protection and minimal interruption.

E-mail address information for all students, faculty, administrators, and staff is maintained in the College’s Core Database. Just as this database can be queried to generate address mailing labels (e.g., name and department for all full-time faculty, name and local address for all history majors, etc.), so too can it be used to generate a list of e-mail addresses. Moreover, use of loyola.edu guarantees that e-mail addresses are active and accurate.

Implementation: Technical Support
Technology Services will continue to create e-mail accounts for all new students and new employees. These e-mail addresses will continue to be entered into the GroupWise Address Book and the College’s Core Database.

Implementation: Communication
Undergraduate first-year students will continue to be informed of their e-mail address at summer freshman orientation. Transfer students and new graduate students will be informed by letter after formal acceptance and designation as a student.

During the initial implementation of this standard, undergraduate upperclass students will be reminded of their e-mail address in summer bills and mailings. Current graduate students will be notified by letter of their e-mail address.

New employees, including faculty, will be notified by letter of their e-mail address. A subcommittee of the Information Sharing Committee (ISC) is currently drafting procedures to ensure that e-mail accounts are established for all new employees and that this information is communicated in a timely manner. During the initial implementation of this standard, current employees will be notified by campus mail of their e-mail address.

The subcommittee of ISC mentioned in the previous paragraph will draft procedures to ensure that e-mail accounts as well as other accounts such as phone, Blackboard, and other ancillary systems are handled properly for students who are dismissed from the College and for non-student employees who leave the College.

The notifications mentioned above will include information about accessing GroupWise from the Internet and forwarding mail to another e-mail account.

During the initial implementation of this standard, regular reports will be given at ISC meetings as constitute groups or subgroups (e.g., all first-year students, full-time faculty, etc.) are notified of their e-mail addresses. These reports will ensure that this information is widely available since all divisions of the College are represented on ISC.

Implementation: Training
Technology Services will prepare simple instructions about accessing GroupWise from the Internet, forwarding mail to another e-mail account, managing the GroupWise mailbox, and using other helpful features of GroupWise. These instructions will be posted on the Technology Services website and will be updated as changes warrant.

Technology Services will offer GroupWise training sessions, as necessary, to implement this standard.

Implementation: Office Use
Whether communication occurs by e-mail or another means is at the discretion of the particular office or department sending the information.

During the initial implementation of this standard, the first time that e-mail is used as the official means of communication for a particular announcement or mailing, the following procedures will be followed. The office originating the mailing will verify that all the intended recipients have been informed of their e-mail addresses. This verification can be done by checking the reports made at ISC meetings, as mentioned above. If the mailing concerns a matter for which the office previously used another form of communication, that method will be used to inform recipients that future mailings will be sent by e-mail. In addition, the office originating the mailing will inform constitute offices or any other potentially affected parties of the change in advance so they can comment to the originating office. In the initial implementation of this standard, it is recommended that the first time an office uses e-mail for a large group, a test message is sent to verify that the recipient list is correct.

Implementation: Individuals
Students, faculty, administrators, and staff are responsible for official College information that is delivered though their loyola.edu e-mail account. They are free, however, to forward their loyola.edu e-mail to another e-mail account.