How can I set up a non-personal, group or department email address?

Personal email addresses at UIC are of the form NetID@uic.edu. Units, departments, and other entities on campus often have need of task-oriented email addresses that should not be identified publicly with a specific person. The ACCC provides several options for these departmental, non-personal email addresses.

Policy

Please note that in compliance with the University Information Security Policy:

Access to the network and servers and systems should be achieved by individual and unique logins, and should require authentication. Authentication includes the use of passwords, smart cards, biometrics, or other recognized forms of authentication.

As stated in the current campus policies on appropriate and acceptable use, users must not share usernames and passwords, nor should they be written down or recorded in unencrypted electronic files or documents. [...] All users must secure their username or account, password, and system access from unauthorized use.

and with ACCC's Acceptable Use Policy, which disallows password sharing, we do not provide shared accounts. Instead, choose from one of the following options.

Email alias

An email alias - alias@uic.edu - can forward messages to a single existing email address. Email aliases are not accounts and do not have passwords associated with them. An alias allows for continued use of an email address even if a person leaves UIC. To request an alias, email accounts@uic.edu and provide the following:

  • alias name (3 to 15 characters in length; letters, numbers, underscores, and hyphens only)
  • who will own the alias and who will receive messages addressed to the alias (does not have to be the same person)
  • purpose or title for the alias 

Limitations

  • Aliases can route to only one email address, which will likely be an individual's personal email address.
  • Because email coming into aliases is actually distributed to and replied to from the recipient's individual email address, it is hard to share the correspondence and to keep it impersonal. Though this is only partially true since certain clients such as Webmail and Google Apps can be configured to send email as the alias.

Listserv email list

A listserv supports multiple recipients (subscribers) and can accept messages from subscribers as well as non-subscribers. Listservs have both listname@uic.edu and listname@listserv.uic.edu as their email addresses. Listserv names can be up to 15 characters in length and support dashes and underscores in the name. Listservs can be created online by UIC faculty and staff.

Limitations

  • Because a reply to a request sent to a Listserv list will come from the individual subscriber's email address, not the list, the list does not provide a central tracking place for responses to incoming messages.
  • It can be hard to keep track of whether individual incoming messages have been answered.
  • Both of these problems can be mostly taken care of if the subscribers always send copies of their replies to the list and use the list's email address as the Reply-to address in their reply email messages. Most email programs can also be set up to use alternate From: addresses.

Google Group in GoogleApps@UIC

Google Group is a collaboration tool, as well as an email discussion group that comes with its own Web page to read the email sent to the Group's address. Anyone with a UIC GoogleApps account can set up a personal Google Group based on their own NetID by themselves. ACCC will accommodate requests for special Google Groups for official purposes with a departmental-type email address. A GoogleApps@UIC account is not required to send or receive email from a Google Group, but it is required to create and manage a GoogleApps@UIC Google Group. 

Limitations

  • Each member of the Group must have their own GoogleApps@UIC account in order to access the Group via its GoogleApps Web page, which is where the email archive is kept. (Group members do not have to have a GoogleApps account to receive or send email to the group.)
  • The GoogleApps other than Gmail -- and this includes the Google Group Web pages -- have accessibility problems.

Request Tracker (RT)

Request Tracker (RT) is a web-based system for submitting and tracking email messages (requests). It is intended for high-volume email addresses and allows groups and departments to manage multiple email addresses in one place. RT is similar to a shared email account, but each person uses their own credentials (UIC NetID and password) to access it. There are two ways to interact with RT: by email or via its web interface. Request an RT instance.

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Last updated: 

September 21, 2016

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