Email setup

[Jeanne Eng]

This is not necessarily a technical question but I’m in the process of setting up Google Apps for two new high schools and was wondering what standard folks in 9-12 grade schools were using for email address.

Some questions I have are

-          Are you including the student names in the email address? 

-          If not the email address, is the student name attached externally to the email address at all? 

-          Are the teacher/administrator email addresses differentiated in any way? 

 

Thanks in advance,

Jeanne

 

Jeanne Eng

Technology Director

New Visions for Public Schools

320 West 13th Street NY NY 10014

646 486-8124 | je...@newvisions.org | www.newvisions.org

 

 

 

[Dee Lanier]

We use the standard format first.lastname for both students and staff.
This makes for a simplified way of setting up bulk upload as well as
ease of use with autocomplete.

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*Dee Lanier
Testing/Title I/Teacher
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[John Martin]

In our deployment, I used the current teacher convention of first initial, last name (jmartin) for staff but for students opted for a first name.last name.4 digit year of graduation (john.martin.2011) for our students so that I could differentiate between grade levels for org purposes. This was all before the better admin tools were rolled out for user sync. Student mails are internal only at this time though I'm working on trying to loosen up that restriction.

John Martin
Technology Architect
White Mountain Technology Services
whitemountaintech.net

603.254.6954

[Jack Hardcastle]

We have long used the convention of first initial-last name for faculty (e.g. jsmith@) and first, middle, lastname for students (e.g. abstudent@).  Our students 9-12 have had external e-mail since at least 1998.  We have far more name conflicts than I would like, and we will probably start using a new naming schema in the future.  Nowadays, with auto-complete and address books being synchronized, it shouldn't be hard to use a full name or a class year in the e-mail address.

All of our accounts, student and faculty are on the same domain (@mcdonogh.org).

Jack Hardcastle
Director of Technology
jwhard...@mcdonogh.org
(443) 579 - 5225

[Gloria Bond]

We use last two digits of the date they are graduating then first initial, last name.(11mjones) This eliminates a lot of confilicts between family names.

---

From: k12ap...@googlegroups.com [mailto:k12ap...@googlegroups.com] On Behalf Of Jack Hardcastle
Sent: Monday, June 13, 2011 11:22 AM
To: k12ap...@googlegroups.com
Subject: Re: Email setup

[Kevin Johnson]

For both district logins and gmail accounts, we use first initial last
name for staff and we use [first 4 digits of last name].[first four
digits of first name][day of the month they were born] . So if I were
a student, mine would be "john....@fifeschools.com" .

The goals for doing it this way were:
- minimize duplicates across the district (haven't had one yet)
- start with last name to make it easy to find via a list sort
- make it consistently as short as possible (don't want super long
usernames)
- make all the parts things that the student already knows (don't need
to pass out some unique info to students to have them figure out their
username)

Seems to work well for us. The idea of putting the grad year in there
intrigues me but what if a student changes years?
KJ

> 646 486-8124 | j...@newvisions.org<mailto:gdegailla...@newvisions.org> |www.newvisions.org

[Kyle Brumbaugh]

Al:

We have used a little different naming convention, although with the same goal to minimize the chance of having a duplicate user name.  

We start with the graduation year as a two digit number.  This allows us to put students in different organizational units and to age out their accounts once the student graduates. (We allow students to keep their accounts for one year after they graduate, to account for any 5th year students.  

We then use the student last name and first initial.  We did this to show that the mail is coming from a person and not some machine, since we are asking students to become "global citizens" and e-mail people around the world.  and they we finished with the last two digits of their student ID number.  

This syntax made it easy for  students and teachers to figure out their own and other's e-mail addresses, even though we do have contact sharing enabled.  

So, for example....  Student Tom Jones, in the class of 2014 and a student number of 123456 would have a user name of "14JonesT56"

The students also have an initial password of their student ID (6 digits) and their day of birth (2 digit number)  So, if Tom Jones was born on May 15, his password would be "12345615"

As for Staff accounts we use the First Initial, Last Name combination. 

Thanks, 

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Kyle Brumbaugh
Administrative Vice Principal
Woodside High School
199 Churchill Avenue
Woodside, CA 94062
650-367-9750 x4307

[Bryan Snow]

I came on here in September and the convention in place was first initial last name with the graduation year at the end.  Since so much of our AD policy is based on grade level, it worked ok.  Management wise, it wasn't very intuitive to remember that the 6th graders are 2014 or whatever year it is.  This also caused inconsistencies and confusion with retentions.  I moved to first initial last name and month and day of birth to eliminate confusion.  It was a simple formula in Excel to drop leading zeros for months and dates to keep things simple for the students.  They should know their birthday by now.

