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Good morning,

 

We allow students to retain their college email address after graduating.  It helps to stay in touch with them after they leave the campus.  However, we are starting to see more duplications occur because our email address standard is the first initial and last name.  Our email administrator is very creative, but as our student base continues to grow over time it will become a bigger issue.

 

What format do you use for student email addresses? 

 

Please share how your institution manages around duplicate student email addresses if you use first initial and last name? 

 

Is anyone using the student ID number as their student email address?

 

Thank you,

 

William W. Hanby

Chief Information Officer | Office of Information Technology

Hastings College | 710 N. Turner Ave. | Hastings, NE  68901

o. 402.461.7339 | c. 402-705-1906 | whanby@hastings.edu

 

 

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

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What we do is the first 6 characters of lastname + first character of first name + first character of middle name.  We are most likely going to expand it with a number.  We have a very large Hmong population and Hmongs tend to not have middle names and common last names.  That is why we are considering a number added to the end. 

 

Chip

Chip Eckardt
CIO
University of Wisconsin-Eau Claire
105 Garfield Ave.
Eau Claire, WI 54701
Phone 715-836-4636 ext. 362381
eckardpp@uwec.edu

 

 

 

Wayne State recently added first.lastname as an automatic alias to all email addresses (the AccessID is still the ID of record: AB1234 format). Our boffins instituted an algorithm that added a digit to the second john.smith (based on alphanumerical order of AccessID), incrementing to john.smith3, john.smith4 etc. Since the augmentation was automatic and impersonal we weathered the few complaints.
Our motivation for doing this was to discourage folks from using AccessID's as their sole email address, because messages then appear to come from mystery people, and 'reply-all' is perilous if you haven't memorized lots of AccessID's. We're still trying to encourage people to use either their first.lastname or their own customized alias, but haven't been as successful as we'd like. FWIW.

Geoff

Geoffrey S. Nathan
Faculty Liaison, C&IT
and Professor, Linguistics Program
http://blogs.wayne.edu/proftech/
+1 (313) 577-1259 (C&IT)


From: "Bill Hanby" <whanby@HASTINGS.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Monday, November 26, 2012 11:25:43 AM
Subject: Student Email Address

Good morning,

 

We allow students to retain their college email address after graduating.  It helps to stay in touch with them after they leave the campus.  However, we are starting to see more duplications occur because our email address standard is the first initial and last name.  Our email administrator is very creative, but as our student base continues to grow over time it will become a bigger issue.

 

What format do you use for student email addresses? 

 

Please share how your institution manages around duplicate student email addresses if you use first initial and last name? 

 

Is anyone using the student ID number as their student email address?

 

Thank you,

 

William W. Hanby

Chief Information Officer | Office of Information Technology

Hastings College | 710 N. Turner Ave. | Hastings, NE  68901

o. 402.461.7339 | c. 402-705-1906 | whanby@hastings.edu

 

 

********** 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/.

I am asking our folks to research how we can federate the student's personal email into our systems and not provide them with an institutional account (unless one is requested). All of our students come to our institutions with accounts from gmail, hotmail, live, yahoo, etc. Most have had them for years and many forward their institutional email to their personal. By federating their personal, it eliminates the problem of duplication. The whole provisioning/deprovisioning of accounts changes—we get more into authorization of access rather than authentication AND authorization.

I realize that this introduces some challenges, but the benefits are greater, in my mind, as we'll be able to provide them with ongoing services after they graduate along with the fact that we'll be able to continue connecting with them.

Again, we're researching this concept to understand the technical, security, and functional aspects of this. We may find that it's not viable, but I don't think that will be the case.

Mark

______________________________________________
Mark Staples
Vice President & Chief Information Officer
Wentworth Institute of Technology
Division of Technology Services

Williston Hall | 550 Huntington Avenue | Boston, Ma 02115
Office Phone: 617-989-4592 | Mobile: 617-543-4184
email: staplesm@wit.edu | Twitter: markstaples_cio
LinkedIn: http://www.linkedin.com/in/markallenstaples
blog: http://blogs.wit.edu/cio
http://www.wit.edu

______________________________________________

"The conventional view serves to protect us from the painful job of thinking." -John Kenneth Galbraith

From: <Hanby>, Bill <whanby@HASTINGS.EDU>
Reply-To: The EDUCAUSE CIO Constituent Group Listserv <CIO@LISTSERV.EDUCAUSE.EDU>
Date: Monday, November 26, 2012 11:25 AM
To: "CIO@LISTSERV.EDUCAUSE.EDU" <CIO@LISTSERV.EDUCAUSE.EDU>
Subject: [CIO] Student Email Address

Good morning,

 

We allow students to retain their college email address after graduating.  It helps to stay in touch with them after they leave the campus.  However, we are starting to see more duplications occur because our email address standard is the first initial and last name.  Our email administrator is very creative, but as our student base continues to grow over time it will become a bigger issue.

