Building secretaries are responsible for ensure each student and staff member has been assigned a valid email address in their respective profile/account in ProgressBook StudentInformation. Not assigning an email address, or not assigning an email address correctly can result in errors during the automated account creation process.
The process for assigning student and staff email accounts follow a strict naming process for district-wide uniformity and consistently. Due to limitations set by certain vendors, each user's district-issued account name (before the "@" sign in their email address) may only contain a maximum of 20 total characters. Should an account name be assigned more than 20 total characters, the automated creation of that user's accounts may fail.
Should a user's account name cause the limitation of 20 total characters to be exceeded, the following account naming practices should be followed:
- If the user has more than one last name that, when combined together with the other parts of the account name (such as graduation year, first name, etc.), exceeds 20 characters such as (Smith-Amazon-Jones-Jacob) the first last name should be used and the remaining last names should be excluded from the assigned email address.
- If the user has one last name that exceeds 20 total characters (such as Wolfeschlegelsteinhausenbergerdorff), the characters of the beginning of the last name should be used until it reaches the maximum of 20 total characters, even if it cuts off half of the last name. The individual assigning the account name should keep in mind that other parts of the account name will be factored into the 20 total character count.
Additional questions and clarifications regarding account naming practices and procedures should be directed to the Technology Department.