A central UWA Email and Calendar Service (ECS) is provided to all University staff. 

The Email and Calendar Service, or ECS, provides standard email facilities, common shared staff address lists and the ability to schedule individual appointments as well as meetings based on shared free/busy information about staff and resources.

1. Who gets an ECS account
2. Account creation
3. Departing staff
4. What an ECS account gives you

Who gets an ECS account

The University defines two categories of staff: Category 1 and Category 2. Please refer to the University Policy on Access to University Buildings and Electronic Systems by Staff and Visitors.

All UWA Category 1 staff are provided with a mailbox in the ECS system and an associated UWA address that conforms to the official UWA email address format:  firstname.surname@uwa.edu.au. This information is managed through Pheme.

Category 2 staff are also provided with a UWA address of the format firstname.surname@uwa.edu.au, but they can choose either to activate the associated ECS mailbox or to direct their UWA address to an external (non-UWA) mailbox. This choice is presented when they activate their Pheme account.

Account creation

When new Category 1 staff join the University, their ECS mailbox will be automatically created once their details have been recorded in Alesco. The mailbox is not activated until they activate their Pheme account. For Category 2 staff, an ECS mailbox is created and activated if they choose this option in Pheme.

A staff mailbox cannot be created before HR has created the staff record.

• To ensure new staff get access to email in a timely manner, the faculty, school or business area must ensure that all necessary paperwork is sent to Human Resources (HR) well in advance of commencement.
• When the new staff member arrives at work on the first day, the business unit should notify HR of the commencement. 
• The new staff member should then login to Pheme (requires staff number and date of birth) to activate their account, set their password  and verify their official @uwa alias.  This activates their ECS mailbox.
  Currently, there is a two-hour delay after commencement is recorded by HR before the new staff member can log in to their Pheme account.
• The new staff member will immediately have access to the Email and Calendaring Service via the web-based interface.
• The local IT support team should then configure any email clients (Outlook/Entourage) or mobile devices that the staff member will be using. Most Local IT teams appreciate advance warning of these requirements.

The faculty/school/business area is responsible for adding the new staff member to appropriate distribution lists, and giving them relevant access to role-based or resource accounts.

Departing staff

Where a staff member is ceasing employment with the University, Pheme account de-activation will occur on the last day of their employment, after which time they will not be able to access their mailbox.

The staff member is responsible for exporting/retaining any personal email prior to de-activation.

The mailbox will be deleted after a pre-defined period, but until then it will continue to receive email.

As stated in the Privacy of Electronic Material policy, to ensure continuity of business activity, an authorised person may, prior to the deletion of the mailbox, request access, for a period of time, to the mailbox of a user who has left the University. During this time, management in the area should make transition arrangements for the mailbox, such as:

• creating an auto response advising of imminent closure of account and alternative email address(es)
• filing/deleting any remaining mail
• forwarding all incoming mail to an alternative email address.

What an ECS account gives you

An ECS account will enable you to:

• manage your email and calendar via one of the supported email clients or through Webmail
• set rules for managing incoming email
• filter incoming mail to reduce the number of unsolicited 'spam' messages
• filter incoming and outgoing mail to detect viruses and other malicious software
• set up, manage and share staff distribution lists
• access a searchable internal directory of all ECS email addresses
• manage personal contacts
• schedule and manage tasks
• make individual appointments and schedule meetings with colleagues
• book rooms and other resources as identified by your faculty, school or department
• synchronise email and calendar with mobile phone/PDA devices
• set up mailbox and calendar delegation
• set up 'vacation messages'
• share email folders, calendars, contacts and tasks with other ECS users.
  
  

How to ...

These pages provide all the information you will need to use UWA's Email and Calendar Service: