Steps to Receive a Google Email Account

Employees will need to complete human resources onboarding to obtain a UDelNet ID. A UDelNet ID is required for an email account.Supplemental and miscellaneous wage employees do not receive an email account by default.  The employee’s unit will need to submit a request to Information Technologies (IT) to add the employee to the unit’s project to receive an email account.  To request an email account for supplemental and miscellaneous wage employees, write to Consult, specifying your unit.Once the employee has a UDelNet ID, he or she receives a Google email account by default, if they are not a supplemental or miscellaneous wage employee.  (University students also have a Google account by default.) Employees can have either a Google or Win Exchange email account; however, they cannot have both types of accounts.Staff with a Google email account do not require a Win Exchange account to view others’ Win Exchange shared calendars or to access shared mailboxes.  In this case, staff can receive email in their default Google account and access Win Exchange shared calendars or shared mailboxes through a Web browser.If the unit requests configuration of the Google email account, OET will schedule a time with the staff member to configure their account on all requested devices. Google email accounts may be configured in mail clients on Windows or Macintosh computers, iPads, and iOS or Android phones.  Staff may configure Google email on their own by following the relevant device directions.  Staff also have the option of accessing their Google email accounts directly through a browser, rather than, or in addition to, configuring accounts on their devices.Staff may test whether a Google email account is active by logging into http://googleapps.udel.edu.If you have questions, contact OET.

Steps to Receive a Win Exchange Account

Employees will need to complete human resources onboarding to obtain a UDelNet ID.  A UDelNet ID is required for an email account.Supplemental and miscellaneous wage employees do not receive an email account by default.  The employee’s unit will need to submit a request to Information Technologies (IT) to add the employee to the unit’s project to receive an email account.  To request an email account for supplemental and miscellaneous wage employees, write to Consult, specifying your unit.Once the employee has a UDelNet ID, he or she receives a Google email account by default, if they are not a supplemental or miscellaneous wage employee.  (University students also have a Google account by default.) To request a Win Exchange account, open a ticket with OET by completing the technical support request form on OET’s website. Note: staff may have either a Win Exchange or Google account; they may not have both.  Include in your OET request the following information:

• UDelNet ID of the staff member
• What calendars the staff member needs to access
• Who the staff member needs to share calendars with
• What Win Exchange public folders (calendars) and shared mailboxes the staff member needs to access.

Win Exchange accounts are created by IT Sunday through Thursday.  No accounts are created on Friday or Saturday.  Account creation takes between 24-48 hours.

Staff do not require a Win Exchange account to view others’ Win Exchange shared calendars or to access shared mailboxes.  In this case, staff can receive email in their default Google account and access Win Exchange shared calendars or shared mailboxes through a browser.OET staff will be notified by IT when the account is created. If the unit requests configuration of the Win Exchange account, OET will schedule a time with the staff member to configure their account on all requested devices. Win Exchange accounts may be configured in mail clients on Windows or Macintosh computers, iPads, and iOS or Android phones.  Staff may configure Win Exchange on their own by following the relevant device directions. Staff also have the option of accessing their Win Exchange accounts directly through a browser, rather than or in addition to configuring accounts on their devices.Staff may test whether a Win Exchange account is active by logging into https://outlook.office.com.If you have questions, contact OET.

OET Accounts

Accounts on the OET domain may be requested for any staff associated with a unit before they have completed onboarding.  An OET account allows staff to log into any computer on the OET domain (most desktop computers in CEHD and ELI offices) and access shared resources on the OET Network or the “H” drive.

To request an OET account, open a ticket with OET by completing the technical support request form on OET’s website. In the request form, the employee’s supervisor or another administrative staff member should specify the employee’s first and last names and any folders on the network that the employee will need to access.

The employee, if they have email, or their supervisor, will receive a message from OET via UD’s dropbox service with the employee’s OET user account name and password.

The Office of Educational Technology will configure OET network drives or send the employee directions on how to configure OET network drives on devices that are not connected to the OET network (e.g., laptops).

Per the CEHD Computer Security and Service Policy, any computer or device that is assigned to a new user must be configured by OET at the time of connection to ensure that it is secure and properly configured.  The Office of Educational Technology will back up any files (if requested by the unit), wipe previous data from the device, and install standard applications to ready it for new staff. Standard applications include inventory and update software and virus protection.

To request device setup, open a ticket with OET by completing the technical support request form on OET’s website. If known, specify the first and last names of the current and new users of the device.

Mail Accounts

Information Technologies (IT) will delete an employee’s mail account after he or she leaves the University, unless the employee retires from the University or graduated from the University after January 2011. In these two cases, the employee is entitled to keep only a Google email account.

Retired employees or graduates who leave the University may not have a Win Exchange account. Employees who plan to leave the University and who are on Win Exchange should open a ticket with OET two weeks before they leave by completing the technical support request form on OET’s website.

The Office of Educational Technology will arrange for the migration of Exchange mail to the employee’s Google email account, if relevant, or migrate mail to an external email account.

If an employee is not entitled to keep a Google email account, requests to continue a mail account for a specific length of time, for the purpose of sending an out of office message to notify others that an employee has left the University, need to be approved by Labor Relations and IT. Supervisors should complete the technical support request form on OET’s website to request to continue a mail account.

Computer and OET Network Access

Two weeks before an employee leaves, supervisors should contact OET by completing the technical support request form on OET’s website, with any directions regarding reconfiguring permissions to the employee’s files on the OET network or H: drive. Supervisors may want other employees to assume that person’s duties and access the files they use.

Supervisors should also request that OET wipes any device that the employee used of all data. This includes removing any local or machine-specific account for the employee. All devices, including USB drives, tablets, and laptops, will return to the unit.
Employees should contact OET by completing the technical support request form on OET’s website two weeks in advance of their last day, if they need to back up their files, on device(s) or the network, for their use and are unfamiliar with how to do that.

Following the employee’s last day of employment and with notice from either the employee’s supervisor or the CEHD Dean’s office, OET will disable the employee’s OET user account. Additional IT-related exit tasks are listed in our computer security and service policy.