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Information Technology

About Host Accounts for Departments and Organizations

About Host Accounts for Departments and Student Organizations

This guide describes Enterprise Technology Services (ETS) services departments and organizations can use in sending and receiving electronic mail and providing information on campus or via the Internet. These services provide easy-to-remember e-mail addresses, an online e-mail directory, and a convenient way for people to contact UVM departments and student organizations. For example, someone completing an undergraduate program at another institution could e-mail a request for information on graduate programs to "graduate.admissions@uvm.edu" after finding the Graduate Admissions Office in the UVM online directory.

 

Who is eligible?

ETS will create a group e-mail address, and if necessary a host account, for any academic or administrative department or any officially recognized organization that designates a person who will take responsibility for all use of the address. Organizations must be sponsored by a UVM faculty or staff employee. However, in rare instances, a student organization may be granted permission by the Student Government Association to have someone other than a UVM faculty or staff employee as the sponsor or responsible person.

 

The online directory

UVM's online directory, also known as the LDAP, white pages or "ph," is how people find names, e-mail addresses, and telephone numbers for UVM students, employees, departments, and organizations. The directory is searchable by name, department, and nickname(s), and also contains e-mail addresses, telephone numbers, postal addresses, and optional information such as business hours. An "alias" uniquely identifies each directory entry. Here is a sample directory entry for a department or organization:

alias: graduate.admissions
name: Graduate College Admissions Office
e-mail: graduate.admissions@uvm.edu or gradcoll@uvm.edu
Network ID: gradcoll
phone: 802-656-2699
address: 332 Waterman Building
hours: M-F 8:00 a.m. - 4:30 p.m.

 

Creating your directory entry

To request an entry for your department or organization, please complete the Department or Organization Account Application and return it to ETS Account Services, either via electronic mail to account.services@uvm.edu, or via campus mail to 238 Waterman Building. ETS will create a basic online directory entry with the alias and name you request. The person in your department or organization responsible for your online directory entry will use "ph" software -- and a secret password -- to add your e-mail address and any other information you want to provide, such as telephone number, address, and hours.

The e-mail address should be that of an individual in the department or organization who is designated to receive your e-mail. To accommodate vacations and changes in responsibility for handling e-mail, you can change the target e-mail address as often as you need to.

 

Sending e-mail using your online directory address

Once someone has found your entry in the online directory, she or he can send e-mail using either the alias or the address given in the e-mail field. Following the example above, e-mail would be addressed to:

 
 graduate.admissions@uvm.edu  or  gradcoll@uvm.edu 
 
Mail sent to either address can be forwarded to the appropriate staff member automatically.

 

Department and organization accounts for e-mail and electronic publishing

ETS strongly encourages use of an individual's e-mail account to receive messages addressed to the department or organization, as shown in the examples above. Under special circumstances, however, departments may have special information needs beyond those which can be satisfied by an individual account. An example of such a need is disk space on www.uvm.edu or another ETS server to electronically publish web pages and other departmental documents. Under these circumstances, ETS will create a separate account.

To request a host account for your department or organization, please complete the Department or Organization zoo.uvm.edu Account Application that appears in ETS's Web Pages and return it to ETS Account Services, either via electronic mail to account.services@uvm.edu, or via campus mail to 238Waterman Building. You must designate a person who will take responsibility for all use of the account. Student organizations must be sponsored by a UVM faculty or staff employee. However, in rare instances, a student organization may be granted permission by the Student Government Association to have someone other than a UVM faculty or staff employee as the sponsor or responsible person.

 

Using a department or organization account for e-mail

Normally a department or organization account would be used only to receive e-mail. You direct e-mail to the account by specifying its e-mail address in the "e-mail" field in your department's or organization's entry in the online directory. For example:

alias: graduate.admissions
name: Graduate College Admissions Office
e-mail: graduate.admissions@uvm.edu or gradcoll@uvm.edu
Network ID: gradcoll
phone: 802-656-2699
address: 332 Waterman Building
hours: M-F 8:00 a.m. - 4:30 p.m.

 

In this example, e-mail addressed to graduate.admissions@uvm.edu is sent to the account gradcoll on zoo.uvm.edu.

ETS recommends that you set up the account to forward all incoming mail to one or several designated people in the department or organization. To set mail forwarding, go to UVM's zoo.uvm.edu Account Web Pages and click on 'Work with your mail handling!'. Having the account automatically forward incoming messages means that no one has to log on to the account to read mail; instead, each designated person receives each message, and the appropriate person handles or responds to it. Alternatively, you can designate one or more (but preferably not more than three) people to log on to the account and read messages. After reading each message, that person can forward it to the appropriate person for action. In either case, recipients of messages from your department or organization may appreciate receiving messages from individuals rather than from the common, but anonymous, account. Some words of caution:

If you use a common department or organization e-mail account, please follow these guidelines:

*Only the primary contact person or sponsoring UVM employee can request account services to reset a forgotten password or to change the disk quota.

*The primary contact person (for departments) or the sponsoring faculty/staff person (for organizations) is responsible for all use of the account and would be subject to any disciplinary action taken for violations of policies covering the account.

*Passwords may be given only to the individuals named on the account application. Notify the Account Services office of any changes in authorized individuals. Be sure to change the password when an authorized person leaves the department or organization, and whenever you suspect the password may be known by anyone other than those authorized to use the account.

 

Finding help

For further help contact the ETS Help Line at 656-2604 or send e-mail to helpline@uvm.edu. Assistance is also available from ETS Account Services at 656-2006 or e-mail to account.services@uvm.edu.


Last modified November 18 2011 03:55 PM

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