Campus Address Scenarios

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1 Campus Address Scenarios There has been a considerable discussion of late surrounding issue of mass distribution of s to campus faculty, staff and students. Questions arising include: Only one third of the staff and faculty have registered their addresses in the CTS campus directory. Only a subset of students have provided their addresses to the Student Records System. How can we reach more of the campus community by ? How can we better ensure the reliable delivery of official ? Should an official UCLA centrally provided account be automatically issued to every student, faculty and staff member as has been done at other universities? How can faculty reach former students after they have graduated? How can former students reach their former classmates? Should student addresses persist after graduation? How can a UCLA address be provided to alumni who wish to continue their association with UCLA? This document describes the current scenario relating to these questions and offers two alternatives for consideration. Campus Address Scenarios - Page 1 of 9

2 Students Students Students Students Students acquire accounts with Hotmail, AOL or others services while still in High School. Same as Current Same as Current Same as Current When applying for admission to UCLA, students provide their current address on the application form. It is entered into the Student Records System along with their mailing address and other pertinent information. A unique identifier (UID) is assigned to the applicant, along with a PIN (password) these are mailed to the applicant so that he/she can access URSA and check on Financial Aid applications, etc. The UID/PIN is also used to access my.ucla. Same as Current Same as Current Same as Current [current = actual account ] Following notice of admission, the applicant files a Statement of Intent to Register (SIR). It is at this point that he/she becomes eligible for a Bruin OnLine account. Following notice of admission, the applicant files a Statement of Intent to Register (SIR). At this point a Bruin OnLine account is assigned to him/her of the form uid@ucla.edu where uid is his/her UID. A password is assigned. The student is notified that an account has been assigned by U.S. mail. This address replaces the address originally provided by the student in SRS. Following notice of admission, the applicant files a Statement of Intent to Register (SIR). At this point a Bruin OnLine account is assigned to him/her of the form uid@ucla.edu where uid is his/her UID. A password is assigned. The student is notified that an account has been assigned by U.S. mail. This address is placed in SRS if no address has previously been supplied. Same as Current Campus Address Scenarios - Page 2 of 9

3 Students sign up for BOL accounts through a self-service online interface, either on their own, or during the summer orientation prior to registration. (They are encouraged to sign up for an account during orientation.) Students may choose the address they are to have at this time. BOL accounts are used for , forwarding, Internet dial-up, and authentication to web services and student labs. At any time, students may change the address of record in the Student Records System using URSA. They may also set up their Bruin OnLine account to automatically forward all sent there to their non-ucla account (if they have one.) Upon graduation, students have the option to sign up with the Alumni Association for an forwarding service. received at this alumni address is automatically forwarded to the former student s new non-ucla account. The alumni address is not the same as the Bruin OnLine address the person had when a student. Students may subsequently choose an alias for their BOL account using a self-service web application. They may also permanently forward their BOL account to their real address, if they have one. Students may change the address of record in the Student Records System using URSA, however all official will be addressed to their BOL account by UID. Upon graduation, students have the option to sign up with the Alumni Association for an forwarding service. received at this alumni address is automatically forwarded to the former student s new non-ucla account. The alumni address is the same as the Bruin OnLine address the person had when a student. Students may change the address of record in the Student Records System using URSA. All official is directed to the address in SRS. Students may subsequently choose a UCLA address of the form xxx.yyy@ucla.edu. This address is stored in the enterprise directory and must be unique for all former and current students. All received at this address will be forwarded to their actual address as recorded above. Students may sign up for a BOL account if they don t otherwise have an account. If they do, this becomes their Actual Account. Students may change the actual account in the Student Records System using URSA. If no Actual Account is provided within a given timeframe, a BOL account will be automatically created for the student. All official is directed to UCLA Address and forwarded automatically to their Actual Address. Upon graduation students continue to have access to URSA to change their Actual Account to a post-graduation account, whether that is a non- UCLA account or one provided by the Alumni Association. sent to their UCLA Address continues to be forwarded to their Actual Account in the directory. Campus Address Scenarios - Page 3 of 9

4 bold face Bruin OnLine accounts of former students are purged after a several month grace period upon graduation. The student may continue to access URSA and my.ucla with his/her UID/PIN indefinitely. Same as Current Same as Current Same as Current Faculty and Staff Faculty and Staff Faculty and Staff Faculty and Staff When a new faculty or staff member is hired, their information is entered into the Payroll (PPS) system. At that time they are issued a UID. (If they were/are a student also, they are assigned the same UID they have as a student.) PPS does not collect addresses but does collect home address. Same as Current Same as Current Same as Current The new employee is eligible for a Bruin OnLine account on the day following entry into the Payroll system. He/she may apply for a BOL account using a selfservice online registration system. He/she may choose the address and password. BOL accounts are used for , forwarding, Internet dial-up, and authentication to web services and student labs. On the day following entry into the Payroll system the employee is assigned a BOL account of the form uid@ucla.edu. He/she is informed of the new account by campus mail. He/she may assign an alias and/or may forward all mail to a departmental account. The BOL address is entered into the CTS Directory application for that person. On the day following entry into the Payroll system the employee is assigned a BOL account of the form uid@ucla.edu. He/she is informed of the new account by campus mail. He/she may assign an alias and/or may forward all mail to a departmental account. The BOL address will be entered into the CTS Directory application if no address has previously been entered there. Same as current scenario. Campus Address Scenarios - Page 4 of 9