Bryan Snow
Director of Information Technology
Harmony Emge School District #175
bs...@harmony175.org
Skype: bryan.snow.hsd175

[mark picketts]

first initial,  last name for staff

first initial,  last name, 2 digit graduation year for students.

“Travel is fatal to prejudice, bigotry and narrow-mindedness.”
- Mark Twain

http://karliandmark.blogspot.com

[Chris Franzen]

Using firstnam...@ourdomain.com

Although with the builtin in address book features you could use an unconventional naming utitility, but I would suggest starting with a name instead of a number.  As when you start to type someones name to send them an email, google will start to bring names for you to choose from.  District size and odds of having the same first and last name may need to be considered when doing this.

Chris Franzen
Technology Coordinator
Nokomis School District
511 Oberle St.
Nokomis, IL  62075

QR

Please consider the environment before printing this email.

[Bryan Pasquale]

One thing we've done is use an already existing student ID and initials.

No chance for repeats there.

Bryan Pasquale

Sent from my iPod

[IT Coordinator]

I have configured our email addresses as follows.

Faculty - grade[level]@domain.com

Student - [first initial][last name]@domain.com

Administrators, etc., - [role]@domain.com

This works best for our configuration.

We also use the suborganization functionality, so that we have students setup within a particular suborganization, and in that way we can control the move of students from grade to grade and from year to year.

-Fred-

IT Coordinator

Christ Church Cathedral School

On Mon, Jun 13, 2011 at 9:58 AM, Kevin Johnson <kjoh...@fifeschools.com> wrote:

[Roger Jagoda]

Jeanne,

We used this template:

Staff, Teachers, Administrators:

Firstname.Lastname@<ourschool>.k12.ny.us

Students:

Student initials.YOG@<ourschool>.k12.ny.us

Examples:

Gregory Doe, Teacher:
Gregory.Doe@<ourschool>.k12.ny.us

Gregory's daughter (Skye Marie), the 10th grader:
smd2013@<ourschool>.k12.ny.us

Reasoning:

The Teachers wanted their address to be easy to guess if you knew the
name of who you were trying to reach (Firstname.Lastname). The staff
and administrators wanted to easily know just by the username, in what
grade the student was enrolled (YOG at the end).

-- R

====================================
Roger Jagoda
rbj...@gmail.com
==================================================

[Sheri Edwards]

Our 5-8 students have psuedonyms made from their real names and the year of graduation reversed.

So Caleb Starser is cars81

We are a small school, so it works.  The students use their "code name" for all their online work. Whenever we sign up for other things like Glogster, we use the same username and password.

sh...@nsdeagles.org

Sheri Edwards

Nespelem School

Box 291 School Loop Road

Nespelem, WA 99155

509 634 4541

http://www.nsdeagles.org

http://write.nsdeagles.org

http://nsdedwards.blogspot.com

Reflect curiosity and wonder...
Go boldly and scatter seeds of kindness...

Time Converter:

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[Curts, Eric]

For our students...

Our student accounts are their school ID number followed by "@northcantonschools.org".  Our student ID numbers are 6 or 7 digit numbers unique to each student.  They get their student ID number when they first enter school here and keep the same number all the way through graduation.  This is the same username that students use to log into Active Directory, to purchase school lunches, etc.

A typical student email looks like 103...@northcantonschools.org

In Google Apps we put their name in as:

First Name = "Student"

Last Name = real name

So their name ends up being something like "Student Jane Smith".

This makes it easy for staff to distinguish student accounts from staff accounts in the address book auto-suggestions that pop up when sending an email.

For staff account...

For staff we use their last name and first initial of their first name, such as smithj.  If the last name is really long we truncate it around 8 characters or so.

Eric

* Eric Curts

* Technology Director, North Canton City Schools

* 525 - 7th St NE, North Canton, OH 44720

* te...@northcantonschools.org

* (330) 497-5600 x377, FAX (330) 497-5618

* Skype: ericcurts

*  Follow me on Twitter - http://twitter.com/ericcurts

*  Find me on Facebook - http://www.facebook.com/ericcurts

* http://www.ericcurts.com

* http://www.northcantonschools.org

* http://www.ohiotreasurechest.org

* http://www.appsusergroup.org

* http://www.thephonebookgame.net

On Mon, Jun 13, 2011 at 10:54 AM, Jeanne Eng <je...@newvisions.org> wrote:

--

[Dave Tchozewski]

We have been using Google Apps successfully for 4 years with this naming structure for students:

(Year Of Graduation)(First Name Initial)(Last Name)@domain name

Example:

2011J...@jpsstudents.org

This works very well for us as it is much easier to sort the students' email addresses this way. You can very easily identify the students from each class using this structure.

