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In regard to email at time of separation, particularily high profile accounts for Admissions Counsellors, Advancement Fund Raisers and Media Relations personnel how does your school handle the following situations?

 

When a student becomes an employee and then separates as an employee do you

 

-issue a separate employee email account at time they become and employee and then take back the employee email at separation?

-create an employee style alias to their student account allowing employee email to flow in and then take that alias away at time of separation?

-just allow employee email to flow into their student account and at time of separation do nothing?

-do you do something else and if so, what?

 

 

When an employee becomes a student and then separates do you?

 

-issue a separate email account at the time they become a student for their course related communications and then take back the employee email account at separation?

-create a student alias to their employee email account for their course related communications and then at time of separation give them a student email account with that alias name and eliminate their employee email account?

-just allow student email to flow into their employee account and at time of separation do nothing?

-do you do something else and if so, what?

 

When an employee-student who uses one email account for both roles goes on medical leave and is restricted from conducting employee business, how do you handle getting their course communications to them?

 

 

In our University, our practice has been to use only one email account for all roles.  Sometimes separation of an employee-student is no big deal but for those high profile accounts it has been problematic.

 

 

Edward G. Tracy II

University of Detroit Mercy

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

We have one account per person, independent of roles.  I’m not sure about advancement or  media relations, but for admissions e-mail, we handle that through a ticketing system with a generic e-mail address, so staff changes don’t cause much trouble.

 

From: Edward G. Tracy II [mailto:tracyeg@UDMERCY.EDU]
Sent: Sunday, August 12, 2012 9:26 AM
Subject: Email Account Separation Approaches for Employee-Student

 

In regard to email at time of separation, particularily high profile accounts for Admissions Counsellors, Advancement Fund Raisers and Media Relations personnel how does your school handle the following situations?

 

When a student becomes an employee and then separates as an employee do you

 

-issue a separate employee email account at time they become and employee and then take back the employee email at separation?

-create an employee style alias to their student account allowing employee email to flow in and then take that alias away at time of separation?

-just allow employee email to flow into their student account and at time of separation do nothing?

-do you do something else and if so, what?

 

 

When an employee becomes a student and then separates do you?

 

-issue a separate email account at the time they become a student for their course related communications and then take back the employee email account at separation?

-create a student alias to their employee email account for their course related communications and then at time of separation give them a student email account with that alias name and eliminate their employee email account?

-just allow student email to flow into their employee account and at time of separation do nothing?

-do you do something else and if so, what?

 

When an employee-student who uses one email account for both roles goes on medical leave and is restricted from conducting employee business, how do you handle getting their course communications to them?

 

 

In our University, our practice has been to use only one email account for all roles.  Sometimes separation of an employee-student is no big deal but for those high profile accounts it has been problematic.

 

 

Edward G. Tracy II

University of Detroit Mercy

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

We too give a single account and we also find it troublesome. Because of our tuition benefit, we have an unusually high number of full-time staff that are also students or alumni (we let alumni keep their email account). 

We have tried to solve the problem by suggesting administrative processes that support the business need:
  1. Create a Google Group (an email list) that goes to multiple people for high profile activities so that things like admissions activities etc. are not tied to a personal email address. 
  2. Create a service account and then allow people access to that account via delegated privileges.
  3. Utilize a ticketing system to handle business requests rather than using email (e.g. Remedy or Service Now etc.)
However, none of these solutions are perfect. I would love to hear some best-practices from other institutions. 

At Midland University our practice is to have separate student and employee email accounts for any person with dual student/employee roles.  The situation you describe regarding separations is precisely why we provide separate accounts.  We are a Google Apps campus and have committed to our students that they can keep their MidlandU email address indefinitely. 

We insist that students who become employees use their employee accounts for all work related activities.  Resistance to doing so generally evaporates when we explain that at some future separation date the university will want to retain access to the account they were using for work purposes. 

If an employee does not prefer to use the separate "student" account, we help them set up forwarding from that account to their employee account.  In the event of a separation, their student emails will still be available to them.

This approach is working well for us.

Ken Clipperton
Director of Information Technology
Midland University



Edward,
 
We decided that employee/students have 2 email accounts.  They are usually created at different times and follow different rules.  I've attached the flow we currently use for the different accounts.  There is a page for creating the accounts, position changes and leaving the college in that role.
 
Student Employees get employee email accounts at their supervisor's request.  If they don't need one for a specific job, it is not requested.  The account is disabled when they leave employment. 
 
Students receive a student email account (Google) upon completion of the admissions process and retain it for a year past their last date of enrollment.  Since we are a community college, we have many students that come and go.  Many students take classes in the summer to transfer back to their university.  It has been determined that the students need to retain their email address for that year to cut down on the administrative work of readmitting them and recreating all of their accounts.
 
I hope this helps.  Please let me know if you have any questions.  BTW, we borrowed the flow chart model from Ellucian (SunGard's) model for workflow diagrams when they provided training for us on Workflow.
 
Dave

 
David Hoyt
Chief Information Systems Officer
 
Collin College     
Collin Higher Education Center
3452 Spur 399
McKinney, TX  75069
P - 972.599.3133   F - 972.599.3131
>>> On 8/12/2012 at 9:25 AM, in message <07f601cd7896$61f276c0$25d76440$@udmercy.edu>, "Edward G. Tracy II" <tracyeg@UDMERCY.EDU> wrote:

In regard to email at time of separation, particularily high profile accounts for Admissions Counsellors, Advancement Fund Raisers and Media Relations personnel how does your school handle the following situations?

 

When a student becomes an employee and then separates as an employee do you

 

-issue a separate employee email account at time they become and employee and then take back the employee email at separation?

-create an employee style alias to their student account allowing employee email to flow in and then take that alias away at time of separation?

-just allow employee email to flow into their student account and at time of separation do nothing?

-do you do something else and if so, what?

 

 

When an employee becomes a student and then separates do you?

 

-issue a separate email account at the time they become a student for their course related communications and then take back the employee email account at separation?

-create a student alias to their employee email account for their course related communications and then at time of separation give them a student email account with that alias name and eliminate their employee email account?

-just allow student email to flow into their employee account and at time of separation do nothing?

-do you do something else and if so, what?

 

When an employee-student who uses one email account for both roles goes on medical leave and is restricted from conducting employee business, how do you handle getting their course communications to them?

 

 

In our University, our practice has been to use only one email account for all roles.  Sometimes separation of an employee-student is no big deal but for those high profile accounts it has been problematic.

 

 

Edward G. Tracy II

University of Detroit Mercy

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

We assign one account per person.   We track relationships in our LDAP directory based on the EDU schema.  Each of those relationships has a different termination policy.  If a person ends one relationship but not another relationship, the account termination flows with the latest termination date.

Examples:
A department head left the university and is no longer an administrative employee.  If that was the only relationship, the account would be terminated in 24-48 hours.
But if that department head registered for a class in the prior year, that individual has a student relationship, so the account would continue for 1 year after the last date of registration.

On rare occasions this causes problems for the department.  On those occasions, we rename the existing account, and create a new account with the old name and an auto responding message.

Theresa

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