5 Once hired, most departments issue their employees a local account. Same as Current Same as Current Same as Current Scenario At any time, a designated departmental representative may enter information about an employee in the CTS Campus Directory application. An address is one of the fields that may be supplied. Almost all persons entered in this application are listed in published printed and online directories. Employees may not update their information in the Campus Directory themselves. At any time, a designated departmental representative may enter information about an employee in the CTS Campus Directory application. An address is one of the fields that may be supplied. Almost all persons entered in this application are listed in published printed and online directories. Employees may not update their information in the Campus Directory themselves. All official campus will be directed to the employee s BOL account by UID. At any time, a designated departmental representative may enter information about an employee in the CTS Campus Directory application. An address is one of the fields that may be supplied. Almost all persons entered in this application are listed in published printed and online directories. Employees may not update their information in the Campus Directory themselves. All official campus will be directed to the address recorded in the CTS Campus Directory. Same as Current Scenario, except that the employee will be asked to select a unique UCLA address of the form xxx@ucla.edu. All sent to this address will be forwarded to the Actual Account recorded in the directory. If no Actual Account is provided within a given grace period, a BOL account will be automatically created and stored in the field and the employee will be notified by campus mail. If not Published Address is provided, the UCLA Address is used. Upon the expiration of a several months grace period, Bruin OnLine accounts of separated employees are removed from the system. Emeritis faculty retain their accounts indefinitely. Same as Current Same as Current Same as Current It would be possible to provide retirees access to a web application to maintain their Actual Account in the directory indefinitely, allowing for the continued forwarding of from the UCLA Address. (Note that this would not be useful if a departmental address had been used as the Published Address during the employee s tenure.) Campus Address Scenarios - Page 5 of 9

6 Comments Comments Comments Comments Because entry of addresses into SRS and the CTS Directory is optional, only a small subset of students, faculty and staff provide them. This is exacerbated on the staff side by the fact that it is not easy to provide an address for UCLA business without also making it publicly available in various published directories. All faculty, staff and students would have an account even if they were not otherwise able to acquire one. There is no requirement for students or employees to have and use an account for university business. Students could keep their address after they graduate. Since many students, faculty and staff prefer to use alternate accounts, they will have to forward their BOL accounts in order to receive official communications. Unless this is mandated and there is important information transmitted (e.g. grades, financial aid application approvals, etc.) it may be hard to enforce these forwards be kept up-to-date. Unless providing an address and keeping it up-to-date in SRS or the CTS Directory is mandated and there is important information transmitted (e.g. grades, financial aid application approvals, etc.) it may be hard to enforce this data be kept up-to-date. Campus Address Scenarios - Page 6 of 9

7 face: changes from the Assigned UCLA It may be perceived as more difficult to set up forwarding than simply to update one s personal information in a directory application. This may lead to less compliance. Because of the additional layer that Bruin OnLine represents as an intermediary for transmission, performance may become an issue as all would have to go through BOL on its way to the final destination. It may also be more difficult to trace bounced s to bad forwarded addresses since s are not retained in BOL once forwarded. Forcing use of an assigned account on staff and faculty may be considered odious by many departments that provide local services. It may be seen as an attempt to centralize . Likewise, students who already have a non-ucla address may resent being forced to use a UCLA account when all their friends use the original address. Updates to actual addresses would be made in the same applications as are changes to address, telephone, name, etc. thereby making it easier to maintain forwarding information. No special application would be required for postgraduation forwarding. Forwarded could be scanned for viruses and span. Staff could be permitted to set any value in the Published Address field, thereby retaining their departmental identity. Graduate schools who want to maintain their own persistent addresses could replace the UCLA Address using a batch interface. Campus Address Scenarios - Page 7 of 9

8 It will not be easy to learn the true address of an individual should that be desirable since the BOL forwarding system becomes the book of record for all actual addresses. Individuals wishing to communicate directly with someone will have to them via BOL to learn their true address. face: changes from the Assigned UCLA Some employees would be assigned accounts and would accumulate even though they did not have access to a computer and did not know how to use one (e.g. groundskeepers, cafeteria workers, etc.) [Could be mitigated by selective automatic creation of accounts by pay title and/or computer kiosks and training programs.] Same as Assigned UCLA Account Same as Assigned UCLA Account Campus Address Scenarios - Page 8 of 9

9 Forwarding official s through a centralized system could impose constraints on the recipient population or the s themselves. For example, s would be restricted only to those who are eligible for the central service. E.g. unless applicants were given a Bruin OnLine account they would not be addressable. Also, limits on the size of file attachments for BOL might be smaller than those of the target system to which an was forwarded. Campus Address Scenarios - Page 9 of 9

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