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Penn College creates the account when the application is entered – even if they did not pay the application fee yet. If they do not matriculate we will eventually delete the account, if they do matriculate it becomes a lifetime account. (on Office 365)


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We create email accounts at the point of admission.  We find that recruited students have an email account, and we actively recruit to that account.  Once admitted, our official "new admit" communications for things like orientation, housing, and financial aid, are delivered to their official university account.  If we do not get responses, we continue to communicate to their personal email account.  We also call, text, or do whatever it takes to connect.  We use Banner Communications Management to manage communications campaigns.




We are a two year technical college in South Carolina.  We have a pretty good applicant to registered student transition.  We are generating a Piedmont Technical College Email Account (MS Live.EDU) the minute they become a prospect by filling out the request for information.  This has created a management nightmare for us and has reaped very little benefits.  We have over 40K accounts with only ~1200 of them having ever been accessed over the past couple of years.   As a result, in addition to the PTC student account, we are sending communications to personal email if available and via snail mail. 


Although we are discussing not providing email accounts to students at all,  we will begin issuing email accounts at registration.





Timothy A. Pierson 

Associate VP, Information Technology and CIO

Piedmont Technical College

Lex Walters Campus

620 N. Emerald Rd. | P.O. Box 1467

Greenwood, SC 29648

Phone:  864.941.8437

Mobie:  864.992.6741

CISSP, CCNA:Security, MCSE: Security


"It is not the critic who counts; the credit belongs to the man who is actually in the arena. Who strives valiantly; who errs and comes short time and time again; and who, if he fails, at least fails while daring greatly. His place shall never be with those cold and timid souls who know neither victory nor defeat." - Theodore Roosevelt





Hi Dennis,

  Interestingly, we have long offered applicants an institutional email account (Gmail), however, we have found that offering the account at such an early stage can be problematic.  For instance, some departments started sending official email to the institutional email account versus the personal account.  The applicant is not checking the institutional account, and normally will not start checking until they have registered.  Of course, many then enter a forwarding email address and rarely log into the Gmail account.  The departments that are eager to send information to the institutional account for an applicant are then disappointed that the student did not read the email.

  So, to avoid confusion and the mounting unused email accounts, we are starting to assess the idea of creating an institutional email account at a later point in the cycle.  Then again, there was the discussion thread last month regarding whether or not we should even be in the business of managing student email…


Best regards,



Kevin Palmer

CIO – Columbia College


We have a similar issue with Gmail accounts for our students.  We average around 27,000 to 28,000 students in the Fall and Spring and we currently have about 150,000 accounts created.  I have no idea how many are used, but I'd venture to say it is under 30%.
We create the account when the student is fully admitted.  We are a Banner and Luminis institution and have a trigger set up when that event occurs to send an account creation request to Luminis and to Gmail. 
We don't recruit students other than through billboards, and in-theater advertising.  We do use their personal email address until they have a College address and then move the majority of their correspondence to the College email address. 

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 8/2/2013 at 7:50 AM, in message <>, Dennis Michaels <dmichaels@NIAGARACC.SUNY.EDU> wrote:

Niagara County Community College rolled out student G-Mail to all registered students two years ago.  Recently it has been requested to expand the scope of the initial project to include all accepted students with the hopes of bettering the accepted to registered ratio.  Scope creep is knocking on IT's door once again and the Director of Admissions is requesting offering applicants college provided email accounts.


Niagara County Community College is a typical 2 year school that has a low applicant to registration conversion rate and because of this most accounts will never be accessed.  I feel that the added IT support cost  associated with expanding the scope would outweigh any benefit received but I need help making my argument to the Director of Admissions.  If you could answer the questions below I would greatly appreciate the help!   


At what point does your institution create student email accounts?


What other technology does your institution utilize to aid in recruitment of students?  (Text messaging, calling services, etc.)


Does your institution use the student's personal email address during recruitment?  If so, are there tools or services that your institution uses, such as Constant Contact?


Thank you for taking the time to respond.


Dennis Michaels

Chief Information Officer

Niagara County Community College


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