Outsourced collaborative communication: Google or Windows Live
Pre-planning Group, April 22, 2008
Stan Johnson, Jan Orvik, Renetta Johnson, Doris Bornhoeft, Dorette Kerian, Jeremy
Lunde, Rick Van Eck, Kenton Pauls
Considerations, requirements, recommendations.
Consideration
Requirement/Recommendation
1 Populate email address in
Requirement: Must go into Peoplesoft
PeopleSoft
2 Mass e-mail capability
Requirement: Ability to identify students and
assemble groups for ‘mass mail’
3 Develop academic class
Given 1, listserv/distribution list could be built
based e-mail lists
through class list report
4 Mailto links
Implementation request: Consider outsourced
e-mail address for students from web link,
communicate to departments, etc. who have
web sites and include links to student e-mail
addresses.
5 Who gets to use?
Recommend: undergraduate and graduate
Undergrad/grad/other
would have official student e-mail on selected
When (target dates)?
collaborative communication system.
Additional ‘umail’ or other account could be
provided for ‘privacy’ purposes for GTA,
GSA, GRA, and other.
Target date: January 2009 open to all graduate
and undergraduate—not required? Retain
official ‘umail’ until end of spring semester or
beginning of fall depending on student
acceptance, high percentage activated
6 When is e-mail gone gone? Requirement: Must meet campus retention
policies
7 Calendar included?
Required to implement
8 Is this official UND e-mail? Required yes-transition
9 Auto forward/auto respond Technical question as to what’s possible to
from old address (und.edu) accomplish. Length recommendation 3
—how long?
months.
10 Recycle e-mail addresses:
Recommend, no.
if? When?
11 Alumni use, how handled
Transition for Alumni—work with Alumni.
Current alumni ability to get edu accounts.
12 Student withdrawal, how
Technical question as to identifying and new
handled
system practices
13 Addressbook:
Recommend implementation
export/import individual
directory as changing e-
mail systems.
Include these e-mail
addresses in enterprise
directory
Ability to search from this
e-mail to enterprise
directory
14 Do policies/terms of
agreement for e-mail apply
to other services (docs, etc.)
15 Online training needed
16 Student org/departmental email addresses
17
18
19
20
Privacy of e-mail
New e-mail domain format
Use of aliases allowed
Longevity of account after
graduation, leaving school
21 Length of time storing
und.edu mail
22 Student email address on
listservs
23 Student private
information/discussions
should not occur over email
Do UND policies (ex. Computer policies/email
policies) apply to e-mail and other
communications (chat, etc)? Investigate other
student life interpretation. Refer to general
counsel.
Recommend getting started training.
Suggest retaining department in umail or other
existing where faculty and staff are included.
Student orgs may move to collaborative
communication. Needs further investigation
for new system capability.
Required in RFI eval process
Fn.ln@student.und.edu; fn.ln@go.und.edu;
Recommend no, with possible exception
1-how long will vendor keep store?
Recommend up to 1 year unless transitioned to
alumni or to another e-mail.
Recommend up to 1 year but needs technical
review.
Listservs will remain, changing e-mail
addresses must be addressed as part of
implementation
Faculty and staff information/education on
what can/can’t be send via e-mail
Rollout issues:
 Identify departments who use e-mail address to know what has to shift.
 Communicate changes early
 Prepare documents for new users