Main Nav

Colleagues,

This is a question for those that offer alumni email for life and allow graduates to keep their student email address.

Do you offer them all of the same Google Apps that they had as a student, or just email, or some other set of apps?

Your feedback is appreciated.

Sincerely,
Jennifer


JENNIFER SMITH, PMP | THE NEW SCHOOL
DIRECTOR OF PROJECT MANAGEMENT | INFORMATION TECHNOLOGY

55 W. 13TH ST., 7TH FLOOR, NEW YORK, NY 10011
P | 212.229.5300 x4568 E | smithj2@newschool.edu URL | www.newschool.edu


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

Comments

Same account as when they were students, everything stays the same.

Devin Nix
Instructional Media & Technology


We leave everything the same as when they were students.

 

-Andy

 

 

 

Hi Jennifer

Here at Bristol in the UK, our alumni keep the same account as when they were doing their degree. This account has everything bar thing things like adsense, wallet and other things that involve money flowing.

We did look into restricting it, but couldn't really find a reason to do so and figured the support cost in helping them get their data out before we restricted it would be high.

Cheers

Mally

On 4 Mar 2014 18:30, "Jennifer Smith" <smithj2@newschool.edu> wrote:
Colleagues,

This is a question for those that offer alumni email for life and allow graduates to keep their student email address.

Do you offer them all of the same Google Apps that they had as a student, or just email, or some other set of apps?

Your feedback is appreciated.

Sincerely,
Jennifer


JENNIFER SMITH, PMP | THE NEW SCHOOL
DIRECTOR OF PROJECT MANAGEMENT | INFORMATION TECHNOLOGY

55 W. 13TH ST., 7TH FLOOR, NEW YORK, NY 10011
P | 212.229.5300 x4568 E | smithj2@newschool.edu URL | www.newschool.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/.

Our alumni get to keep all services. Off the top of my head I can’t think of any reason to consider doing otherwise.

 

 

Keith Hunt  330.972.7968  keith@uakron.edu

Internet & Server Systems

The University of Akron 

 

Jennifer,

Our students are allowed to keep their student accounts for life.  We also have a separate alumni domain for those alumni who did not have a Google account while they were students and they go through a different account create process to validate that they are in fact alumni.

Best regards,

Marie Scott


Jennifer,

At Rutgers University, alumni keep the same Google Apps account they had as a student.

Hope this helps!
  Keri


___________________________________
Keri Budnovitch, Associate Director
Office of Information Technology
96 Davidson Rd, Busch Campus
Davidson Hall, Rm 170E
Piscataway, NJ 08854
848-445-1762

From: "Mally Mclane" <mally.mclane@BRISTOL.AC.UK>
To: GOOGLEAPPS@LISTSERV.EDUCAUSE.EDU
Sent: Tuesday, March 4, 2014 1:40:32 PM
Subject: Re: [GOOGLEAPPS] Google Apps for Alumni

Hi Jennifer

Here at Bristol in the UK, our alumni keep the same account as when they were doing their degree. This account has everything bar thing things like adsense, wallet and other things that involve money flowing.

We did look into restricting it, but couldn't really find a reason to do so and figured the support cost in helping them get their data out before we restricted it would be high.

Cheers

Mally

On 4 Mar 2014 18:30, "Jennifer Smith" <smithj2@newschool.edu> wrote:
Colleagues,

This is a question for those that offer alumni email for life and allow graduates to keep their student email address.

Do you offer them all of the same Google Apps that they had as a student, or just email, or some other set of apps?

Your feedback is appreciated.

Sincerely,
Jennifer


JENNIFER SMITH, PMP | THE NEW SCHOOL
DIRECTOR OF PROJECT MANAGEMENT | INFORMATION TECHNOLOGY

55 W. 13TH ST., 7TH FLOOR, NEW YORK, NY 10011
P | 212.229.5300 x4568 E | smithj2@newschool.edu URL | www.newschool.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/.


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

Message from william.eubank@uah.edu

We have a separate Google Apps for EDU domain(@alumni.uah.edu), auto-provision their account after they graduate, and offer a web based migration tool they can use that copies over email, contacts, calendar and docs.

