First.Last Email Alias Policy for UH Faculty and Staff

as of September 24, 2004

Overview

• The First.Last email alias is an alternate email address based on a person's name, in the form of firstname.lastname@hawaii.edu. It provides for the professional presentation of your email address on business cards and publications.

• This is an opt-in service for UH faculty and staff.

• First.Last email aliases are available on a first come, first served basis.

• First.Last email aliases will appear in the online UH Directory.

• Do not use your First.Last email alias in place of your UH Username, when accessing UH services that require your login and password.

Specifications of a First.Last Email Alias

• The following First.Last formats are supported, but keep in mind that shorter addresses are easier to copy from a business card:
  • first.last
  • first.m.last
  • first.middle.last
  • first.last.generation
  • first.m.last.generation
  • first.middle.last.generation
  • middle.last
  • middle.last.generation

• The allowed set of characters for your First.Last email alias is 'a' through 'z', '-' (dash), and '.' (period). Spaces in the first, middle, last, and/or generation names will be replaced with periods ('.').

• First.Last email aliases are not case sensitive.
  For example, email messages sent to "First.Last@hawaii.edu" and "first.last@hawaii.edu" will both reach the same person.

• The "Last" portion of your First.Last email alias must be your legal last (family) name.

• Offensive terms may not be used in your First.Last email alias.

• Titles and salutations may not be used in your First.Last email alias.

Guidelines for Creating a First.Last Email Alias

• At this time, this feature is available only for those with MyUH Portal access, who have the role of faculty or staff. You will be allowed to keep your First.Last email alias as long as you remain a part of UH (for example, you cease to be faculty or staff, but continue at UH as a student).

• You may have only one First.Last email alias. Once you have selected a First.Last email alias, you will not be allowed to change it except under extenuating circumstances (for example, a legal name change).

• If your legal name changes, you may request a new First.Last email alias based on your new legal name. When your new First.Last email alias goes into effect, your old one will no longer work. Any email sent to the old First.Last email alias will bounce. Your old First.Last email alias will not be available for someone else to use for 180 days (approximately 6 months).

• You may wish to request a special First.Last email alias that is not based on your legal name. For example, Mike Smith's legal first name is Michael, but no one knows him by that name; everyone knows him as Mike. He may request mike.smith@hawaii.edu as his First.Last email alias rather than michael.smith@hawaii.edu.

Lifecycle of a First.Last Email Alias

The lifecycle of a First.Last email alias is nearly identical to the lifecycle of a UH email account. [The lifecycle of a UH email account is not to be confused with the lifecycle of a UH Username. A UH email account may cease to exist (mail sent to the email account will bounce back to the sender) but the corresponding UH Username will not be recycled and will continue to be owned by the person, forever. At any time, the person can come back to UH and get back the email account corresponding to his/her permanently assigned UH Username.] Once your email account is disabled, your First.Last email alias is also disabled. Your First.Last email alias will not be available for anyone else to use for 180 days (approximately 6 months). After 180 days, your First.Last email alias will be returned to the pool of available First.Last email aliases. If you delete or change your First.Last email alias, your deleted or previous First.Last email alias will not be available for anyone else to use for 180 days (approximately 6 months). After 180 days, your First.Last email alias will be returned to the pool of available First.Last email aliases.

Requesting, Changing, and Deleting Your First.Last Email Alias

If you currently have no First.Last email alias, you may set yours up as follows:

1. Log into the MyUH Portal website.

2. Click on the My Account tab. Scroll down and look for the section called "Your first.last email alias".

3. Click on Request Now. Select one of the choices, and click on Save. Please make your choice carefully. Changes will not be allowed except under extenuating circumstances.

4. You will receive an email informing you that you have selected a new First.Last email alias.

5. Your selected First.Last email alias will take effect (email can be sent to you using your selected First.Last email alias) in approximately 15 minutes.

If you wish to change, delete, or request a special First.Last email alias:

1. Log into the MyUH Portal website.

2. Click on the My Account tab. Scroll down and look for the section called "Your first.last email alias".

3. Click on Change Now.

4. Fill out the form as appropriate and click Submit.

5. You will be notified about the status of your request via email.

Items of Note

• The UH Web Mail will not display your First.Last email alias as your return address.

• You should not use a First.Last email alias when filling in an email address for a listserv or listproc subscription. If your First.Last email alias should change, you will no longer be able to receive email from the list, nor will you be able to unsubscribe the old address from the list.

• When someone sends you an email using your First.Last email alias, the To: line on the message you receive will not display your First.Last email alias; it will show your regular username@hawaii.edu email address.