The following policy on forwarding email for ex-staff was agreed at meetings of the then Communications and Information Technology Committee (C&IT) in March and May 2003 and modified on 21/10/2005.
Many academics who have used their Edinburgh email address on papers published while at this university, believe that they personally should be able to be communicated with through this address long into the future, whether they work at this institution or not. The argument goes that, if they are not permitted to do so, then they will start publishing papers using a non-Edinburgh email address in order to achieve this effect. It is clearly not in this university's best interest for top flight academics to use non-Edinburgh addresses on the papers they publish while they are working here. There is also a desire to be friendly to all staff by retaining their e-mail address for a while until they re-establish themselves.
All staff who have a mail address at the university, can continue to receive mail to that address for a period of up to 5 years after they have left. This will be implemented as a mail forwarding scheme as follows:
Members of staff who wish to have mail to their Edinburgh email address forwarded should contact their school computing officer or user support staff and provide them with their current email alias and the address to forward the email to. If the school accepts that the request should be granted, the information should be forwarded together with the authorisation to email@example.com. We can only accept forwarding requests if they are supported by the school or unit that the person is leaving.
An ex-member of staff, with no ongoing association with the university, should be advised not to sign any outgoing mail with their original University of Edinburgh address once they are no longer working at the university. They should not imply any current association with the university, in either their originating address (e.g. the From: line), by use of their signature or by any other means.
If your mail service is provided by Office 365 and you wish to have any internally sent mail forwarded before your account is deleted after leaving the university, then it is important that as well as following the above then you should also setup a mail forward filter rule within Office 365.
If an ex-member of staff wishes to withdraw or change a mail forwarding, they should send a request from their existing forwarded address to firstname.lastname@example.org. If they are unable to do so, they should contact their old school and satisfy them of their identity before the school then forwards the authorised request to email@example.com.
In order to comply with Data Protection legislation, mail aliases once they have been assigned to people, even after they become non-functional, need to be remembered so that they cannot be assigned to anybody else. This is only an issue for central and school email aliases (firstname.lastname@example.org) rather than the ultimate mail delivery point which will be a Universal User Name and so guaranteed to be unique anyway (email@example.com). Retention of mail aliases will use up this address space but will minimise the possibility of new staff being sent mail for previous staff of the same name.