Policy for Email Group in Office 365 (Drafted)

1. Summary:
  a. There are 2 types of email groups in Office 365. In term of email address format, they are
  1. <mailing group>@cuhk.edu.hk (refer as University Email Group)
  2. <dept mailing group>@<dept>.cuhk.edu.hk (refer as Departmental Email Group)
    - departments/unit should register the department domain in Office 365 mail to have their own departmental email group
  b. Both of the university email group and departmental email group can be found and available in the global address book of CUHK Outlook users and Office 365 services users in same tenant only.
  c. It is mandatory to setup authorized users (within same tenant) for email groups. Exception would be granted by ITSC with justifications
2. Application:
  a. CUHK department/unit can apply email group(s) in Office 365 mail system to disseminate information regarding to teaching, administrative issues and student activities to staff and students through email.
  b. Request to create an email group containing email addresses of the whole CUHK community will not be entertained.
3. Email Group Format:
  a. <alias>@cuhk.edu.hk or @<dept>.cuhk.edu.hk and must be registered in Office 365 mail system.
  b. <alias>@<dept>.cuhk.edu.hk should only include email address of same department/unit members’ email address
  c. <alias>@gocuhk.onmicrosoft.com and @mycuhk.onmicrosoft.com are System generated email groups format. They are not opened for application.
4. Group Management
  a. ITSC is the primary administrator of Office 365 mail system and has right and responsible for the email group management that tabled below. Any exceptions will be reviewed and endorsed by ITSC director.
  b. ITSC can delegate the operation in (3a) to assigned department/unit administrator(s) for those email groups in format of <alias>@<dept>.cuhk.edu.hk

Mailing Group Type	Responsibilities
University Email Group	ITSC would manage the email group in • Creation • Maintain email group membership update • Deletion • Maintain authorized users (in same tenant only) can send email to the email group
Departmental Email Group	Department/unit could apply for their own departmental email group (via ITSC) by appointing an administrator(s) who would access with proper permission to their corresponding departmental OU in AD (Active Directory). The administrator(s) would manage the email group in • Creation • Maintain email group membership update • Deletion • Maintain authorized users (in same tenant only) can send email to the email group (via ITSC administrators)

1. Email group should be properly setup to have
  • member list whose email address should be defined in Office 365 mail system
  • authorized user(s) of the email group who should be CUHK member
2. The management of email group (technically Office 365 use the term “Email Groups”) should be done by AD administrator and would follow standard operation procedures listed at University Active Directory (AD) Service
  • CUHKAD – Object Naming Conventions (via CUHK Login)
  • CUHKAD – Office365 Distribution Group and Contact Creation (via CUHK Login)