ITS

Email Procedures

Email accounts are the property of Georgia Southern University. The University reserves the right to revoke the email privileges of any employee at anytime.

For your rights concerning your email account at Georgia Southern University, please go to the following link:  ITS Acceptable Use Policy

New Employee Email Account

Faculty/Staff

  • Upon successful completion of the Background Check in Human Resources, an email account is automatically generated.
  • Once the account has been created, we will send notification by email to the Departmental Secretary with instructions for the new user to access First Time User in My.GeorgiaSouthern.edu
  • With this automatic process, new employees do not get to choose the account name. Using the name that HR entered into Banner, the process will check for the first available name combination. The username will be created using one of the following patterns, where F=first initial, and M=middle initial:
    FLastname        FMLastname      FirstnameLastname
  • Forgotten passwords can be reset by contacting your Divisional IT Support Representative.
  • Your email account will be added to GSNEWS listserv. This list is used to send important information to all Faculty and Staff.
  • If you have a Legal name change (like marriage or divorce), please fill out the following change form: http://its.georgiasouthern.edu/accounts/facultystaff-e-mail-name-change/
  • If you are transferring to another department on campus, please fill out the following change form: http://its.georgiasouthern.edu/accounts/facultystaff-e-mail-name-change/


Departmental AD/Google Email/Google Resource/ Student Email Accounts

Four types of Departmental Accounts are available. The requestor is responsible for these accounts.


Departmental AD Accounts
http://its.georgiasouthern.edu/accounts/departmental-email-and-resource-accounts/

  • Accounts used to log into AD Only (mainly for Labs)
  • No email will be associated with this account


Departmental Google Email Accounts
http://its.georgiasouthern.edu/accounts/departmental-email-and-resource-accounts/

  • Accounts can be used to send/receive email for the department (example: admissions@GeorgiaSouthern.edu)
  • Account can be monitored by multiple people. Account owner would need to setup email delegation to the account
  • Calendar will be available for scheduling, and a busy search can be used to avoid schedule conflicts
  • Account will be visible when an email is composed in Google
  • Account accessible through Campus Mail on the Web
  • Account owner must be a full time faculty/staff member


Departmental Google Resource Accounts
http://its.georgiasouthern.edu/accounts/departmental-email-and-resource-accounts/

  • Accounts used to manage local resources, like a conference room, or for scheduling vehicles, slide projectors, etc.
  • A busy search can be used to see when the resource is available, or to avoid schedule conflicts.
  • Account will not have a AD Login or password
  • No email will be associated with this account
  • Account owner must be a full time faculty/staff member


Departmental Student Accounts
http://its.georgiasouthern.edu/accounts/departmental-student-accounts/

  • Form must be completed by the departmental secretary or immediate supervisor. Student cannot apply for their own account.  Please be sure the following has been completed before applying for a departmental student account:
    • Hiring Proposal completed by Department for Work Study or Institutional Students OR
    • PA completed by Department for GA’s OR
    • PA completed for Non-Paid Intern’s (Back ground check must be done)
    • Student Completed On-Line Orientation On-Boarding
    • Student attended On-Boarding in HR
    • Student has turned in all hiring documents to HR
    • Personnel Action Forms/People Admin Hiring Proposals/On-Boarding Paperwork must be completed and submitted to Human Resources within 3 days of the effective date of the action taking place or no later than the published payroll deadlines, whichever is earlier.  If the paperwork is not received by the payroll deadlines, there will be a delay in the account creation.
  • Departmental Student Accounts are defined as any student hired through Human Resources, registered and taking classes, including Interns, Grad Students, GA’s and TA’s. (Please Note – GAs and TAs are logging into the regular student account, accessing WINGS to enter Grades and attendance verification.  As long as the classes have been assigned to the students EID, they can access what they need.)
  • This Departmental Student Account is to be used for Georgia Southern business purposes only. Business emails must be kept separate from student email.
  • Students are not allowed to forward any other email addresses to this account, doing so will result in termination of the Departmental Student account.
  • These accounts will be a combination of the students first and last name, like: john-smith@georgiasouthern.edu. The students will be able to send/receive email to/from that account, as well as access the R: Drive for Departmental Storage or H: drive.
  • Accounts will be expired at the end of each semester, and have to be renewed by the supervisor.
  • If the student terminates, but will be back to work, the account will have to remain suspended until the student actively returns to work.