 

What format do you use for student email addresses? 

 

Please share how your institution manages around duplicate student email addresses if you use first initial and last name? 

 

Is anyone using the student ID number as their student email address?

 

Thank you,

 

William W. Hanby

Chief Information Officer | Office of Information Technology

Hastings College |710 N. Turner Ave. | Hastings, NE  68901

o. 402.461.7339| c. 402-705-1906| whanby@hastings.edu

 

 

********** 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/.


A few years back we changed to using initials and a 3 digit number in the form of abc001.  All earlier email accounts did not change.  The new format is only for students & employees starting after we moved to the new format.  If there are only two names then we use the form of ab001.  So, if we have 5 people with the initials jrd, their email accounts would be jrd001, jrd002, jrd003, jrd004, etc.

We had some concern over not being able to know someone's email account without looking it up.  So, I pointed out people have sent me <davisj> emails intended for my wife since her name had the same first initial as mine.  We start using aliases in the form of First.Last for employees.  This has helped with the concerns.  Now we have no complaints at all.

When I first started looking at this form, I pulled about 15-20 years of data from our ERP to get a count of what the highest number would be on the most duplicated set of 2 & 3 initials.  I don't remember the exact number of years, but I think we could run well over 100 years before having to extend the number to 4 digits.  I don't think I will be around at that time.  Who knows, email may be a thing of the past by then.  :)



~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
  John R. Davis  <davisj@marietta.edu>
  Chief Information Officer
  Marietta College
  215 Fifth St.
  Marietta, OH  45750
  Voice: 740-376-4390
  Fax:   740-376-4812
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Merced College uses the format firstname.lastname.  When duplicates occur, we add a random four-digit number to the username.

 

I would not use the student ID number without researching the FERPA implications.  Student ID numbers are subject to FERPA:

 

http://www2.ed.gov/policy/gen/guid/fpco/ferpa/library/ryanuillinois.html

http://www2.ed.gov/policy/gen/guid/fpco/ferpa/library/uwisc.html

 

Regards,

 

Steven Alexander Jr.

Online Education Systems Manager

Merced College

3600 M Street

Merced, CA 95348-2898

(209) 384-6191

alexander.s@mccd.edu

 

At the University of Wisconsin-Parkside we use 5 letters of last name and then a 3-digit sequential number. The challenge with using a significant part of last name is when students get married or divorced they sometimes insist on changing the email address. That becomes problematic with systems that use the same username as logon (AD, ERP, LMS, etc). The sequential number also increases the risk of email going to the wrong recipient. If I were designing this from scratch I might combine some letters of last name, some letters of first name, and some tie-breaker digits such as term of first entrance.

 

Ilya Yakovlev

Chief Information Officer

University of Wisconsin-Parkside

 

We use first initial and last name for email addresses, and append a number at the end for duplicates.  So, there is a JSMITH, a JSMITH2, JSMITH3, etc.  

 

 
Carl R. Powell, Ph.D.
Chief Information Officer
Eastern Michigan University

From: "Bill Hanby" <whanby@HASTINGS.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Monday, November 26, 2012 11:25:43 AM
Subject: [CIO] Student Email Address

Good morning,

 

We allow students to retain their college email address after graduating.  It helps to stay in touch with them after they leave the campus.  However, we are starting to see more duplications occur because our email address standard is the first initial and last name.  Our email administrator is very creative, but as our student base continues to grow over time it will become a bigger issue.

 

What format do you use for student email addresses? 

 

Please share how your institution manages around duplicate student email addresses if you use first initial and last name? 

 

Is anyone using the student ID number as their student email address?

 

Thank you,

 

William W. Hanby

Chief Information Officer | Office of Information Technology

Hastings College | 710 N. Turner Ave. | Hastings, NE  68901

o. 402.461.7339 | c. 402-705-1906 | whanby@hastings.edu

 

 

********** 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/.

Bill,
 
We use first initial + last name + a sequential number for student email addresses.  Since we use first initial + last name for faculty/staff email addresses, it helps delineate student addresses from faculty/staff addresses.
 
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 11/26/2012 at 10:25 AM, in message <94BCAEE24954F94B9B76DCB2A446456C0D5F7D@BRONCO4C>, "Hanby, Bill" <whanby@HASTINGS.EDU> wrote:

Good morning,

 

We allow students to retain their college email address after graduating.  It helps to stay in touch with them after they leave the campus.  However, we are starting to see more duplications occur because our email address standard is the first initial and last name.  Our email administrator is very creative, but as our student base continues to grow over time it will become a bigger issue.

 

What format do you use for student email addresses? 

 

Please share how your institution manages around duplicate student email addresses if you use first initial and last name? 

