Individual Policy Actions
ITPB – December 14, 2004
Action Needed
Policy proposal or question
Issues
2. ITPB approval/
CITI input
(a) All faculty and staff (“knowledge workers”) who
currently have an email address will have that email
address entered into an internal directory.
(a) Often people do not list their email address in the
Campus Directory even if they have one because they
are afraid of receiving more spam – problematic as
the campus strives towards enabling greater
electronic business.
To avoid this, an internal database separate from the
Campus Directory (web-based UCLA-only or public)
will be created.
(a) Approve policy
proposal.
(b) Charge the
DACCS/ASAP group
to fully understand
the risks associated
with external (nonUCLA) email
accounts and report
back to the ITPB.
3. Chancellor’s Office
approval/ITPB
input/CITI
information
(b) Require a UCLA email address, with exemptions
permitted for special cases.
Note: The internal database will be used only for internal
business such as payroll or human resources and will not
be accessible for lookup through the web.
Note: Ultimately it is intended that all staff become
“knowledge workers” and thus will have a (UCLA) email
address.
The Office of ____ has stewardship and decision
authority over appropriate use of student directory data,
taking into account all relevant laws, policies and campus
business needs.
(b) Currently, faculty and staff who have email have a
BOL @ucla.ucla address, a departmental
@dept.ucla.edu address or an external address such
as @yahoo.com. External addresses are problematic
because of lack of control over reliability, auditing,
spam filtering and record keeping.
There are conflicting assertions over appropriate use of
student directory data “owned” by different campus
units. For example, is the Law School required to share
its student directory data with External Affairs–
Development? What role does FERPA (and its UCLA
overseer, the Office of the Registrar) play in such
decisions?
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Action Needed
Policy proposal
Issues
4. Data Council
approval/ITPB
input/CITI input
Individual faculty and staff should be enabled to update
and control publishing of their own Campus Directory
fields via the web:
Web-based self-service applications are becoming
common. However, it is felt that by having departmental
administrators retain control over the internal update
and what gets published in the online Campus Directory,
there will be greater accuracy and accountability.
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5.
Administration
approval/ITPB
input/CITI input
Email address
Campus office location
Mail Code
Department Name
Campus phone number
Working title
Fax number
URL
All [faculty, emeriti faculty, spouse of deceased emeriti
faculty] can have a persistent email address (email
account/storage or forwarding).
All [emeriti staff, spouse of deceased emeriti staff] can
have a persistent email address (email forwarding).
All [retired staff] can have a persistent email address
(email forwarding).
In the longer term, as the campus moves more and more
to enable electronic business, some of these Directory
fields may become crucial to other applications. Thought
toward disaggregation of these fields, and new stewards
for individual fields, is recommended.
Currently, some faculty and staff have been able to retain
a UCLA email account either temporarily or permanently
following separation from the University. For example,
retired faculty, emeriti faculty, spouse of deceased
emeriti faculty or staff emeriti. However, this is often a
local decision only.
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Should there be a campuswide policy?
Should it be consistent with student persistent email
addresses, which provide email forwarding only?
6. Controller’s Office
approval/ITPB
information/CITI
information
The CTS Directory Updater cannot be a transaction
preparer for another system that depends on email postaudit notification (e.g., Payroll or PAC or TOF).
In smaller units where the Directory Updater and payroll
preparer are the same person, it would be possible for
that individual to temporarily change the email address
of his/her reviewer in order to alter his/her own payroll
information without appropriate review.
7.
(A conceptually simpler approach to common logon IDs
and email account names is being implemented.)
There are two “cons”. First, some older operating systems
(notably Sun Solaris 7.x systems) will be unable to handle
logon IDs longer than 8 characters should they wish to
replicate their accounts from the UCLA logon ID. TBD at
CSG.
ITPB information
/CITI information
Students, faculty and staff will select a single identifier
that will act as both logon ID and email address (left of
@): in other words, the identifier will be used both to log
on to various systems (e.g., Bruin OnLine, URSA,
myUCLA, ISIS, campus VPN server, computing lab
network ports) as well as be that individual’s email
address @ucla.edu.
Second, now that the logon ID is the same as the
persistent email address, over time longer and longer
identifiers will have to be chosen to obtain a meaningful
identifier. (For example, Christopher.Foote@ucla.edu
may be fine as an email address, but having to type
Christopher.Foote every time you log in may be
cumbersome.)
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