Delegated Email & Google Groups Policy
Google Groups can be used to provide a single email address that can redistribute emails to the individual mailboxes of one or more members and can be used to assign Google Workspace permissions.
In certain circumstances, it may be desirable to have a standalone mailbox that is not associated with a single individual. E.g. hr@bard.edu or responseteam@bard.edu. Such an address may be used by multiple individuals (via Gmail delegation) and could provide continuity when a responsible owner departs the college.
Such accounts must adhere to the following:
- Creation of non-individual accounts require business justification and approval by CIO.
- Account must have a single Faculty/Staff “owner” to provide oversight and continuity.
- If the account is primarily for student use, a Faculty/Staff member must own the account. This sponsor should but does not necessarily have to have direct access to the account.
- Accounts will not allow direct login via password, but must instead use delegation to individual named Bard Accounts. Delegated accounts cant be used for SSO authentication, which must always be tied directly to an individual.
- Exceptions may be granted by CIO, but only one individual may know the password and manage the account. All exceptions will still require multi-factor authentication to be enabled.
It is important to note that Gmail account delegation is only available in Gmail on the web. There is currently no option to access delegated accounts on mobile devices.