Two main reasons:

1. Housecleaning of our primary domain as well as clearly represent them as alumni not current employee/student. 

2. In the alumni domain ads are enabled per our interpretation of the Google Apps for EDU contract.


-William



Is the web based tool you use something you put together in house, or something you purchased and pay for a certain monthly amount for X number of migrations? We looked at a few companies in this space and found none that offered on-demand, self-service migration - rather they all wanted us to send them the accounts to be migrated... 


Alumni are moved to another domain with no change in service offerings.


Message from william.eubank@uah.edu

Written in house, by yours truly.  Using Java and Google API's.  In web application written using GWT(Google Web Toolkit).

For the email portion, we utilized Java's native IMAP support and copy my message id to try to avoid duplicates.  Google API's to export/import contacts, events and docs.

Users have used it not only for @uah.edu to @alumni.uah.edu migrations, but also between any gmail service.  From @uah.edu to their personal @gmail.com for example.

-William



Jennifer,

We leave our student email accounts intact after they graduate. They have same mail & apps as they did as students. We considered another domain for them. Think Google told me I would need to enable Ads in that domain plus other projects got in the way. So we left them as students

 

Richie Bianco

Mercer County Community College

1200 Old Trenton Road

West Windsor, NJ, 08550

609-570-3443

 

Message from sfs@umn.edu

We move our Alumni to a suborganization of our domains (we have 5 separate campus domains).  This allows for different polices to be applied, and perhaps someday to target advertising to them per our Apps for EDU agreement, without having to change the user's email address or migrate their data.  They all (currently) get the same apps as everyone else in the domain.

Alumni can keep their account as long as they periodically use it.  If such accounts go inactive, they are suspended and after 90 days of suspension they are deleted.


Great to hear so many responses from different places. Some of the issues we have identified include:

- If we leave their student account intact, there is an implicit representation that they are still students by virtue of the email address (some software providers give academic pricing to current students, verified with a .edu email address).
- Many parts of the University give access to University licensed resources based on IT accounts. Normally alumni aren't covered by these licenses, so we'd have to make changes to a number of systems to exclude them if we left the account intact.
- What happens in the future if we have told students that they can have email for life and Google decides to start charging us for each account (imagine some time in the future where we have 1,000,000 accounts and we have to pay $40/account/year). In particular, if we advertise to future students they get email for life, consumer law could force us to provide this so we'd have to be pretty careful how we handled this.
- Alumni will find an account in another domain less useful (and hence are much less likely to use it) if we don't migrate all their data across.
- Leaving their student account active may create higher support expectations than providing an alumni account.
- Having an email address that is known to be active for a significant period of time means it can be used on academic publications.
- Student email addresses are of the form first initial, first three letters of surname followed by a number to make it unique. Is this something our alumni would want to continue to use or are they going to prefer an email address of their choice?
- Do we want to leave very large numbers of inactive accounts around? Do we delete inactive accounts after a set period of time?
- Keeping an account for alumni makes it easier for the University to stay in contact with them

I'd be interested in hearing of any other issues others have identified as well as any comments about the above issues.

--
Glen Pringle
Senior Business Analyst and Google Apps Specialist | eSolutions | Monash University

On 5 March 2014 09:14, Richie Bianco <biancor@mccc.edu> wrote:

Jennifer,

We leave our student email accounts intact after they graduate. They have same mail & apps as they did as students. We considered another domain for them. Think Google told me I would need to enable Ads in that domain plus other projects got in the way. So we left them as students

 

Richie Bianco

Mercer County Community College

1200 Old Trenton Road

West Windsor, NJ, 08550

609-570-3443

 

Glen’s comments reminded me of a couple of things:

-          If I did give them Alumni accounts I would probably do it in an alumni.mccc.edu domain, so they would still have an .edu

-          We are using single signon with authentication thru our Windows AD domain, so I would want to keep AD account info in-sync with Gmail. I’m not using a tool for synchronization. We are just adding gmail accounts when the AD account is created. So far I’m not hearing anything about removing the student AD & ERP accounts after graduation. We are hoping they come back for additional classes. Maybe a couple or 4  years out we may start cleaning up accounts. We are not there yet. We are also in the 1st year of students in our new ERP.

