The University of Western Australia

University Policy on: Staff Email Aliases

Purpose of the policy and summary of issues it addresses:

This policy governs the format, use and management of official staff email aliases at the University in order that there is a consistent University branding.

Definitions:

An alias is an email address.

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 Format of Official Staff Email Alias

The official staff email alias shall be of the form <first name>.<last name>@uwa.edu.au where first name will be the preferred name as specified in the HR system.

In the case of a staff member only having one name, the email alias with take the form <last name>@uwa.edu.au.

In cases where duplicate names exist, the following options may be used:

• <first name>.<middle name>.<last name>@uwa.edu.au
• <first initial>.<last name>@uwa.edu.au
• <first name>.<last name initial/s>@uwa.edu.au

In formulating email aliases, no punctuation (e.g. spaces, hyphens (-) or apostrophes) may be used.

The length of an email alias should not exceed 36 characters. If the total of the first and last name is greater than 25 characters then the user will be allowed to truncate either or both names to fit into 25 characters.

This policy does not prohibit the existence of additional email aliases but there can be only one official email alias i.e. <first name>.<last name>@uwa.edu.au or in the case of staff who have only one name, <last name>@uwa.edu.au.

There will be a single authoritative source for the creation and management of official staff email aliases.

2 Mailbox Mapping

All email aliases must be directed to an official mailbox at UWA prior to being forwarded off campus.

3 Alias Changes

Staff can change their official email alias if necessary but should be aware that email sent to their old email alias will not be forwarded to their new official email alias. In this case, staff would need to notify all their contacts of their new official email address.

4 The UWA Contacts Directory

Staff members who do not want their email address published in the UWA Contacts Directory (www.directory.uwa.edu.au) may request the removal of their email address from the directory.

5 Name Changes

If a staff member ceases employment at the University or changes their name, their old official email alias cannot be reused until a period of 24 months has elapsed from the date of cessation or name change.

6 Official Use of Alias

The official staff email alias will be used on all University business cards, contact directory entries and other official publications and email correspondence, except where a functional or role based email alias is substituted.

IT support personnel will be responsible for enabling the use of the official email aliases in email signatures and as reply-to addresses to ensure that the official email alias is the only one seen externally.

Individual staff members are responsible for ensuring they supply their official UWA email alias for use in any printed or electronic publications.

Any UWA staff member who is responsible for publishing UWA email addresses in printed or electronic form has the right to request official email aliases for use in that publication.

7 Other Email Aliases

Aliases not complying with the current standard criteria, policies and naming conventions may continue to be supported for receiving of email only.

8 Cessation

On cessation of employment at the University a staff member's entry in the UWA Contact Directory will be hidden and will not display in searches. The entry will not be deleted for three months during which time email addressed to that person's UWA email alias will continue to be forwarded to their nominated email mailbox. An authorised person may request for the entry to remain for an additional three month period.

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