Identity and Access Management, Departmental Shared Email (non-person NetID Alias)

This article provides a high level overview of Departmental Shared Emails (non-person NetID alias), including their purpose, expected lifecycle, renewal requirements, naming standards, and proxy responsibilities. It serves as a simplified reference and directs readers to related KB articles for detailed information on relevant topics.

What Is a Departmental Shared Email?

A departmental shared email is a non‑person account used to represent a department, team, research group or registered organization.

These accounts:

  • Appear in the Illinois directory.
  • Have one dedicated email address.
  • Can have proxy/delegate access assigned.
  • Must be renewed to stay active.

A departmental shared email is not a mailing list or distribution group.
For a comparison of group email options, refer to: Email, Mailing Lists, Distribution Groups, and Departmental Shared Email accounts

Departmental Shared Email Naming Conventions

Departmental shared aliases must:

  • Reflect the group or organizational scope.
  • May not be assigned to personal entity.
  • Aliases must be at least 9 characters long, unless they include a dash (-).To satisfy the directory requirements, it cannot exceed 32 characters.
  • Use only letters, numbers or dashes.

Note: 

The alias should accurately represent the group and not imply a broader audience.
  • Example: illinois‑alumni would not be approved for the LAS Alumni Association because it suggests all University alumni.
The alias should uniquely identify one group and avoid names that could apply to multiple units or activities.
  • Example: campus‑pool could refer to the motor pool, swimming pool, billiards, or even a betting pool, and therefore would not be appropriate.

Proxies (Delegate Access)

Proxies are individuals authorized to :

  • Send email on behalf of the shared account.
  • Receive and manage messages.
  • Update allowed fields in the directory entry.

Authorized proxies can edit the information on directory through Electronic Directory Editor

For detailed information, refer to Electronic Directory, How to change a proxy and update a departmental shared email

Expected Lifecycle of an Alias

Creation

Departmental shared emails are requested through Departmental Shared Email Request Form

At creation, University affiliation is verified, the alias is reviewed for required compliance, and an expiration date is set. The default expiration is 2 years from the date of creation.

Note:
If the alias is being used for a shared or group mailbox, the primary email address (primary SMTP) must to be updated to an @illinois.edu address. After the alias is created, please email the Help Desk at consult@illinois.edu to request this update.

If the alias needs to receive email from outside the University, a request must to be submitted at consult@illinois.edu.

Renewal and Expiration

Departmental shared emails must be renewed prior to its expiration date in order to remain active. Renewal options may include 6 months, 1 year or 2 years, depending on continued business need and University affiliation.
Reminder notifications are sent to the listed proxies before expiration. If the alias is not renewed, it may be removed from the directory and email delivery may stop.


A listed proxy may request renewal by contacting Identity and Access Management at techservices-iamu@illinois.edu

Ongoing Maintenance

The sponsoring unit is responsible for ensuring the alias remains accurate and continues to reflect the organization's scope. This includes maintaining current proxy assignments and reviewing access when personnel changes occur. Failure to maintain accurate proxy information may result in missed renewal notification or loss of access.


To update the proxy assignments or directory information, please refer to: Electronic Directory, How to change a proxy and update a departmental shared email

Retirement

A Departmental Shared Email should be retired when the organization is no longer active, no longer affiliated with the university or no longer has a need for the alias. Upon retirement, the entry is removed from the directory and email routing will stop.

A listed proxy may request retirement by contacting Identity and Access Management at techservices-iamu@illinois.edu


Keywords:
Identity and Access Management, Departmental Shared Email, alias, email alias, proxy, non-person NetID, group alias 
Doc ID:
159273
Owned by:
Identity and Access Management G. in University of Illinois Technology Services
Created:
2026-02-24
Updated:
2026-02-27
Sites:
University of Illinois Technology Services