first.last E-mail Addressing Policy
Version: 1.1
Created: 2004 January 21
Useful Definitions
- FDL
- The first.last mail address. This is composed of each
user's true first and last names.
- PMA
- Personal mail alias. Each user may select up to
5 PMAs.
Assignment
Each user is assigned an FDL address when their University network
ID is first created. The FDL address is permanent and will never be
used as another individual's email address. The spelling of the first
and last name is determined by the information received from the
authoritative source. The source is based on the affiliation each
user has with the University. The authoritative sources are:
- Human Resources - all Case faculty and staff;
- Registrar - all Case students;
- Alumni Development - all Case alumni;
- For affiliates, each authoritative source will be determined by
ITS as appropriate.
Algorithm
The name fields are received from the source system. The process
will use the first name and last name and in some cases the middle
initial to create a unique alternate address. If a unique address
cannot be created using these fields a number will be appended to the
last name and incremented until a unique address is assigned. In the
case of Elizabeth Ann Smith, the process checks to see if
elizabeth.smith is available as a unique alternate address. If this
address has already been assigned to another user with the name
Elizabeth Margaret Smith, then the middle initial is used to form
elizabeth.a.smith. If elizabeth.a.smith is not available
because there is an Elizabeth Amelia Smith on campus, then
numbers are appended to the name and incremented in the form:
- elizabeth.a.smith1
- elizabeth.a.smith2
- elizabeth.a.smith3
- ...
In the case where a user does not have a middle name, the same
algorithm is used but without the middle initial inserted. The
ordering would go:
- elizabeth.smith
- elizabeth.smith1
- elizabeth.smith2
- ...
If a user does not have a first name or last name, his or her
alternate email address remains his or her Case username (abc12).
Corrections
Corrections to the FDL address may only be made for a valid
reason. Valid reasons for altering an FDL address include:
- The first or last names were misspelled when entered into the
source system.
- There has been a change in the last name due either to a marriage
or divorce.
- Legal name changes.
All updates should be initiated by first contacting the appropriate
authoritative source for your information. Users with multiple
affiliations should contact all authoritative sources before
contacting ITS. After the name has been corrected in all of the data
sources the user should contact ITS electronically at
mail-admin@case.edu to have
their FDL updated appropriately.
Changes
Changes to the first name of an FDL address to accommodate, for
example, nicknames or those who go by a middle name,
may be requested using the
Preferred first.last Web Tool.
NOTE: At this time it is not possible to maintain a history
of changes to the FDL mail address. That means that once an FDL
change or correction has been applied, mail sent to the original FDL
address will not reach the user for whom the change has been
applied.
Personal mail aliases will continue to function as they do
currently.
This policy may be changed at any time, as needed.
