Alumni Email Account Management Policy

1.0 Purpose
2.0 Scope
3.0 Policy
3.1 Issuing Alumni.brown.edu Accounts
3.1.1 Issuing Accounts to Members of the Class of 2011 and Later
3.1.2 Issuing Accounts to Members of the Class of 2010 and Earlier
3.2 Account Creation Steps
3.2.1 Account Creation for the Class of 2011 and Later
3.2.2 Account Creation for the Class of 2010 and Earlier
3.3 Account Management and Support
4.0 Related Policies and Links

1.0 Purpose

The purpose of this policy is to establish a standard for the administration of alumni email accounts. This policy establishes standards for issuing accounts, creating password values, and managing accounts.

2.0 Scope

This policy is applicable to all Brown alumni. For the purposes of alumni email services, this includes undergraduate, graduate, medical, and medical resident alumni as well as graduates of the joint Brown/IE MBA program.

3.0 Policy

Account Administration Standards

Accounts that access electronic computing and information resources require prudent oversight. The following security precautions should be part of account management:

3.1 Issuing Alumni.Brown.edu Accounts

The Division of Advancement and Bio Med Advancement shall make decisions regarding eligibility for alumni accounts and services. In consultation with Advancement and Bio Med Advancement, CIS will define and implement rules for provisioning and deprovisioning these accounts and services.

3.1.1 Issuing Accounts to Members of the Class of 2011 and Later

CIS shall issue an account in the alumni.brown.edu domain. Every effort will be made to ensure that the left-hand portion of the @alumni.brown.edu account address remains the same as the individual's @brown.edu account. For individuals who do not continue at Brown in some other capacity, their @brown.edu account will only exist to forward mail and they will not have access to this account. Any email aliases connected to the @brown.edu account will be removed. The initial password associated with an individual’s @alumni.brown.edu account will be the same as that which was associated with their @brown.edu account. Access to Google core applications should remain the same but access to groups and documents may change depending on permissions.

3.1.2 Issuing Accounts to Members of the Class of 2010 and Earlier
  1. Accounts may be requested through the Brown Alumni Association website.

3.2 Account Creation Steps

3.2.1 Account Creation for the Class of 2011 and Later
  1. CIS will add an @alumni.brown.edu alias to the @brown.edu accounts of new graduates nine (9) days after Commencement. This will provide an opportunity to begin using and sharing the alumni email address before the student account is migrated.
  2. Depending on an individual’s relationship with Brown as of mid-September, CIS will provision the appropriate accounts and aliases on the last Wednesday of September as noted below:
    a. Medical Resident alumni with no other role at Brown
    i. Retain their existing @brown.edu account for 180 days after program completion.
    ii. Are issued a separate @alumni.brown.edu account
    b. Alumni with no other role at Brown
    i. CIS will migrate non-continuing new grads’ @brown.edu accounts to @alumni.brown.edu. After this happens:
      1. Any email sent to an individual’s @brown.edu account will be forwarded to their @alumni.brown.edu account in perpetuity.
      2. A vacation responder message informing senders of the intended recipient’s new @alumni.brown.edu address will be activated. This vacation responder will remain in place for a period of 6 months.
    c. New grads who continue at Brown as faculty, staff, medical interns or residents
      i. Retain their existing @brown.edu accounts ii. CIS will create separate alumni accounts for individuals in this group
    d. New grads who continue at Brown as graduate or medical students
       i. Retain their existing @brown.edu accounts
       ii. Retain their @alumni.brown.edu alias
  3. Alpert Medical School graduates will automatically receive an @med.brown.edu alias associated with their @alumni.brown.edu account.
  4. Alumni who retained an active Brown role and @brown.edu account at the time that their account would otherwise have been converted to @alumni.brown.edu accounts may request that CIS manually migrate the contents of their @brown.edu account to their @alumni.brown.edu account once they are no longer active faculty, staff or students. The right to request this service does not expire.
    a. In the case of staff, since an employee does not own the contents of their mailbox after the end of their employment at Brown, any requests must be reviewed and approved by the Chief Information Security Officer on a case-by-case basis.

3.2.2 Account Creation for the Class of 2010 and Earlier

After logging into the Brown Alumni Association web site and navigating to the Email Services page, alumni must accept all applicable terms of service. In most cases, the email address used as a student will be converted into an alumni email address. If the email address used while a student is now being used by someone else at Brown then a new address will have to be chosen in consultation with the Alumni Help Desk.

3.3 Account Management and Support

Alumni continuing at Brown as students, faculty or staff should contact their department IT Support person or the CIS Computing Accounts and Passwords Office. Additional information is available online. All other alumni should contact the Alumni Help Desk for assistance, including requests for any other aliases and for resetting passwords. To contact the help desk, email Alumni_Help@brown.edu or call 401-863-9662 between the hours of 10:00 AM and 4:00 PM Eastern time, Monday through Friday.

4.0 Related Policies and Procedures

Alumni Web Site Terms of Use
Brown's Terms of Service for Use of Google Apps for Education

Questions or comments to: alumni@brown.edu

Policy Approved: November 28, 2012