Email

7.1 General

An entity (person or non-person) may have multiple email addresses within the Banner system. Email addresses should be accurate and reflect the most recent data received.  Email addresses are usually entered on the Banner APAIDEN form.

7.2 Types

The GO and URL types are to be used only for non-persons.

The PA and PA2 types are only for CAS Admissions

When an individual submits an email address that is obviously a work address, such as "John_jones@wells_fargo.com" use the "WK" email type rather than the "PE" type.

7.3 Formatting

• The email address must be complete (as in myname@aol.com)
• Every email must have one and only one “@”.
• The addresses must have a valid domain name, such as .com, .net, .org, .edu, .gov, .mil, etc.
• Email addresses may not contain spaces.

7.4 Bethel Email Addresses

• Avoid entering an email address containing “@bethel.edu” in any type of email. The entry will generate an error almost immediately.  Employees and students create and manage their own “@bethel.edu” email addresses in the account set up site.
• Communication and Marketing standards mandate that the “BU” email be used for communication with students and faculty/staff. Therefore the BU address will be marked preferred for all current students, faculty, staff, and recent students and will override any other preferred flags.  A job that electronically maintains Bethel email addresses runs every half hour.

7.5 Preferred Indicator

• Bethel standard specifies that all individuals with an active email address in Banner must have one email address marked as preferred.            
• A preferred flag must be set even if an individual has only one email.
• Banner functionality helps by limiting entry to only one preferred flag.
• The BU address will electronically be marked preferred for all current students, faculty, staff, and recent students.
• Because Communication and Marketing has mandated a shift toward using an external company for sending large volumes of mass emails and because those emails are selected based upon the preferred flag, individuals without a preferred flag will not receive email.

7.6 Alumni Email Addresses

• Beginning Summer 2023, alumni no longer have lifetime access to their Bethel Community Account. This account gives them access to a variety of electronic and other Bethel resources, including but not limited to:
  • @bethel.edu email access
  • Access to photos, documents, and other files stored in Bethel Google Drive and/or Bethel Google Accounts
  • Library resources
  • Banner student records (transcripts, tuition statements, etc)

• This change is being made for several reasons:
  • The cost to maintain this access is a financial burden for the university.
  • Because one Bethel account is used to access all electronic Bethel resources, the liability and additional security requirements (by the FTC) present challenges maintaining this large number of accounts.
  • Specific to the @bethel.edu email address, the number of alumni using their @bethel.edu address after graduation has continued to decline as most alumni have a personal email address they prefer to use.
• Goals
  • Effectively communicate the discontinuation of Bethel Community Accounts for alumni to both alumni and key internal stakeholders
  • Transition alumni actively using their @bethel.edu email/google account to a personal account
    • Ensure the university has future means of communication
    • Ensure alumni don’t lose access to saved files/resources they may need
  • Ensure a robust system is in place to continue to have contact with students after graduation for both ongoing connection with Bethel and to facilitate the business needs of the university

• Timeline: June 26, 2023 was when BCA accounts for alumni were first deactivated and Bethel Google Accounts deactivated)
• Students are emailed with reminders when they are about to lose access to their Bethel email and Google account. This email includes a link to a Salesforce form they can use to update their preferred email. Advancement/Alumni is working with the various commencement teams on a more proactive communication plan as well for students who have applied to graduate.