Email Alias Standard

Table of Contents 

1. Purpose and Background   
2. Standards   
a) Prohibited Use   
1. User impersonation and false identity   
2. Disallowed names   
3. Right to reclaim email aliases   
3. Definitions   
4. Related Links   
5. Exceptions

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1. Purpose and Background

To protect the integrity and availability of University information technology (IT) resources, the University establishes in the IRM-002 Acceptable Use of the University’s Information Technology Resources policy that:

"All users of University information technology (IT) resources are required to use them in an ethical, professional, and legal manner. This policy applies to all users of the University’s information technology resources, regardless of location or affiliation.”

This policy (IRM-002) and its associated standards and procedures apply to the Academic Division of the University, the Medical Center, the College at Wise, and University-Associated Organizations unless otherwise stated.

This standard outlines restricted uses of aliases and other constraints.

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2. Standards

 

PROHIBITED USE

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User impersonation and false identity 

Users must not employ a false or misleading identifier or impersonate others, including through the use of aliases. Users may not use an alias to misrepresent their identity, University function, title, or affiliations (e.g., misrepresenting oneself as another user or as having another’s authority). Any such aliases may be removed without notice and appropriate disciplinary action may be taken.

Disallowed names 

Aliases that are reasonably considered to be obscene, defamatory, threatening, or harassing, may be removed without notice. Aliases containing names of offices and/or departments, or abbreviations of same, are prohibited except with the written permission of the head of that office/department. Aliases containing titles, or abbreviations of titles (president, secretary, prez, MathClubPrez, HistorySecretary, DeanOfStudents, etc.) are prohibited except with the written permission of the senior officer of an organization being referenced in the alias. The use of a shared mailbox is highly recommended for this purpose because a shared mailbox alias is transferrable to another individual when the incumbent leaves the University.

Requests to use such an alias that requires written approval must use the University Information Security’s exception request process.

Right to reclaim email aliases 

The University of Virginia reserves the right to cancel or reclaim aliases at any time.

Email aliases are not re-used or transferred to another individual. If someone wishes to use an email alias already assigned, then they must use the University Information Security’s exception request process.

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3. Definitions

See the list of definitions for the Acceptable Use, Data Protection, Information Security, and Privacy & Confidentiality policies.

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4. Related Links

Acceptable Use of the University’s Information Technology Resources (IRM-002)

UVA Email Address Management System (AMS): Information Technology Services (ITS) permits self-service management of email aliases. Email aliases are created by the user on a first-come, first-served basis. The ITS AMS is used to establish email aliases and control where email addressed to those aliases is delivered.

Email Address & Email Alias FAQs: Additional information about the number and type of email aliases permitted and whether they are kept after you leave UVA.

Manage Email Alias & Forwarding in the AMS: Create an alias or primary address and associate it with a UVA deliverable address.

Email Forwarding Guidance & Conditions: Forwarding UVA email to a personal email address is discouraged. Instead, users who wish to read their messages at a different address should designate a UVA "deliverable" address within the AMS.

Email Alias System Lockouts: Understand AMS lockouts and what action you need to take.

 

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5. Exceptions

If you cannot meet this standard’s requirements, you must use the exceptions process.

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Approved by: Chief Information Officer

Date approved: 3/6/23


Source URL: https://security.virginia.edu/email-alias-standard