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TTUHSC IT Policies

4. INSTITUTIONAL EMAIL AND COMPUTER NAMING CONVENTION STANDARDS

All Institutional email services will be delivered using the Microsoft Exchange platform. The email client is Microsoft Outlook or the web-based Outlook Access. Information Technology will forward non-standard legacy emails to the respective Exchange mailboxes until April 30, 2003. Request to extend the forwarding must be submitted in writing to the CIO. School and/or Department Administrators are primarily responsible for setting up network services, including requesting an email account and USER ID, for all new students, faculty, and staff of the TTUHSC. This can be completed online at https://www.ttuhsc.edu/IT/HelpDesk/Forms/userid.asp.

Email Naming Convention

The approved email-addressing format uses the firstname.last/surname@ttuhsc.edu naming convention (e.g. john.doe@ttuhsc.edu). This will be the official TTUHSC email address format for all students, faculty, and staff. For further information, see the Department of Information Resources' Standards Review and Recommendation Publication 10.

The naming convention for people who share the same name is slightly different. If a name already exists in the email database, a variation will be used, such as firstname.middleinitial.last/surname@ttuhsc.edu format (e.g., john.s.doe@ttuhsc.edu). The CIO or their designee is the central authority for username and email address assignments for all campuses. Any disputes over usernames and/or email addresses should be referred to the CIO or their designee for resolution. Users wanting to verify their email address can go to the Online Email Directory or call the following numbers:

To ensure Institution business is not disrupted, all business cards, stationery, and any other correspondence material must reflect the new email address format, including contact information on web sites. All students, faculty, and staff should only use their official TTUHSC email address to facilitate the dissemination of information as well as promote and sustain the lines of communication.

Because email addresses are printed on official stationery, business cards, or any other correspondence material, all print jobs and/or official publications must follow the Publication Guidelines as established by the Office of News and Publications. Refer to HSC OP 67.01 (Publication Guidelines) for detailed guidelines on printing standards.

Implementation and Compliance Procedure

All TTUHSC students, faculty, and staff will be issued an official TTUHSC email account with the firstname.last/surname@ttuhsc.edu naming convention format. This email address will be the only email address used for all official communications between the Institution and students, faculty, and staff.

Beginning May 1, 2003 all forwards and/or redirects from TTUHSC email accounts will be discontinued. Students, faculty, and staff will only use their official TTUHSC email accounts for all official correspondence.

Students, faculty, and staff who presently have their emails forwarded and/or redirected to another account or to a personal account will have to remove the forward and/or redirect from their TTUHSC email accounts prior to or by May 1, 2003. Users needing help removing the forwards and/or redirects should contact Information Technology Help Desk at their respective campuses.

Email Confidentiality Clause

In order to preserve the confidentiality of privileged and/or sensitive information, email correspondences should not contain patient records, Social Security numbers, student information, or any personal and/or confidential information. Correspondences containing vital Institutional information shall include the following disclaimer at the end of the email:

Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is strictly prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message.

Alumni and Retiree Email Accounts

Official TTUHSC email accounts are only issued to current TTUHSC students, faculty, and staff. To aid in their transition, graduating students and retiring faculty and staff will be allowed to continue using their TTUHSC email accounts for up to 6 months after their departure from the Institution. After which, their email accounts will be deleted.

All retiree accounts issued prior to June 1, 2003 will be grandfathered under this policy. However, no permanent retiree accounts will be issued after June 1, 2003. Students, faculty, and staff (other than graduates and/or retirees) who leave the Institution in good standing can request their emails be forwarded to a personal account for a maximum of 6 months. This request should be submitted to the Information Technology Division at their respective campuses.

Graduating students and retiring faculty and staff who would like continued email services are strongly encouraged to register themselves on the Texas Tech Alumni Association web site in order to sign up for the free email service through the Alumni Association. Users needing help registering on the site should call the Alumni Association at (806) 742-3641 or email support@techsan.org.

Computer Naming Convention

To facilitate the easy identification of computers on the network, all TTUHSC computers will be named using the following convention:

For example, a computer in the Lubbock I.T. Department in Room BB195 would be named LBIT-BB195-1. A second computer in the same location would be LBIT-BB195-2. TTUHSC Inventory ID's and the computer service tag numbers should be entered in the computer description field.

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