Policies and rules

These policies of email Service describes the methods for the allocation and management of electronic mail addresses and post-boxes to staff, students/graduates and to non-institutional user categories.

See also: Terms and conditions of use of the services.


In brief


1. A single electronic mailbox for the person

All the addresses associated with a person will be linked to a single mailbox. 

The single mailbox will therefore receive all incoming messages sent to the various addresses. 

See details: Mailbox associated with the person

2. Main address

All the users who have an institutional role within the University will have an e-mail address in this form: forename.surname@polimi.it as the main address of the mailbox.

See details: Main address associated with the personal mailbox

3. Institutional addresses being dropped 

The policies of the email service establish the existence of a single type of institutional address, in the form of forename.surname@polimi.it. Consequently all the pre-existing not comply addresses will be kept up in the new service, for a limited period and aliased solely for reading messages.

See details: Institutional addresses being dropped

4. Subdomain addresses

Some addresses existing in the University email system are incompatible with the new service policy in that they are associated with specific organisational structures such as Departments, Areas/Services, Centres, Schools and Polytechnics. For example forename.surname@dip.polimi.it At the time of the migration to the new service, these addresses will be aliased solely for receiving messages.

See details: Subdomain addresses

6. Functional mailboxes

Access to the functional address from your personal mailbox, specific credentials will no longer be required and it will be sufficient to be authorised for reading/writing by the manager of the function box.

See details: functional mailboxes

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A. Addresses and mailboxes associated with persons

A.II Addresses associated with persons

In accordance with working activity and/or studies in the University, the same user can have one or more addresses associated with the person, for example one as a graduate student and one as a professor.

There are 4 categories of addresses associated with the person:

  • institutional email addresses
  • student/graduate email addresses
  • PhD addresses
  • subdomain email addresses

1. Addresses for institutional emails

Recipients: persons with a working relationship with Politecnico.

Assignation: automatic or on request depending on the category of the user, see details: Plan for users and policy for assigning addresses.
To requests use the online form available at address associated  whit a person page.

Deactivation:

  • Teaching and Technical/administrative staff: the email address will be deactivated 90 days after cessation of work career or, in the case of retirement, the email address will remain active without any expiry date
  • External professors: the address will be deactivated on the 30th of April of the year after that of the academic year the contract was granted (for example, academic year 12/13 => expiry on 30/04/14)
  • Staff and affiliates (other categories listed in Plan for users and policy for assigning addresses),  the email address will be deactivated 90 days after cessation of work career.

To request an extension of address validity, the structure head must use the online form available at address associated  with a person page.

Naming rules: the institutional address is in the form of: forename.surname@polimi.it. In the case of same names a progressive number is added, for example forename1.surname@polimi.it..

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Institutional addresses being dropped.
Some existing addresses (e.g. m.bianchi@polimi.it )in the email system of the university are incompatible with Service policy.
These addresses will be kept solely as aliases for incoming mail (it will no longer be possible for the user to send messages with this sender).


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2. Student/graduate email addresses

Recipients: persons who undertake a course of studies at the University.

Assignment: automatic, see the Plan for assigning addresses.

Deactivation:

  • the address will remain active without any expiry date if one achieves at least one these title: Laurea Ciclo Unico, Laurea Primo Livello, Laurea Specialistica, Laurea Magistrale, Laurea vecchio ordinamento, Diploma universitario, Scuola di specializzazione. 
  • if the study career ends (drops out, transferred, deceased or resigns) without title, the address remains active for 90 days from the date the study period ends . The address will not be reallocated to any other possible homonyms.

Students/graduates naming rules: the address is in the form name.surname@mail.polimi.it and remains the same for the whole of the student’s university career (for example: Laurea Magistrale).
In case of homonyms a number will be added, for example name1.surname@mail.polimi.it

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3. PhD email addresses

Recipients: PhD at Politecnico di Milano.

Assignment: automatic, at the moment of starting the first course as a student.

Deactivation:

  • iif one achieves the PhD title at Politecnico di Milano, the mailbox address will remain active without any expiry date
  • if the study period ends (student drops out, is transferred, deceased or resigns) the address remains active for 90 days from the date the study period ends. The address will not be reallocated to any other possible homonyms.

