The University of Western Australia

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(A comprehensive set of instructions is also provided on the Template and Instructions page of the University Policies website.)

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University Policy on: Function/Role Based Email Aliases

Overtype “Policy Name” with the name of the policy.  This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

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.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses.  This section is designed to stand alone.  The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for.  It must not be longer than 200 words. 

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters.  It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.

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

Place your cursor immediately under the definitions heading to get the definitions style.

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 IS 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.

Policy or Procedure?

Policies are statements of the principles¹ which govern decision-making.

Procedures are the functional steps used to implement policies.

¹ Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy.  It must be written in clear, precise and direct language.  Short sentences are preferable.  Any specialist words or acronyms must be defined at the beginning of the statement.  (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text.  The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures.  Note: Administrative procedures can be approved by the relevant Director.

Related forms: (Link)

Request for UWA Mail Alias form:

http://www.is.uwa.edu.au/it-help/forms

 

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

http://www.is.uwa.edu.au/it-help/policies#itstaffpolicies

 

Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made.  Forms must reflect policy and must not be used to create policy.

 

TRIM File No: F27672 Insert the appropriate TRIM file number.  All policies must have a TRIM file for storing information relating to policy development and other related information.  Note this is not the policy number.  Apply for a TRIM file number at http:/intranet.uwa.edu.au/page/38742

Contact position: IT Policy Officer Information Services State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary.  Note: As this will link through to the University’s Contact Directory, the position name must be given exactly as it appears in that directory.

 

 

Related Policies or legislation: Computer and Software Use Regulation Email Policy Staff Email Address Policy University Policy on: Records Management Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s).  If unsure what these might be, try one or more of the following: Conduct a search on TRIM. Make an enquiry to Archives and Records. Seek help from staff in the relevant section.  If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s).

 

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Check the content of the document for clarity and accuracy.

Submit the document to the relevant position or body for approval.

When the document is approved -

if the policy does not already have a University Policy number, apply for one by completing the form at http://intranet.uwa.edu.au/archives/new_university_policy_number (Control and click to follow the link.)

include the University Policy number in the relevant table box in the template; and

complete the relevant approval date and any other table boxes at the end of the template that have not yet been completed.

Save the document in Filtered HTML format to a convenient location on your network drive (Go to File – Save As and select Web Page, Filtered from the drop-down list under the filename box.)

Apply the style-checker as follows:

Go to the following URL http://www.admin.uwa.edu.au/policytidy (Control and click to follow the link.)

Browse to find the policy document you have saved in Filtered HTML.

Hit “Submit” to bring up the preview of the converted document.

Check for errata and mis-processed characters.

Once the document is correct, click on “Download Document” to download the document to the preferred folder on your network drive.

Appropriate Director emails (rorett@admin.uwa.edu.au) the policy to University Records for storing in TRIM and publishing on the University Policies website.