Student Organization Mailbox Information
A student organization email account has all the same functionality of a
personal email account but is displayed as the name of the student
organization. (ex: Chess Club) All recognized student organizations
have an email account automatically.
(Please note that when the words 'student organization' or 'organization' are
used below, unless otherwise specified, it means a recognized student
organization according to the standards set by the Student Involvement and
Student Organization email mailboxes and member distribution lists are
created automatically for all student organizations based on information in the
Database (SOD). The advisor, president and the treasurer of each
organization have the ability to designate what officers should have access to
the email account and member distribution list for the organization.
Additionally, all advisors are automatically granted access to the email
resources for an organization. For information on the organizations distribution
The email mailbox for the organization itself is added to the member
distribution list automatically.
Benefits of a Student Organization Mailbox
- Any messages sent from the organization's email account have the
organization's name in the "From" line of the message.
- Messages sent from the organization generally get more attention than if
they are sent from someone's personal mailbox.
- People don't have to know the name of the organization's officers in
order to communicate with the organization.
- Use the organizations email address on the organization's web page for
consistency across semesters.
- Organization officers personal mailbox quota is not "filled up" with
- Messages pertinent to the organization are available to elected officers
year after year, thus easing transition difficulties.
- Only recognized student organization mailboxes can be granted permission
to send out large mailings to class, major and minor distribution lists.
Maintain Access to Student Organization Email
Information for student organization presidents, treasurers, and advisors.
Use the 'E-mail' check boxes in SOD for each officer to indicate whether they
have access to the email mailbox for the organization. Normally within 1
hour the checked officers and advisors will be able to access the email account
for the organization.
Advisors and authorized officers can send and read email for the
organization's email account.
Notification about changes to the email account are sent on a timely basis to
all advisors and any officers that have been granted access to the mailbox.
Information in the email address book such as the organization address,
telephone number, purpose and web page is based off of the information in SOD.
Student Organization E-Mail Mailbox Naming Convention
The UWSP Postmaster will select an appropriate 8-character (or less) mail
nickname for the organization and enter that in SOD. The email alias for
the organization email mailbox and distribution lists will be created based on
Email alias assigned by Postmaster. Has to be 8 characters or
The email display name matches the Long Name in SOD, unless the Long
Name is over 47 characters, in which case the Short Name will be used.
Email Display Name: Adventure Racing Club Email Alias: arc
The email alias is often referred to as the nickname or just as the
How Do You Access the Email Account?
Detailed instructions will be sent via email to all accounts authorized
access to the account. Instructions are also available on the general email FAQ page.