PhD naming rules: the address is in the form name.surname@polimi.it . In case of homonyms a number will be added, for example name1.surname@polimi.it

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4. Subdomains email addresses

To support particular structures or projects, email domains at the third level can be established, such as @xxxx.polimi.it

The subdomains cannot be established to manage email addresses associated with specific organisational structures of the University such as for example, Departments, Areas/Services, Centres, Schools or Polytechnics.

Second-level subdomain are also permitted for some exceptions like projects with Politecnico as co-ordinator. T

he subdomain use will be restricted to institutional communications. A verify of activity will be necessary.

Activation: following a request by the subdomain Administrator. See details at Request page.

Deactivation: three months after the end of the valid period set out during the activation stage.

Pre-existing subdomain addresses.
Some addresses existing in the University email system are incompatible with the new service policy in that they are associated with specific organisational structures such as Departments, Areas/Services, Centres, Schools and Polytechnics. For example forename.surname@dip.polimi.it At the time of the migration to the new service, these addresses will be aliased solely for receiving messages. It will no longer be possible for the user to send messages with this sender.

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5. How to view the addresses associated with the person

Using the Mailboxes and mailing lists application, accessible through the Online Services portal, all the email addresses associated with the person will be viewable.

Alongside each address will be indicated the Type and the Role .

The Role could assume the following values:

  • Main: default sender
  • Alias (with send-as permission): secondary addresses with the possibility of being a sending address
  • Alias (no send-as permission): secondary addresses only for receiving emails

 

 

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A.II. Mailbox associated with the person

The user with one or more email addresses associated with the person will be assigned a single personal email mailbox.
All the messages sent to any one of the addresses will be delivered to the single personal email inbox.

Deactivation: when also the latest email address associated with an email inbox is deactivated, the mailbox will be deactivated, will stop receiving electronic mail and cannot be used to send emails.

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1. How to access the mailbox

You can access your personal mailbox using an email program or the webmail. The personal mailbox will remain active until the last address is associated to. To configure an email program or access to the webmail view Access and setup pages.

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2. Main address associated to the mailbox

For users having several addresses associated with one person, the mailbox automatically imposes a main address based on the following order of priority:

  1. Institutional address (forename.surname@polimi.it)
  2. subdomain address of (forename.surname@xxx.polimi.it )
  3. student/graduate address (forename.surname@mail.polimi.it)
  4. ASP subdomain address (nome.cognome@asp-poli.it)

Outgoing messages from a personal mailbox will have the main mailbox address as default sender. With some limits, it will be possible to establish one of the secondary addresses associated with the mailbox as sender of the messages. This will always be possible from webmail but only from specific email clients (e.g. outlook).

NB: It will not be possible to send from some secondary addresses considered as having been dropped. These redundant addresses can only be used for incoming mail. (e.g. forename.surname@ceda.polimi.it).

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3. Redirecting the mailbox

It will be possible to associate a single mailbox with each personal mailbox for redirection; all incoming emails will be redirected to that address. The redirection can be imposed independently by the user and at his/her own responsibility.

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B. Functional addresses and mailboxes

B.I. Functional email addresses

Within the email service of the University it is possible to activate functional email addresses, i.e. those not referring to a person but to a particular function or department, as for example segreteria@polimi.it or direttore@polimi.it

Activation: this takes place through the application Mailbox – Domain management, available in the Online Services portal and is dealt with by the head of the domain to which the functional address belongs. The choice of the title of the functional address will be subject to an approval process by the Communications Department of the University;
To request activation go to the page Request new functional address page.

Deactivation: the domain head, to whom the functional address refers, can remove the functional address from the system at his/her discretion or establish its duration during its creation.

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How to view the functional addresses

Using the application Mailbox – Domain Management on Online Services the Heads of the various domains can see the list of functional addresses which have been created.

B.II. Groups and mailing lists

Messages sent to functional addresses associated with a distribution list will be sent to the members of the list.

Activation: see details on Mailing list page.

Mailing list administration
The mailing list admin can use the application Mailing lists and functional mailboxes management available at Online Services.
See details on Mailing list page.

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B.III. Functional mailboxes

One or more functional mailboxes can be associated with a functional mailbox. The functional mailbox will always be accessible via the personal details of the persons who are entitled (for reading or despatch) on this mailbox.

