Email Procedures

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 Supervisor with instructions for the new employee 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 OneUSG, 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 MyTech Support at 912-478-2287.
• Your email account will be added to GSNEWS Google Group. This group 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: https://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: https://its.georgiasouthern.edu/accounts/facultystaff-e-mail-transfer/

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

Departmental AD Accounts

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

Departmental Google Email 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

• 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

You can find information on the new Departmental Email / Resource Accounts here:
https://its.georgiasouthern.edu/accounts/departmental-email-and-resource-accounts/

If you have any questions or problems, please submit a MyHelp Ticket or contact MyTech Support at helpdesk@georgiasouthern.edu, or call 478-2287.

All student workers, including graduate assistants, have access to a Departmental Student Worker Account. These accounts become available following completion of the OneUSG hiring process by Human Resources. These student worker accounts allow students to access Gmail, Google Drive, and other secure resources that they may need in order to perform their job duties. Keep reading to learn how to gain access to student worker accounts and other services.

Accessing Student Worker Accounts 

When a student worker’s hiring process is complete, both the supervisor and the student are notified when the student worker account is available. Student workers can gain access to their accounts by following the process below:

1. Navigate to the MyGeorgiaSouthern portal
2. Click the “First Time User” button.
3. Follow the instructions to retrieve the student worker account information.
4. Click the “Reset Password Now” button to create a new password.
5. After receiving confirmation of the password reset, the student will be able to log in to the MyGS portal and access their new Gmail account and GSuite services. If access to other services is needed, please complete the appropriate request (Banner, Business Objects, network drives, etc.)

Google Drive Access

Student workers have access to their departmental student worker accounts for the duration of their employment. Accounts are suspended following termination. If the department needs to continue to access Google Drive resources created by the student worker after employment has ended, please submit a MyHelp ticket to have these resources transferred so that the department does not lose access to these resources. Additionally, please always take steps to terminate a student’s employment through Human Resources to ensure that departmental resources are not compromised. It is best practice to use Google’s Team Drives to store departmental resources as opposed to individual accounts.

Duo Two Factor Authentication Requirement

All Georgia Southern employees are required to use Duo’s two-factor authentication service to secure their accounts. Student workers will be prompted to enroll in this service when their password expires. Learn more about Duo two-factor authentication >

You can find information on the new Departmental Student Worker process here:
https://its.georgiasouthern.edu/accounts/departmental-student-accounts/

If the student has any questions or problems, please have them submit a MyHelp Ticket or contact MyTech Support at helpdesk@georgiasouthern.edu, or call 478-2287.

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://jobs.georgiasouthern.edu/oursouthern/wp-content/uploads/sites/10/Exit-Checklist_-Employee.pdf
    • 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 email once the account is disabled. The account will be deleted at month’s end after your 90 day extension.
    • Setup an auto reply/vacation message for incoming email to inform senders of your new email address.   Please note, the auto reply/vacation message will no longer work after the account has been disabled.
    • 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.  Please note, the forward of email will no longer work after the account has been disabled.
    • Unsubscribe from any Google Groups 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 GS 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 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

• • • 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://jobs.georgiasouthern.edu/oursouthern/wp-content/uploads/sites/10/Exit-Checklist_-Employee.pdf
    • 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.
    • Setup an auto reply/vacation message for incoming email to inform senders of your new email address.   Please note, the auto reply/vacation message will no longer work after the account has been disabled.
    • 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.  Please note, the forward of email will no longer work after the account has been disabled.
    • Unsubscribe from any Google Groups 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 GS 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.  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.

Student Worker Accounts

• • • Account access will be expired as of your termination date as indicated by Human Resources, or after there has been no payroll activity for 120 days.  Once your account is expired, you will not be able to send or receive any email.
    • If you are re-hired or hired in another department, the account will be enabled once Human Resources has entered the new data in OneUSG.

• • Employees who retire from Georgia Southern will follow our normal termination procedures.
  • Administrative accounts, like Banner, Business Objects and AppsXtender will be deleted, as well as access to Departmental R: drives.
  • You will be deleted from all Google Groups.
  • Any Departmental Email, Web or Google Groups will be transferred to a Full Time Faculty or Staff member.