Introduction and background of the issue
ITSC provides each staff member an email address in the format of “firstname.lastname@example.org”. Staff may optionally define an easier-to-remember email alias in the format of “email@example.com”.
Statement of the problem
Over the years, only 66% of staff have selected an alias and 34% of staff keep using firstname.lastname@example.org as their email addresses.
Computing ID is hard to remember and it is not easy to recognize another staff by Computing ID. Email address using Computing ID is also not user friendly.
Among the staff that have selected an alias, there is no consistent format of the email alias. Some may put their surnames first while others may put their surnames last. Some may even not include their surnames into their aliases at all. The lack of a consistent format affects the image of the University.
To address the above issues, it is necessary to:
In Aug 2016, IT Governance Committee (ITGC) setup a policy to:
The following definition applies to this policy:
Preferred name: It refers to the commonly used name of the staff and that name is not necessarily being printed on HKID / Passport. Examples are Albert, Joyce, chiming, kahong and etc.
A. University standard email address, aka University Official Email Address, shall be in the format of:
<preferred name><initials*><last name><number*>@cuhk.edu.hk * Optional, up to three characters
Standard email address for each individual staff will be generated based on a sequence. If the email address is not being used by others, it will be assigned to the staff. The email creation sequence is:
Examples of standard email address:
email@example.com firstname.lastname@example.org email@example.com or firstname.lastname@example.org
B. Staff is not allowed to change the standard email address once decided.
Once rollout in Aug 2017, all new staff will use the standard email address format and no change is then allowed. Existing staff who have already selected their email alias can keep using the email address. For existing staff who still haven’t selected their email alias (i.e. still using computingID@cuhk.edu.hk), they can choose a new email alias that is comply to the standard email address format.
Within this policy, the following individuals have the following responsibilities:
|Provide the Preferred Name for email address creation||User|
|Advice on the naming policy.
Create standard email address.
Publish the standard email address to University AD and key public cloud applications (Microsoft Active Directory, Office 365 Mail Global Address List and Office 365 SharePoint Online People Picker)
|Consider and approve or refuse for exemptions||Director, ITS|
This policy will be reviewed by Sub-Committee on IT Policy Development every two years.
Prepared by Information Technology Services Centre on 4 Aug 2016
Updated in Feb 2017
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