 

Richie Bianco

Mercer County Community College

1200 Old Trenton Road

West Windsor, NJ, 08550

609-570-3443

 

Hi Glen


On 4 March 2014 22:56, Glen Pringle <glen.pringle@monash.edu> wrote:
Great to hear so many responses from different places. Some of the issues we have identified include:

- If we leave their student account intact, there is an implicit representation that they are still students by virtue of the email address (some software providers give academic pricing to current students, verified with a .edu email address).

That's true. We decided it was the publishers problem... Those who actively care about it (Microsoft are giving Office 2013 to our current students for example), lift our AD. Our alumni don't have AD accounts so that works. Not having AD accounts means they also don't have access to our network so can't use the wifi for free, or get access to journals etc...
 
- Many parts of the University give access to University licensed resources based on IT accounts. Normally alumni aren't covered by these licenses, so we'd have to make changes to a number of systems to exclude them if we left the account intact.

don't give them AD accounts when they've gone ;-)

Of course, this is a problem if you use GADS or something to sync passwords - we chose to keep the passwords separate and they have to (when doing a degree) either sign in through SSO or set a Google password (99.9% do this because they have to use their mobile devices) - then when they leave, only the Google password works.

 
- What happens in the future if we have told students that they can have email for life and Google decides to start charging us for each account (imagine some time in the future where we have 1,000,000 accounts and we have to pay $40/account/year). In particular, if we advertise to future students they get email for life, consumer law could force us to provide this so we'd have to be pretty careful how we handled this.


Then we're screwed, essentially. We did discuss this internally and, informally, with Google and the decision we took was that it's unlikely to happen.

Google look upon GAfE as a marketing budget more than an operational budget - scary but apparently true.
 
- Alumni will find an account in another domain less useful (and hence are much less likely to use it) if we don't migrate all their data across.

100% yes.
 
- Leaving their student account active may create higher support expectations than providing an alumni account.

In 2 years, we've not found that.... We've found that they use it for 6months (probably for job applications etc), then usage tails off. 
 
- Having an email address that is known to be active for a significant period of time means it can be used on academic publications.

and job apps.

For staff though, we are currently implementing a system where we move their account to gone.bristol.ac.uk and it'll autorespond with the new address. They won't have access to their old account - our University is terrified of IP theft.
 
- Student email addresses are of the form first initial, first three letters of surname followed by a number to make it unique. Is this something our alumni would want to continue to use or are they going to prefer an email address of their choice?

We give them a choice. There was concern that they'd choose something vulgar or offensive, but they haven't yet. 
 
- Do we want to leave very large numbers of inactive accounts around? Do we delete inactive accounts after a set period of time?

We don't - we just keep asking Google to up the 'licences' and they do it without question.
 
- Keeping an account for alumni makes it easier for the University to stay in contact with them


It doesn't in our case - see above, they stop using it after 6 months or so. 

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

Same account as when they were students.  Alumni who did not have a Google Apps account when they were students can request one via a Google form, and once validated as alumni we manually provision an account. 

Regards,

Todd


It'll never happen, but IMHO a 30,000' discussion about student email accounts in general would be interesting. Why do we provide them? Of what truly practical use are they to alumni? These are questions that I don't think have been cogitated upon much. 

Five years ago I would have told you that student email was no longer needed. Every student had their own personal account. Today, the collaborativeness of Google Apps changes that equation. I'm glad no one listened to me five years ago.

Alumni, that's a different story...

>- Keeping an account for alumni makes it easier for the University to stay in contact with them

Yes. The school THINKS they are in contact...because the 0% of their email bounces. Ask them what the open-rate is. I see this trend reversing, though, as social media awareness increases in Alumni offices.

