Group Email Aliases and Communication Guide

Group Email Aliases and Communication Guide

Two Types of Email Aliases 

EA Email Aliases (@ea.ucla.edu)
Google Groups (@seas.ucla.edu)
Automatically generatedRequire active, ongoing maintenance by their owners
Data-driven from Student Information System (SIS), UCPath and Campus Directory
Not connected to campus systems
Manually editing is not supported — changes will be overwritten on the next data sync. In limited cases, temporary additions may be made, but manual modifications are generally not preserved
Managed by group managers responsible for maintaining membership; in exceptional cases, additions or removals may be requested through SEASnet
Updated daily
No automatic updates
Sender access is restricted to approved senders ("allowed senders"); requests to use aliases must be submitted through SEASnet
Sender access is unrestricted; anyone can send email to these aliases
How to Access: Login to https://my.engineering.ucla.edu > [Department] Staff > Email/Email Aliases
How to Access: Login to https://groups.google.com with your @seas.ucla.edu account > click on the group you want to manage

Policies & Guidelines

  1. GOVERNING POLICY:
    1. UCLA Policy 455 -- UCLA Email Policy and Guidelines
  2. ALWAYS USE BCC FOR EMAIL ALIASES: When emailing from your email client, place all email aliases in the BCC field — never in To or CC
    1. BCC prevents unintended "reply all" responses reaching the wrong audience
    2. BCC protects recipient privacy and honors FERPA restrictions for student records
  3. KEEP ALIAS ADDRESSES PRIVATE:
    1. Do not share email addresses associated with aliases publicly or with anyone
  4. DIRECT EMAILS TO STUDENT ALIASES SHOULD BE RESERVED EXCLUSIVELY FOR MATRICULATION-RELATED MATTERS:
    1. Misuse of this channel risks having your email address flagged as spam, which may prevent your future messages from reaching students
    2. Misuse of this channel risks students flagging email aliases themselves as spam, which could result in critical academic counselor communications going undelivered in the future
  5. WRITE CAREFULLY TO AVOID SPAM FILTERS:
    1. Before sending, ensure messages are clear, brief, and free of errors
    2. Emails flagged as spam can block future critical communications
    3. For lengthy content, post details to a website and link recipients there instead 
  6. READ BEFORE YOU FORWARD:
    1. Always read a message thoroughly before forwarding to confirm it applies to your audience
    2. Remove headers and extraneous information before sending
    3. Forwarding a message without reviewing and cleaning up the content increases the risk of triggering spam filters
    4. General UCLA information is usually already on my.ucla.edu — check there first
  7. URL SHORTENING:
    1. Use ucla.in to shorten links within the ucla.edu domain
    2. Do not use tinyurl.com or other external shorteners
  8. INTERNSHIP & JOB ANNOUNCEMENTS: 
    1. Send undergraduate internship and job opportunities to uip@seas.ucla.edu for inclusion in the weekly UIP newsletter
    2. Past newsletters are archived on the UIP website
    3. Direct industry partners to the UCLA Handshake Platform to post positions
  9. STUDENT ORGANIZATION COMMUNICATION:
    1. For communication tools available to student groups, visit seasnet.ucla.edu/student-groups-communication-tools

MyEngineering Email Form

Sending Emails to Students  -- non-matriculation-related communications

  1. Login to https://my.engineering.ucla.edu > [Department] Staff > Email
  2. Fill out the form:
    1. Be sure to choose an appropriate Email Type (see Student Opt-Out Options below)
    2. Carefully select recipient groups
  3. After completing the form, click Send Email and wait for a confirmation message — do not refresh the page. Sending to a large group may take a moment.

Student Opt-Out Options

Important: Associate your email with the appropriate Email Type to respect students' opt-out preferences. Improper selection can cause messages to be marked as spam, jeopardizing future critical communications. 

Email Type
Can be opted-out?
EGSA
Yes
Event
Yes
Fellowship
Yes
General Announcement
Yes
Job/internship
Yes
Mandatory Notice
No
Newsletter
Yes
Scholarship
Yes
Women in Engineering
Yes

Sending Emails to Instructors and TAs

  1. Login to https://my.engineering.ucla.edu > [Department] Staff > Email
  2. Fill out the form:
    1. Select "Mandatory Notice" for as the Email Type
    2. Carefully select recipient groups
  3. After completing the form, click Send Email and wait for a confirmation message — do not refresh the page. Sending to a large group may take a moment.

