Individual Policy Actions

ITPB – December 14, 2004

Action Needed / Policy proposal or question / Issues
  1. ITPB approval/ CITI input
(a)Approve policy proposal.
(b)Charge the DACCS/ASAP group to fully understand the risks associated with external (non-UCLA) email accounts and report back to the ITPB. / (a)All faculty and staff (“knowledge workers”) who currently have an email address will have that email address entered into an internal directory.
(b)Require a UCLA email address, with exemptions permitted for special cases.
Note: The internal database will be used only for internal business such as payroll or human resources and will not be accessible for lookup through the web.
Note: Ultimately it is intended that all staff become “knowledge workers” and thus will have a (UCLA) email address. / (a)Often people do not list their email address in the Campus Directory even if they have one because they are afraid of receiving more spam – problematic as the campus strives towards enabling greater electronic business.
To avoid this, an internal database separate from the Campus Directory (web-based UCLA-only or public) will be created.
(b)Currently, faculty and staff who have email have a BOL @ucla.ucla address, a departmental @dept.ucla.edu address or an external address such as @yahoo.com. External addresses are problematic because of lack of control over reliability, auditing, spam filtering and record keeping.
  1. Chancellor’s Office approval/ITPB input/CITI information
/ The Office of ____ has stewardship and decision authority over appropriate use of student directory data, taking into account all relevant laws, policies and campus business needs. / There are conflicting assertions over appropriate use of student directory data “owned” by different campus units. For example, is the LawSchool required to share its student directory data with External Affairs–Development? What role does FERPA (and its UCLA overseer, the Office of the Registrar) play in such decisions?
Action Needed / Policy proposal / Issues
  1. Data Council approval/ITPB input/CITI input
/ Individual faculty and staff should be enabled to update and control publishing of their own Campus Directory fields via the web:
  • Email address
  • Campus office location
  • Mail Code
  • Department Name
  • Campus phone number
  • Working title
  • Fax number
  • URL
/ Web-based self-service applications are becoming common. However, it is felt that by having departmental administrators retain control over the internal update and what gets published in the online Campus Directory, there will be greater accuracy and accountability.
In the longer term, as the campus moves more and more to enable electronic business, some of these Directory fields may become crucial to other applications. Thought toward disaggregation of these fields, and new stewards for individual fields, is recommended.
  1. Administration approval/ITPB input/CITI input
/ All [faculty, emeriti faculty, spouse of deceased emeriti faculty] can have a persistent email address (email account/storage or forwarding).
All [emeriti staff, spouse of deceased emeriti staff] can have a persistent email address (email forwarding).
All [retired staff] can have a persistent email address (email forwarding). / Currently, some faculty and staff have been able to retain a UCLA email account either temporarily or permanently following separation from the University. For example, retired faculty, emeriti faculty, spouse of deceased emeriti faculty or staff emeriti. However, this is often a local decision only.
  • Should there be a campuswide policy?
  • Should it be consistent with student persistent email addresses, which provide email forwarding only?

  1. Controller’s Office approval/ITPB information/CITI information
/ The CTS Directory Updater cannot be a transaction preparer for another system that depends on email post-audit notification (e.g., Payroll or PAC or TOF). / In smaller units where the Directory Updater and payroll preparer are the same person, it would be possible for that individual to temporarily change the email address of his/her reviewer in order to alter his/her own payroll information without appropriate review.
  1. ITPB information /CITI information
/ (A conceptually simpler approach to common logon IDs and email account names is being implemented.)
Students, faculty and staff will select a single identifier that will act as both logon ID and email address (left of @): in other words, the identifier will be used both to log on to various systems (e.g., Bruin OnLine, URSA, myUCLA, ISIS, campus VPN server, computing lab network ports) as well as be that individual’s email address @ucla.edu. / There are two “cons”. First, some older operating systems (notably Sun Solaris 7.x systems) will be unable to handle logon IDs longer than 8 characters should they wish to replicate their accounts from the UCLA logon ID. TBDat CSG.
Second, now that the logon ID is the same as the persistent email address, over time longer and longer identifiers will have to be chosen to obtain a meaningful identifier. (For example, may be fine as an email address, but having to type Christopher.Foote every time you log in may be cumbersome.)

Page 1 of 2