Last Modified: Wednesday, 08-Dec-2004 16:01:18 EST

CSB Email Policy November, 2004 (draft)

Beginning November, 2004, a new CSB email policy will go into effect.

• New CSB users will be urged to use the Yale email system, rather than the CSB system.
• Existing CSB users will migrate to the Yale email system by July 1, 2005.
• The CSB mail server will be available for internal use, and will forward users' mail to their Yale account
• In order to send outgoing email from the CSB network, users' computers must be configured in accordance with the new policy for outgoing email.

Top of Page	Reasons for new policy	New users	Existing users	Technical notes

Reasons for a new policy

1. Email management and security is a large and growing part of the work of the CSB staff. This move will reduce that burden, allowing staff to devote more time to other projects.
2. A new Yale network policy went into effect October 1, 2004. This provides all Yale and associated personnel -- students, staff, postdocs, faculty, HHMI -- with a Yale email account. So there is no additional expense in using the Yale services.
3. Notwithstanding the excellent and personal service provided by the CSB staff, Yale provides services that we cannot -- most notably spam and virus protection.

Problems with new policy

Problem: Yale mandates a 10-MB limit on email attachments. Answer: Sending large attachments is unreliable, can cause problems with eail clients, and interacts poorly with anti-spam and anti-virus software. Yale provides a much better (and relatively easy-to-use) way of exchanging large files. See https://transfer.med.yale.edu

Problem: Yale does not allow email accounts before someone arrives or after they leave Yale. Answer: It is possible to arrange extensions, in either direction, with HR. But in general, even if someone keeps a CSB computing account after they leave, there should be no need to use our (or Yale's) email beyond a short period of time.

Top of Page	Reasons for new policy	New users	Existing users	Technical notes

Email for new users

Students, when they register at Yale, should have Yale email accounts created automatically. When they get CSB computing accounts, the CSB staff will create an alias so that any local CSB email is forwarded to their Yale email account. As a general rule, CSB computing accounts will not be created until the user has a valid Yale or other email account.

Faculty, staff and postdocs get Yale email accounts when requested by the department business office. MBB personnel should see Karen Parent in the MBB business office. When they get CSB computing accounts, the CSB staff will create an alias so that any local CSB email is forwarded to their Yale email account.

If necessary, a separate procedure will be developed for HHMI personnel. It would be best if they get Yale Central email accounts (instead of Yale Medical email accounts), so that all CSB personnel have the same provider.

Top of Page	Reasons for new policy	New users	Existing users	Technical notes

Existing users -- making the transition

We should probably schedule a transition for one CSB lab at a time. This way, any individual problems will be of manageable proportions. Within each lab, we have two categories:

• Users who already have a non-CSB Yale email account
• Users who do not have a non-CSB Yale email account

For each group, CSB staff will work with the business office to verify and set up where necessary Yale email accounts, and set up forwarding from your CSB account to your Yale account.

To access your Yale email, the first step is to find your Yale Netid. To find it, go to: https://veritas.its.yale.edu/findnetid/index.html. Once you have a Netid, you will need a password. You must go in person (with your Yale ID) to the lobby at 221 Whitney Avenue to set your password.

Yale Central email is similar to CSB email, and includes access via webmail, POP and IMAP. It also includes various spam and virus filtering. It is documented at www.yale.edu/email/central/.

Top of Page	Reasons for new policy	New users	Existing users	Technical notes

Last Modified: Wednesday, 08-Dec-2004 16:01:18 EST