Sending Emails to Classes

  1. Login to https://my.engineering.ucla.edu > [Department] Staff > Email
  2. Fill out the form:
    1. Select "Mandatory Notice" for as the Email Type
    2. Carefully select recipient groups
  3. After completing the form, click Send Email and wait for a confirmation message — do not refresh the page. Sending to a large group may take a moment.

EA Email Aliases (@ea.ucla.edu – Auto-Generated)

Sending Emails to Students  -- matriculation-related communications

  1.  Login to https://my.engineering.ucla.edu > [Department] Staff > Email Aliases
    1. You can view the recipients for each alias
    2. Student email aliases are intended for matriculation-related communications only. Using them for non-matriculation topics—such as job opportunities, events, or general announcements—can result in students overlooking important messages from academic counselors.
  2. Using your own email client, paste the email alias into BCC (you can enter multiple aliases in BCC)

Student Aliases are based on Active Terms

Date Range
Active Term(s)
Dec-19 to Mar-24
winter
Mar-25 to Jun-17
spring
Jun-18 to Jul-18
spring and summer
Jul-19 to Sep-17
summer and fall
Sep-18 to Dec-18
fall

Student Alias Types

Admission aliases:
  1. Sample format: [major]_[fr|tr]_[admit|sir]
  2. Generated based on applicant data obtained from Undergraduate Admission:
    1. Admitted Freshman: Generate from two days after the UA decision release (mid-March) through May 1; starting May 2, they remain blank until the following year
    2. Freshman SIRs: Generate from one day after the SIR deadline (May 2) through the start of the fall quarter (late September); after the fall quarter starts, they remain blank until the following year
    3. Admitted Transfer: Generate from two days after UA decision release (late April) through June1; starting June 2, they remain blank until the following year
    4. Transfer SIRs: Generate from one day after the SIR deadline (June 2) through the start of the fall quarter (late September); after the fall quarter starts, they remain blank until the following year
Undergraduate student aliases:
  1. Sample format: [major]_[ugrad|yr1|yr2|yr3|yr4] 
  2. Term-based and generated based on student data obtained from SIS
  3. Only non-withdrawn students who have paid term fees, enrolled in classes, or participated in the Education Aboard Program (EAP) for the active term(s) are included; caution during summer:
    1. Consider using the sir aliases alongside the standard aliases for more accurate coverage
    2. OASA may use the PMA query "student: fall undergrad list during summer" and filter the result to generate a desired subset of students
  4. The "year" designation advances on August 1 (e.g., a student labeled as 'yr2' on July 31 will become 'yr3' on August 1)
  5. The 'yr4' designation includes students in their 4th year and beyond
Graduate student aliases:
  1. Sample format: [dept]_[ms|phd|grad], [dept]_[ms|phd|grad]R
    1. Department abbreviations: be (BE), ch (CBE), cs (CS), cv (CEE), ee (ECE), ma (MAE), ms (MSE), ol (MSOL), en (MEng)
  2. Term-based and generated based on student data obtained from SIS
  3. Only non-withdrawn students are included; aliases marked with a capital “R” further restrict the population to those who have paid term fees or enrolled in classes for the active term(s)
Notes:
  1. Gender-based aliases are based on students' gender identity
  2. Multiple active terms means multiple terms can trigger the student's inclusion

Sending Emails to Faculty and Staff

  1. Login to https://my.engineering.ucla.edu > [Department] Staff > Email Aliases
    1. You can view the recipients for each alias
    2. If someone is missing from an alias, verify their official status in UCPath
    3. Changes to UCPath or the Campus Directory will be reflected automatically in the next daily update
  2. Using your own email client, paste the email alias into BCC (you can enter multiple aliases in BCC)

Recipient Selection Logic

Explanation of the UCPath email types:
  1. BUSN email applies to faculty and staff and is the email displayed in the Campus Directory and maintained by designated departmental campus directory updaters 
  2. CAMP email can be added for faculty, staff and student workers and can be updated by HR or employees themselves
  3. Employees can set their email preference (BUSN, CAMP, or HOME) in the UCPath Portal. However, if their email address exists in the Campus Directory, that email automatically becomes their BUSN email and their email preference automatically gets set to BUSN
Email selection order for the employee aliases:
  1. Staff, faculty and postdoc: 1) BUSN, 2) CAMP
  2. Emeritus: 1) CAMP, 2) BUSN
    1. If no email is needed, enter nobody@seas.ucla.edu for the CAMP email in UCPath
  3. Student workers, TA, GSR, and visitors: 1) CAMP, 2) HOME
    1. This population is not required to be in the Campus Directory and their emails are not replicated from the Campus Directory to BUSN in UCPath
Employees included in the aliases must have full-time percent > 0 and one of the following statuses:
  1. A - Active
  2. L - Unpaid Leave of Absence or Leave of Absence
  3. P - Paid Leave of Absence or Leave With Pay
  4. W - Short Work Break (student hires who go home during holidays, between quarters, or summer)
Employees excluded from the aliases:
  1. D - Deceased
  2. Q - Retired With Pay
  3. R - Retired
  4. S - Suspended
  5. T - Terminated
  6. U - Terminated With Pay
  7. V - Terminated Pension Pay Out
  8. X - Retired-Pension Administration