 

Is anyone using the student ID number as their student email address?

 

Thank you,

 

William W. Hanby

Chief Information Officer | Office of Information Technology

Hastings College | 710 N. Turner Ave. | Hastings, NE  68901

o. 402.461.7339 | c. 402-705-1906 | whanby@hastings.edu

 

 

********** 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/.

Another drawback to any automatic first.last system is the fact that there is a nonzero number of people who, for various personal reasons use their middle name as how they are called. Wayne finessed that with a simple apology, plus pointing out that people could set up their own alias in addition to our automatically-generated first.last (and, in fact, we've had custom aliases for so long nobody remembers their introduction.)

Geoff

Geoffrey S. Nathan
Faculty Liaison, C&IT
and Professor, Linguistics Program
http://blogs.wayne.edu/proftech/
+1 (313) 577-1259 (C&IT)


At Roane State Community College we use the last name + first initial of the first name + first initial of the middle name + a sequential number where duplicates occur.  Example… smithja1, smithja2…etc.

 

Regards,

 

Tim

Tim Carroll

Assistant Vice President, Information Technology

Roane State Community College

 

Message from dthibeau@post03.curry.edu

William,

 

We use first initial and last name plus the 4-digit year in which the person first took (or was scheduled to take) a course at our college.  Thus, if they leave and later come back, we will use the same username.  For example, tsmith2013.  We may have duplicates within a year, but the system addresses those during the automated creation process.  It would try adding a middle initial, and then go to two charters from the first name.  We’re small enough where those two things address virtually all dups.

 

Good luck!

Dennis

 

At Hood College, we use the student’s initials (in an attempt to provide privacy) and add a unique number starting with 1 (abc1@hood.edu).

The lifelong email address is assigned by the SIS/ERP when the student first deposits/registers and the code prevents address duplication.

Two-initial names are not uncommon and present no problem.

The use of ID numbers may have legal pitfalls and would also present cognitive challenges.

I suspect that the use of initials reduces the desire for change after marriage.

 

Neil Fay

CTO, Hood College

 

Bill,

Here at Siena we use a combination of initials of first and middle name, first few letters of last name, and the day of the month they were born. Even with that we are starting to worry about conflicts as we move to Google and allow students to keep their email forever. At my last institution we used the ID number as the login ID (i.e. username) but the students got to pick their email address from a list of algorithmically provided suggestions, like John Smith might get offered: jsmith, j.smith, john.smith, johnsmith, jsmith2, etc.Brandeis University used to (don't know if they still do) let students pick whatever they wanted as long as it didn't conflict. This resulted in email addresses like kingoftheworld@brandeis.edu. But they didn't seem to mind. Two institutions ago I went through an Identity Management process in which I talked people into a Cornell style username consisting of initials and a sequence number. In this scheme John H. Smith would be jhs002 assuming there had already been another person with those initials. I like that scheme because there are never any conflicts (or at least not until we're all long retired).

One more note about using the ID number as the email address: I've been carried kicking and screaming into the idea that the ID number is protected Personally Identifiable Information (PII) by our in-house counsel. I hate the idea that we can't have a public identifying number (I thought the generated student ID was supposed to replace the SSN for just that reason) but it seems that as soon as we create a public number it is immediately a secret and we need another. :(   This kind of thing is what turns me into a curmudgeon, but I guess we have to live with it.

 - Mark
--
Mark Berman, Chief Information Officer
Siena College
515 Loudon Road
Loudonville, NY  12211
(518)782-6957,  Fax: (518)783-2590
Siena College is a learning community advancing the ideals of a liberal arts education, rooted in its identity as a Franciscan and Catholic institution.

CONFIDENTIALITY NOTICE: This e-mail, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you received this e-mail and are not the intended recipient, please inform the sender by e-mail reply and destroy all copies of the original message.

---------- Quoted message ----------
From: "Hanby, Bill" <whanby@HASTINGS.EDU>
To: 
Cc: 
Date: Mon, 26 Nov 2012 16:25:43 +0000
Subject: Student Email Address

Good morning,

 

We allow students to retain their college email address after graduating.  It helps to stay in touch with them after they leave the campus.  However, we are starting to see more duplications occur because our email address standard is the first initial and last name.  Our email administrator is very creative, but as our student base continues to grow over time it will become a bigger issue.

 

What format do you use for student email addresses? 

 

Please share how your institution manages around duplicate student email addresses if you use first initial and last name? 

 

Is anyone using the student ID number as their student email address?

 

Thank you,

 

William W. Hanby

Chief Information Officer | Office of Information Technology

Hastings College | 710 N. Turner Ave. | Hastings, NE  68901

o. 402.461.7339 | c. 402-705-1906 | whanby@hastings.edu

 

 

********** 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/.

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