Web Pages
Four types of Web Page Accounts are available:

Departmental Web Pages – Word Press

Faculty/Staff Organization Web Pages

Student Organization Web Pages

  • New Accounts are requested in the Office of Student Activities.

Faculty/Staff Personal Web Pages – Google Sites

 

Termination of employment from Georgia Southern

Faculty

  • Fill out Separation Checkout form, which can be found by clicking here
  • Back up any files needed before your termination date. We are not responsible for emails or files lost after termination. If you are working or collaborating on a Georgia Southern project, please go to the following website for helpful hints on transferring ownership of Google Drive documents to another member of Georgia Southern. https://sites.google.com/a/georgiasouthern.edu/google-apps-fac-staff/support/leaving-the-nest
  • Account access will be disabled 90 days after the end of the contract date or resignation date. You will not be able to send or receive any email once the account is disabled. The account will be deleted at month’s end after your 90 day extension.
  • Setup an auto reply for incoming email to inform senders of your new email address.
  • Get an outside email account before your termination date. If you have an outside email account, you can forward any new incoming email to your outside email account until the Georgia Southern account is disabled.
  • Unsubscribe from any listservs you are on, and if necessary, re-subscribe with the new account.
  • Remove Google+ pages associates with your Georgia Southern email account.
  • Transfer any Google+ Departmental Pages to another GSU employee.
  • If you have an Apple, Twitter, Facebook account associated with your Georgia Southern email account, please be sure to reset the account before your Georgia Southern account is disabled/deleted.
  • Once an account has been deleted, the contacts, old emails and all associated Google docs will be permanently erased and cannot be recovered.


Temporary Faculty

  • We will send an email to the department to see if the employee is coming back to work at Georgia Southern.
  • If yes, we will disable the email account account 90 days after the end of the contract date or resignation date, but will not delete it. If rehired with in 12 months, we will enable the account for you. If not, the account will be deleted.
  • Once the account is disabled, you will not be able to login, send or receive any new email.
  • Once an account has been deleted, the contacts, old emails and all associated Google docs will be permanently erased and cannot be recovered.


Staff / Departmental Student Work Accounts

  • Fill out Separation Checkout form, which can be found by clicking here
  • Back up any files needed before your termination date. We are not responsible for emails or files lost after termination. If you are working or collaborating on a Georgia Southern project, please go to the following website for helpful hints on transferring ownership of Google Drive documents to another member of Georgia Southern. https://sites.google.com/a/georgiasouthern.edu/google-apps-fac-staff/support/leaving-the-nest
  • Account access will be expired as of your termination date as indicated by Human Resources. Once your account is expired, you will not be able to send or receive any email. The account will be deleted two weeks after your termination date.
  • You can setup an auto reply for incoming email to inform senders of your new email address.
  • Get an outside email account before your termination date. If you have an outside email account, you can forward any new incoming email to your outside email account until the Georgia Southern account is deleted.
  • Unsubscribe from any list serves you are on, and if necessary, re-subscribe with the new account.
  • Remove Google+ pages associates with your Georgia Southern email account.
  • Transfer any Google+ Departmental Pages to another GSU employee.
  • If you have an Apple, Twitter, Facebook account associated with your Georgia Southern email account, please be sure to reset the account before your Georgia Southern account is disabled/deleted.
  • If the department needs access to the employee’s email account for business purposes, have the Dean/Department Head send an email to accounts@GeorgiaSouthern.edu, with justification for access to the account.  Accounts Management will provide options for access to the terminated account.
  • Once an account has been deleted, the contacts, old emails and all associated Google docs will be permanently erased and cannot be recovered.


Retirees

  • As a Georgia Southern Retiree, you are entitled to keep your email account.  Administrative accounts, like Banner, Business Objects and AppsXtender will be deleted.
  • Web mail is available from the Georgia Southern web page to access the email account from home.
  • You will be deleted from all ListServs, except GSNEWS.
  • Any Departmental Email, Web or ListServ will be transferred to a Full Time Faculty or Staff member.

Last updated: 11/15/2016

ITS Accounts • PO Box 8136 Statesboro, GA 30460 • accounts@georgiasouthern.edu