What is a generic account? - A generic account is used for a project, study, department, or student worker (see below: Does a Student Worker need a generic email account?).
- A generic account has access to Gmail, Google Calendar & Tasks, and Google Groups. Access to the mail and calendar of the generic account may be granted to other employees.
Does a Student Worker need a generic email account? Under State and Federal laws, we are required to manage official University records and be able to respond to Freedom of Information Act requests, subpoenas and other legal discovery proceedings for email records. To determine if the student worker needs a student worker account separate from their own student account, ask yourself the following questions about the student worker's job duties: - Does the student worker conduct university business via email or create and share documents via Google Drive related to their position in your department?
- Yes - student workers should have a student worker account if they are conducting university business with a Google Workspace account like sending email and sharing documents. They may also have delegated access to a departmental generic account in lieu of a specific student worker account, depending on the department’s workflow and preferences.
- Does the student worker only require access to departmental generic accounts or calendars?
How do I get a generic account or student worker generic account? Follow the steps here: How Do I Request a Generic Account? What are the requirements of using a generic account? - Owners of generic Gmail accounts that contain any PHI (Protected Health Information) data are the stewards of that data and have formal responsibility for assuring appropriate use of the data.
- Owners must maintain the password annually to keep the account active.
- When reminder notices arrive, take action to set the account password. Failure to reset the password will result in account suspension. Once the password is reset, the account will automatically reactivate within one hour. This document provides step by step instructions.
- Account owners should also log directly into the account annually, review account delegation for accuracy, and perform cleanup as generic accounts often accumulate email that may no longer be relevant. It is the account owner's responsibility to manage the generic account delegation to others. If the account owner can no longer manage the account, they may request account ownership change.
 CAUTION: Sharing an account password is a violation of VCU policy.
I have a generic account or just received one, but I need some help. Refer to this article for information on common tasks: Generic Account Setup. |
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