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— LorraineIT 2024/03/29 19:49
Introduction
An email address is allocated to each staff member upon their employment at Lorraine Primary School. This address will remain usable for the duration of your employment. Staff members are only to use it for school-related activities, messages and communication.
Please view the Email Policy for further information.
1. Multifactor Authentication
2. Alias Address
2.1. What is an Alias?
An alias is a pseudonym or nickname assigned to a mailbox.
2.2. What is it used for?
It is considered best practice to assign an alias address to an employee occupying an important role or position in any organisation.
It is done for the following reasons;
- To simplify the email address so it's easy to remember.
- If a user terminates his/her employment at Lorraine Primary School, the person who takes their place will be assigned the same alias address to receive emails
for a mailbox. It is generally used to simplify an email address but is also considered best practice when assigned to a user occupying an important position or role.
Example:
The person responsible for sport will be assigned an alias address of sport@lorraineschool.co.za to make it easier for other schools to communicate with our sports organiser. It also allows the address to be assigned to a new user if needed.
List of aliases active Aliases:
| Address | Assigned to: |
|---|---|
| principal@lorraineschool.co.za | Current Principal |
| info@lorraineschool.co.za | Office Administration |
| it@lorraineschool.co.za | IT Administrator |
| sport@lorraineschool.co.za | Head of Sport |
| rugby@lorraineschool.co.za | Head of Rugby |
| netball@lorraineschool.co.za | Head of Netball |
| hockey@lorraineschool.co.za | Head of Hockey |
| cricket@lorraineschool.co.za | Head of Cricket |
| marketing@lorraineschool.co.za | Head of Marketing |
| vacancies@lorraineschool.co.za | Office administration |
| print@lorraineschool.co.za | Office administration |
| shop@lorraineschool.co.za | Clothing shop assistant |
| socials@lorraineschool.co.za | Head of Social Media |
3. Distribution lists
3.1. What is a distribution list?
It's a list of multiple email recipients that are grouped to create a single recipient by using an Alias Address.
3.2. Why do we use it?
To simplify the way, we send bulk emails by eliminating the need to add multiple recipients’ email addresses to a single email.
Example:
Suppose you want to email all the staff members of Lorraine Primary School, instead of adding the address of each staff member individually, you enter one address (staff@lorraineschool.co.za) that acts as a container for all staff addresses.
The IT Department has created the following groups to simplify bulk email messaging within the Lorraine Primary School domain. These addresses are for internal use only.
| GROUP NAME | ALIAS | DESCRIPTION |
|---|---|---|
| Lorraine Staff | staff@lorraineschool.co.za | All staff members |
| Foundation Phase | foundation@lorraineschool.co.za | Only Foundation Phase staff |
| Intersen Phase | intersen@lorraineschool.co.za | Only Intersen Phase staff |
| Grade Heads | gradeheads@lorraineschoo.co.za | Only Grade Heads |
| Subject Heads | subjectheads@lorraineschool.co.za | Only Subject Heads |
| Sports Heads | sportsheads@lorraineschool.co.za | Only Sports Heads |
| Senior Management Team | smt@lorraineschool.co.za | Only the SMT |
| Discipline Committee | discipline@lorraineschool.co.za | Only Discipline Committee |
| Administration | admin@lorraineschool.co.za | All School Office members |
NOTE: The addresses above are for internal use only and cannot be reached by third parties outside the lorraineschool.co.za domain.
4. Email Signatures
4.1. Where do I find my email signature?
All staff members will find their email signatures in their Home Drive (H:) — every email you send or reply to must accompany your email signature.
An example of a Lorraine Mail Signature can be seen below:
