Procedure
Effective Date
September 30, 2008
Date of Last Revision
March 24, 2015
Chapter Name
Information Management
Chapter Number
Title
4.8.P.1
EMU Non-Person Email Accounts
1.0 Purpose
The purpose of this procedure is to document the responsibilities and tasks associated with the creation, maintenance
and management of Non-Person email accounts on the Eastern Michigan University (EMU) mail system.
2.0 Governing Policy
Number/Document Name
4.8 EMU System Accounts
Effective Date
September 30, 2008
3.0 Procedure
Full-Time University Employee Formal Email Account Request:
1.
From the EMU provided email account of a full time EMU employee, submit request to the Help Desk by
email to it.helpdesk@emich.edu with the following information:
a. Department, group or guest name that requires the non-person account.
b. Proposed name for the email account, including at least one underscore character to designate it as
a non-person account. This should refer, if possible, to the requesting group and the purpose of the
account (e.g., it_customerrequests@emich.edu).
c. Display name for the email account. This is what shows in the “From:” section when this account
is used to send messages. An example might be IT Customer Requests
d. If the account will be accessed by humans rather than software applications or hardware:
i. A list of user names to whom access should be granted to login to this account
ii. A list of user names to whom manager access should be granted for this account.
Assigned managers can add or remove user access.
e. If the account will be accessed only outside of Launchpad by software applications or hardware,
please specify this so that it can be created with a password.
f. Contact person’s name, email address and phone number.
g. Purpose of the requested non-person email account.
Division of IT
2.
3.
4.
The IT Help Desk receives a trouble ticket generated by email submission and assigns to the Security Team
queue if it contains all the required information. If the request is incomplete, the Help Desk contacts
requestor to gather required detail.
If the requested account name is already in use or if there are other issues with the request, the Security
Team will contact the requestor to resolve these issues prior to account creation.
Security team creates the non-person account and contacts requestor via email or telephone informing them
of account creation and details for how to access the account.
Removal:
An account will be removed if the sponsor leaves the University or if the account is not renewed annually as noted
in IT 2.1 Email Responsibilities Policy. The account may also be removed at the request of the original requestor.
This should be done via an email to the IT Help Desk (it.helpdesk@emich.edu) that contains the name of the
account to be removed and the request to remove it.
EMU IT Procedure 4.8.P.1 EMU Non-Person Email Accounts
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4.0 Responsibility for Implementation
Director over IT Security is responsible for the implementation of this procedure.
5.0 Definitions
Term
LaunchPad
Non-Person Account
Definition
A system to allow individuals to access non-person email accounts by logging in
with their individual NetID and PIN information.
A non-person email is an account capable of sending and receiving email that is
not tied to a single employee as their assigned account. It is commonly a
collaborative or group email account.
6.0 Revision History
Description
Update Draft – A.Edwards with edits by R.Jenkins – 02/20/2015
Approval Date
Policy Committee – 1st Review
Policy Committee – 2nd Review
Approved by CIO
March 5, 2015
March 19, 2015
March 24, 2015
EMU IT Procedure 4.8.P.1 EMU Non-Person Email Accounts
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