Dave

Dave Tchozewski
Jenison Public Schools
Director of Information Technology

2140 Bauer Road
Jenison, MI 49428

Office (616) 667-3375
Fax (616) 457-8451

dtch...@jpsonline.org
JPS Website

[Michael T. Bendorf]

Just wondering as no one that does include the expected year of
graduation in the user name has ever mentioned: what do you do with
students that are held back etc.?

On 6/13/11, Dave Tchozewski <dtch...@jpsonline.org> wrote:
> We have been using Google Apps successfully for 4 years with this naming
> structure for students:
>
> (Year Of Graduation)(First Name Initial)(Last Name)@domain name
>
> Example:
>
> 2011J...@jpsstudents.org
>
> This works very well for us as it is much easier to sort the students' email
> addresses this way. You can very easily identify the students from each
> class using this structure.
>
>
>
> Dave
>
> Dave Tchozewski
> Jenison Public Schools
> Director of Information Technology
>
> 2140 Bauer Road
> Jenison, MI 49428
>
> Office (616) 667-3375
> Fax (616) 457-8451
>
> dtch...@jpsonline.org

> JPS Website <http://www.jpsonline.org/index.php>

>> * Follow me on Twitter - http://twitter.com/ericcurts
>>
>> * Find me on Facebook - http://www.facebook.com/ericcurts

>>
>> * http://www.ericcurts.com
>>
>> * http://www.northcantonschools.org
>>
>> * http://www.ohiotreasurechest.org
>>
>> * http://www.appsusergroup.org
>>
>> * http://www.thephonebookgame.net
>>
>>
>>
>>
>> On Mon, Jun 13, 2011 at 10:54 AM, Jeanne Eng <je...@newvisions.org> wrote:
>>
>>> This is not necessarily a technical question but I’m in the process of
>>> setting up Google Apps for two new high schools and was wondering what
>>> standard folks in 9-12 grade schools were using for email address.
>>>
>>> Some questions I have are
>>>
>>> - Are you including the student names in the email address?
>>>
>>> - If not the email address, is the student name attached
>>> externally to the email address at all?
>>>
>>> - Are the teacher/administrator email addresses differentiated
>>> in any way?
>>>
>>>
>>>
>>> Thanks in advance,
>>>
>>> Jeanne
>>>
>>>
>>>

>>> *Jeanne Eng*
>>>
>>> *Technology Director***

>>>
>>> New Visions for Public Schools
>>>
>>> 320 West 13th Street NY NY 10014
>>>

>>> 646 486-8124 | *je...@newvisions.org <gdegai...@newvisions.org>* |

--
Sent from my mobile device

--Michael T. Bendorf--
Technology Administrator
A-C Central C.U.S.D. #262
Google Voice: 217.408.0043
Skype Name: bendorfm

[Roger Jagoda]

Michael,

It's a great question. We sort of play it by ear. If it's just a
matter of summer school and a make-up in the Fall, we leave it alone.
However, if it is really a repeated year, we change the login, the
permissions, the whole deal. The GAFE login is the same as AD login
you see.

Thankfully, it is a rare deal...4 in the last 6 years.

-- R

====================================
Roger Jagoda
rbj...@gmail.com
==================================================

[Dave Tchozewski]

Keep the same username.

Sent from my iPhone

[Jeremy Bautista]

Just to chime in with what we do.

For students, since their name and account could potentially become public, we wanted to obscure that. As well, we liked the idea of adding their class level for ease of sorting. So, we did this for students:

[grad year][first two letters of first name][first four letters of last name]@g.cusd201.org

Then, the name of each student was simply their first name and last initial.

For example, Joseph Smith of the class of 2012 would have the account information of:

12Jo...@g.cusd201.org

Joseph S. 

This user ID would be assigned in elementary school and be carried through the years until graduation or exit of the District.

-Jeremy

-- 
Jeremy Bautista
System Analyst (Network)/Webmaster
Community Unit School District 201
jbau...@g.cusd201.org

--