Vanity Email/Shared Mailbox Account Request

Introduction

In certain situations, a shared vanity email account may be needed to provide service and support to the college community.  CCBC departments are able to request a shared vanity email account that can be used to engage and interact with students, employees, and community members.  Examples of some of the vanity email accounts that are used include CCBCRegistrar, Helpdesk, ask.an.advisor, and virtualtutor. 

Available to

Faculty and Staff

Procedure

While completing the form, the department will need to provide:

• An owner of the account who will manage account access
• A list of employees who will need access to the account
• justification for the need of a vanity account.

Once the form is submitted, the Director/Dean, Vice President over the department, ITS Information Assurance, Marketing and Communication, and the CIO will need to review and provide approval prior to the account being created. 

Notice of Annual Audit for Continued Use of Vanity Emails: All vanity emails will be audited annually to verify the need for continued use. The identified Account Owner above will be contacted during this annual process. It is the responsibility of the Account Owner to notify ITS if someone else will be taking over as Account Owner. By submitting this request, you are acknowledging that you have been made aware of the annual audit and the Account Owners responsibility for notifying ITS of changes.

To start completing the form, select the Request Account button.

Requirements

All vanity accounts/shared emails must meet the following requirements to be approved:

1. Avoid uncommon acronyms and abbreviations that are not widely known.
   • Example: CCBC specific department abbreviations
2. Use short common abbreviations if needed to reduce the length of a name without loss of meaning.
   • Example: SRV or DEPT to reduce length of name.
3. Name should differentiate between operational and instructional departments.
   • Example: Information Technology as an academic department and Information Technology as a service department. Information Technology Services is used to differentiate the service department from the academic department.
4. Names must be 20 characters or less preferably as short as possible while still maintaining meaning.
5. Avoid using superfluous words like program or department if not needed
6. Avoid use of dates that limit the life of an account.
   • Example: PDC-2020
7. Hyphens should be used rather than underscores.
8. Avoid use of campus names.
   • Example: DUN, CAT, ES