Employee alias types

Faculty
UCPath Population
adjunct
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 003371 003373 003374 003376 003377 003379
assocprof
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001243
asstprof
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001343
prof
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001143
fullprof
EMPL_CLASS = 9 (Academic: Faculty), Job Code: 001143, and appt_dept_code = home_dept_code (i.e. no joint prof)
tenured
PS_EMPL_CLASS_V.EMPL_CLASS = 9 (Academic: Faculty), Job Code: 001343 001243, and 
appt_dept_code = home_dept_code (i.e. no joint prof)
emeriti
EMPL_CLASS = 21 (Academic: Emerti)
faculty
EMPL_CLASS = 3 (Academic: Recall)
EMPL_CLASS = 9 (Academic: Faculty)
EMPL_CLASS = 22 (Academic: Deans/Faculty Admin)
ladderfac
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001143 001243 001343
lecturer
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001550 001603 001630 001631 001632 001633 001686
EMPL_CLASS = 21 (Academic: Faculty) and Job Code: 001621
EMPL_CLASS = 3 (RECALL TEACHING) and Job Code: 001700
dean
EMPL_CLASS = 22 (Academic: Deans/Faculty Admin) and Job Code: 001000 001010
chair
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001096
vicechair
EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001094
leadership
dean, chair

Researchers
UCPath Population
gsr
PS_EMPL_CLASS_V.EMPL_CLASS = 11 (Academic: Academic Student) and Job Code: 003140 003141 003150 003151 003276
postdoc
PS_EMPL_CLASS_V.EMPL_CLASS = 23 (Academic: Post Docs)
projsci
PS_EMPL_CLASS_V.EMPL_CLASS = 10 (Academic: Non Faculty) and Job Code:
003395 - Asst Proj Scientist 
003396 - Vis Proj Scientist 
003397 - Vis Assoc Proj Scientist
003398 - Vis Asst Proj Scientist 
research
PS_EMPL_CLASS_V.EMPL_CLASS = 10 (Academic: Non Faculty) and the following Job Code
PS_EMPL_CLASS_V.EMPL_CLASS = 3 (Academic: Recall) and the following Job Code
PS_EMPL_CLASS_V.EMPL_CLASS = 9 (Academic: Faculty) and the following Job Code

Job Code: 
001108
001208
001982 001984 001986 001987 001988 001989
003200 003208 003218 003228
​003300 003381 003388 003391 003393 003395 003396 003397 003398
​003802

Staff
UCPath Population
staff
PS_EMPL_CLASS_V.EMPL_CLASS = 2 (Staff: Career), 13, 1, 8, 4, 7, 6, 15
career
PS_EMPL_CLASS_V.EMPL_CLASS = 2 (Staff: Career)
99_career
PS_EMPL_CLASS_V.EMPL_CLASS = 2 (Staff: Career) and PS_JOB_V.UNION_CD = '99'

Student Workders
UCPath Population
stuworker
PS_EMPL_CLASS_V.EMPL_CLASS = 5 (Student: Casual/Restricted)
ta_payroll
PS_EMPL_CLASS_V.EMPL_CLASS = 11 and Job Code: 001501 001506 002300 002310
reader
PS_EMPL_CLASS_V.EMPL_CLASS = 11 and Job Code: 002850 002852
tutor 
PS_EMPL_CLASS_V.EMPL_CLASS = 11 and Job Code: 002510 002860 002861 002288

Building occupants
Campus Directory Population
bh
e4
e5
e6
all4
Based on addresses in ODMP and displayed at https://directory.ucla.edu.

IMPORTANT:
It is critical for the designated departmental campus directory updaters to specify accurate addresses for their employees so that emails sent to building occupants can reach all occupants. Employees with misspelled building name or missing address cannot be included in these aliases.

Sending Emails to Student Organizations


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