The Catholic University of America

Shared (Delegated) Accounts 

Definition

A shared account is a service a department may use to have a central delegated mailbox, calendars and more.

For example, you could have an account named cua-office@cua.edu. This mailbox serves as a central point from which to send and receive email for use by several people. You can have multiple calendars for tracking time off, events, and resources.

Note that this shared account is different from Google Team Drives, which are storage space not associated with any one account. Team Drives are the way departments should use shared Google Drive space.

Best Practices

Shared Accounts are best for:

  • Providing a single mailbox that multiple employees manage using delegated access
  • Promoting “official” communications and history 
  • Allowing fluid membership to the same mailbox over time

Requests

Full-Time Faculty and Staff may request a shared delegated account for their department or office by sending email to techsupport@cua.edu. For administrative offices, department head approval is needed.

Please provide the following four pieces of information in this email:

  1. One True Owner - this is the Cardinal Mail email address of the Faculty or Staff member who will be responsible for this account. If anyone needs to be added or removed from delegated access to this account, this individual’s approval will be needed.
     
  2. The requested name of the account (see Naming Convention below). E.g., ts-bsc for address ts-bsc@cua.edu.
     
  3. The requested display name of the account (should be no more than 30 characters). E.g., "TS-BSC Tech Svcs Business Ctr".
     
  4. The list of Cardinal Mail email addresses that should have delegated access to this account.

Naming Convention

  • Shared accounts follow a standard naming convention of department hyphen name.  Ex: ts-security@cua.edu, ts-all@cua.edu, ts-bsc@cua.edu. If the department already has Google Groups or shared accounts, that department name prefix will be used.
     
  • The account name must be between 3 and 20 characters long, and must use only lowercase letters, numbers or hyphen.
     
  • The account name should be directly related to the requesting department.

Using the shared account

You do not log into the shared account. Instead, its mailbox is delegated to you. Learn more on our delegation page.

Removing access

If the True Owner needs to change the owner or change to whom the mailbox is delegated, simply email techsupport@cua.edu and let us know who needs to be removed or added. We need their full name and Cardinal Mail email address.