Activation: the Head of the domain creates the mailbox through Mailbox – Domain Management.

Deactivation: when all the associated addresses are deactivated, the mailbox will be deactivated and will stop receiving and sending emails, but will not be cancelled.

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2. How to view the functional mailboxes to which you have access

Using the personal application Mailboxes and mailing lists available on the Online Services portal it will be possible for a user to see the list of the functional mailboxes to which he/she has access with the relative rights (read or read/write).

2. Main address associated with the functional mailbox

Each functional mailbox will be associated with a main address, which will be the first mailbox address associated with the mailbox being created.

Outgoing messages from a personal mailbox will have the address of the main mailbox as default sender. It will be possible, with some limitations, to impose one of the secondary addresses associated with the mailbox as the sender of the messages.
This will always be possible from webmail but only from specific email clients (e.g. outlook).

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C. Rules for delivery and despatch of messages

Rules for delivery of messages

All messages addressed to any of the email addresses linked to the person indicated above are delivered to the personal mailbox: institutional, student and subdomain.

The messages addressed to functional addresses representing a distribution list for personal addresses will also be delivered to the personal mailbox. All the messages addressed to any of the functional email addresses associated with the mailbox will be delivered to the functional mailbox.

Rules for despatch

Messages outgoing from a mailbox (personal or functional) will have the main mailbox address as default sender. It will be possible, with some limitations, to impose one of the secondary addresses associated with the mailbox as the sender of the messages.

This will always be possible from webmail but only from specific email clients (e.g. outlook). It will not be possible to send from some secondary addresses considered redundant. These redundant addresses can only be used for incoming messages (e.g. forename.surname(at)ceda.polimi.it).

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Limits

Find the Exchange Online limits for a variety of service areas, including address book limits and mailbox storage limits at this page (Office 365 Education E1 plan): https://technet.microsoft.com/en-gb/library/exchange-online-limits.aspx

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D. Global Address List (GAL)

The Global Address List include all Technical/Administrative and Teaching staff, including the Fondazione Politecnico, and is visible to all users, including Students/Graduate Students. The addresses in the GAL are only the institutional ones or those of the subdomains which do not involve an institutional address.

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E. User schedule and address allocation policy

User

Address type

Mode

STAFF

 

 

Technical and Administrative Staff (open-ended contract/fixed term contract)

@polimi.it

A

Area manager (open-ended contract/fixed term contract)

@polimi.it

A

Full and Associates Professors (not researchers)

@polimi.it

A

External Professors (contract, substitute external,external for free)

@polimi.it

A

Researchers(open-ended contract/fixed term contract)

@polimi.it

A

Research grants holder

@polimi.it

A

Visiting professor

@polimi.it

RR

Staff in “somministrazione di lavoro a tempo determinato”

@polimi.it

A

Collaboration contract holder

@polimi.it

RR

STUDENTI

 

 

Students enrolles at Laurea Ciclo Unico, Primo livello, Specialistica, Magistrale, Vecchio ordinamento, Diploma universitario

@mail.polimi.it

A

Incoming students from international exchange projects

@mail.polimi.it

A

Incoming students from exchange projects with Italian universities

@mail.polimi.it

A

Students on PhD Programmes

@polimi.it

A

Visting PhD student

@mail.polimi.it

A

Students on University Masters Courses

@mail.polimi.it

A

Students on specialisation courses

@mail.polimi.it

A

Students in Specialisation Schools

@mail.polimi.it

A

Students on singol courses

@mail.polimi.it

A

Studenti Tirocinio Formativo Attivo

@mail.polimi.it

A

Studenti ASP

@asp-poli.it

A

AFFILIATES

 

 

Piecework / P.IVA Freelance

@polimi.it

RR

Staff of Service provider

@polimi.it

RR

Staff Fondazione Politecnico

@fondazione.polimi.it

A

A: Service automatically activated when starting the corresponding professional career.
RR: Activation/extension of the service following a request from the interested party made to the head of the benchmark structure (Department in the case of professors) and authorisation from the latter. Any charges arising from the provision of the service are to be borne by the structure authorising the service. To request use the online form: Request email address associate with a person

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