Description
Departmental Shared Mailboxes are a special mailbox type that allows multiple people to access a single mailbox to send / receive messages or perhaps use a common calendar for scheduling purposes. It can also be used for student employees so that their business communication stays separate from their student communication.
Standard Services and Features
The mailbox email address will be prefaced with ‘ISU-‘ unless prior approval for a different email has been obtained. This is so that the mailbox will not conflict with an actual student’s or employee’s mailbox.
Email accounts for shared department use or individual student employees should be established in one of two ways:
- Set up a generic department account and let multiple employees - including student employees - access it.Example:oit-questions@indstate.edu
- Set up one or more generic, re-assignable student departmental accounts.Examples:OIT-staff1@indstate.edu, OIT-staff2@indstate.edu, etc.In this case, with two student employee accounts, two individual students could be assigned, one to each account.If the student assigned to OIT-staff1 leaves, their assignment to that account can be disabled. When another student is hired into that same position, that student can be assigned to OIT-staff1.
SLA: You can expect this service to be completed in 3 business days.
Constraints/Scope
Faculty or Staff are the only people that can request these mailboxes. Student employees can be granted access to the mailbox, but a faculty or staff member has to be the responsible account on the mailbox. When an update is requested, only the responsible account can request the update. This is to ensure that any modification to the mailbox is vetted properly so that someone doesn’t get added or removed when they shouldn’t be or that they take over the account when they shouldn’t.
Note: Student employees must not use their sycamores.indstate.edu to send or receive official ISU email
A student's sycamores.indstate.edu account is their personal and student email account. If a student employee uses their sycamores email account for ISU business, ISU effectively loses control of the email content in that account. When the student leaves the institution, it will be much more difficult to access or ask for the content that is needed if an important exchange took place between that student and someone else.
If a department asks student employees to write and send email messages as part of the job responsibilities, and if the student employee is using a sycamores.indstate.edu account, it looks to everyone receiving that message (and it's true) like a student sent the message, not an employee. At best, this may cause confusion. At worst, it may cause someone to miss an important email. It also would mean that they might receive FERPA information that would then be stored in their mailbox and would stay there even after they are no longer a student employee.
Directions
Staff and Faculty can get started by submitting a request via the “Request Account” button on this page.