Positional email addresses
A positional email address can be created in situations where a personal or individual email address may not be suitable. Reasons can include :
- to ensure business continuity when positions are filled by new, or 'acting' staff,
- to enable more than one person to access email, eg. a team responding to enquiries, or an administrative assistant accessing their supervisor's email, or
- as a contact point not tied to any particular individual.
Sample positional email addresses:
- a person's role (eg: IT-Director@newcastle.edu.au)
an organisational unit (eg: IT-Infrastructure@newcastle.edu.au)
a particular service (eg: firstname.lastname@example.org)
A positional email address must align with the University’s naming standards (see below).
Using a positional email address
Positional email is generally set up as a GroupWise Proxy Account. This is an email account with its own address and its own inbox from which mail can be sent and received.
The person requesting the positional account will be designated the 'owner'. The owner will be provided with log in details and will then be able to give access to others (including themselves). These people can switch from their own GroupWise account to the positional account inbox and folders to view, send and receive email from it.
Information on using Proxy Access is available in the GroupWise FAQs .
Naming standards for positional email addresses
Requests for positional email addresses must comply with the following standards:
- Maximum of 64 characters before @
- Only alphabetic, numeric and hyphen (-) are valid characters
- All addresses to end in @newcastle.edu.au
- Format to be Department-purpose(e.g.ITServices-Payments@newcastle.edu.au not Payments-ITServices@newcastle.edu.au)
This is to avoid confusion among addresses with similar names or acronyms across the University.
If the purpose is University wide, email@example.com is acceptable.
If the address is a general address for a particular department, firstname.lastname@example.org is acceptable.
- Standard abbreviations to be used across the organisation for organisational units such as Faculties and Divisions.
- Standard abbreviations to be used across the organisation for position titles (e.g. PVC not ProVC)