Policy for Generic Mailboxes on Newark Campus Exchange

The Ohio State University Newark and Central Ohio Technical College Information and Technology Services work to meet the needs of the campus for email access. The following policy applies to the creation and assignment of email boxes/addresses that list an organization or group rather than a specific user account. All groups requesting an email address must adhere to the following policies:

• The group will make a formal request by calling the Help Desk at 740-366-9244 and requesting that an email box be established. When making the request, the group must provide the following information:
  • The specific name of the mailbox that the group desires, i.e. groupname@cotc.edu, or groupname@newark.osu.edu, etc.
  • The specific campus account(s) that will have rights to the username and password for the email account. Name, address, phone and campus username of each person that wants the rights to check the mailbox will be given to the Help Desk when the request is made.
  • The email box will be created by ITS within 5 business days and the users listed on the request will be notified that their campus username and password now gives them access to the new account.
  • If the group email box is not checked within any 30 day period, the ITS department will close the account and notify the users.
  • The specific campus accounts (persons) that have rights to access the mailbox are responsible for maintaining the mailbox appropriately by removing spam emails and keeping the number of emails on the account within campus requirements.
  • If the group email box is no longer needed, the user accounts will call the Help Desk and request that the account be closed. The ITS department will close the account within 5 business days of the request.

For security purposes, all campus user accounts (persons) that have access to the email box must NOT share access information with anyone other than an authorized user. Only Newark Campus employees with Exchange usernames and passwords are permitted to use the group account.

The ITS department reserves the right to monitor the use of the mailbox and contents and close the account for security purposes when necessary. The ITS department will notify the campus user accounts in this event.