           
Rand
 
Rand P. Hall
Director, Network Services                 askIT!
Merrimack College
978-837-3532

If I had an hour to save the world, I would spend 59 minutes defining the problem and one minute finding solutions. – Einstein


Students requiring email is very simply justified by a number of points. Here are ten as a start.  (1) There needs to be a reliable means of communication other than snail mail, (2) this is preferably the university's own choice of a standard email account, since companies in this business come and go, do not have uniform mail filter and spam checking provisions, different message size limits, etc. (3) it helps separate at least official university business from social media content and does better at protecting deliberate or inadvertent sharing (such as on Facebook) of sensitive contents, (4) as already pointed out, Google offers collaborative options like file sharing and calendering, (5) the university can -- optionally -- use their own mail gateways to do any of their own filtering, address rewriting, and account management, (6) with university records on who is actively enrolled, an alumnus, majors, specific courses, etc., email can be targeted to specific audiences and mailing lists readily and even automatically created, (7) when the student leaves, you don't have to worry about backups or archives if everything is already on the Google account, (8) if the students return, their email addresses remain unchanged and they can communicate immediately just as before, (9) certain documents cannot be stored as efficiently or redistributed as readily as email attachments, (10) if questions arise on if a student submitted material to an instructor, being able to verify delivery or attempted delivery via tracking email routing can make a difference between passing and failing.

As to the alumni contact, most alumni organizations have enough marketing savvy to target customers in more than one way, and not restricted certainly to just email.

-=Tobias

Tobias J. Kreidl, Ph.D.
Northern Arizona University
Information Technology Services
Academic Team Lead
Flagstaff AZ 86011

On 3/5/2014 8:10 AM, Hall, Rand wrote:
It'll never happen, but IMHO a 30,000' discussion about student email accounts in general would be interesting. Why do we provide them? Of what truly practical use are they to alumni? These are questions that I don't think have been cogitated upon much. 

Five years ago I would have told you that student email was no longer needed. Every student had their own personal account. Today, the collaborativeness of Google Apps changes that equation. I'm glad no one listened to me five years ago.

Alumni, that's a different story...

>- Keeping an account for alumni makes it easier for the University to stay in contact with them

Yes. The school THINKS they are in contact...because the 0% of their email bounces. Ask them what the open-rate is. I see this trend reversing, though, as social media awareness increases in Alumni offices.

           
Rand
 
Rand P. Hall
Director, Network Services                 askIT!
Merrimack College
978-837-3532

If I had an hour to save the world, I would spend 59 minutes defining the problem and one minute finding solutions. – Einstein


If you put Alumni in a separate domain, do they have a different email extension from the Students? 

For example, we have 2 domains - one for staff and one for students. Staff email is jdoe@saintpeters.edu, students and alumni are jdoe@mail.saintpeters.edu.

Thanks.


Hi Dale


On 5 March 2014 20:13, Dale Hochstein <dhochstein@saintpeters.edu> wrote:
If you put Alumni in a separate domain, do they have a different email extension from the Students? 

For example, we have 2 domains - one for staff and one for students. Staff email is jdoe@saintpeters.edu, students and alumni are jdoe@mail.saintpeters.edu.


We're the same as you (bristol.ac.uk for staff, my.bristol.ac.uk for students), but alumni and students keep the same domain not matter what their status.

Mally
 
Thanks.


Thanks. 

Dale


Close
Close


Connect: San Antonio
April 22–24
Register Now

Events for all Levels and Interests

Whether you're looking for a conference to attend face-to-face to connect with peers, or for an online event for team professional development, see what's upcoming.

Close

Digital Badges
Member recognition effort
Earn yours >

Career Center


Leadership and Management Programs

EDUCAUSE Institute
Project Management

 

 

Jump Start Your Career Growth

Explore EDUCAUSE professional development opportunities that match your career aspirations and desired level of time investment through our interactive online guide.

 

Close
EDUCAUSE organizes its efforts around three IT Focus Areas

 

 

Join These Programs If Your Focus Is

Close

Get on the Higher Ed IT Map

Employees of EDUCAUSE member institutions and organizations are invited to create individual profiles.
 

 

Close

2015 Strategic Priorities

  • Building the Profession
  • IT as a Game Changer
  • Foundations


Learn More >

Uncommon Thinking for the Common Good™

EDUCAUSE is the foremost community of higher education IT leaders and professionals.