The University of Western Australia

University Policy on: Function/Role Based Email Aliases

Purpose of the policy and summary of issues it addresses:

This policy relates to those email aliases which are established for roles or functions rather than named individuals, and governs their assignment, format and use in order that there is a consistent University branding.

Role and function based email aliases are frequently more appropriate for publication and generic email addresses than for individual staff email addresses.

The benefits of consistent function/role based email aliases are:

• They relate to a recognisable function/role
• The email address remains the same when the person receiving the email changes
• The alias can be linked to several persons (such as a committee or working party)
• They provide an efficient means of deriving unique email aliases.

Definitions:

UWA email alias is the official form of email address used by the University to forward email, either to an individual or to a group

Policy statement:

1 Alias Format

1.1 The local part of a function/role based email alias will be constructed using the format
<function/role abbreviation>-<faculty/school/area>

In cases where either the function/role or faculty/school/area are not relevant, as in high-level function/roles, they can be omitted as represented below:
vice-chancellor@uwa.edu.au or software@uwa.edu.au

1.1.1 The list of official abbreviations will be maintained by ITS and may be added to on request.

1.2 The domain part of a function/role based email alias will normally be:
uwa.edu.au

1.3 Approval for a branded domain name can be requested by a staff member of at least band 5 of the University's bands of delegated authority and must be approved by the University Librarian and Director (Information Management). Branded domain parts will be of the format:
<brand>.uwa.edu.au

2 Use of function/role based aliases

2.1 The official function/role based email alias should be used in official publications of the University (web sites, information brochures, etc).

2.2 Function/role based email aliases may be linked to a person or a group of persons.

3 Requests for function/role based aliases

3.1 Requests for a function/role based email alias must be approved by a staff member of at least band 5 of the University's bands of delegated authority.

Related forms: (Link)

Request for UWA Mail Alias form:

http://www.its.uwa.edu.au/forms/staff/uwamailalias

List of official abbreviations for function/role based email aliases:

http://intranet.uwa.edu.au/its/it_governance/function_role_based_abreviations