Teacher Email Addresses
Email tips:
📧 Official teacher email addresses cannot be created by teachers themselves, a domain would need to be registered on behalf of a school and then email addresses for each staff member could be created. If you already have a school website it usually makes the process easier. To get started, school management should decide which platform they wish to use and follow the links below.
📧Google and Microsoft offer free* email addresses for schools which in turn give access to other tools such as online storage, calendars and more. If you had a school Eircom address, you will now be charged to keep this operational (see https://www.google.ie/.../news/arid-31004753.html%3ftype=amp). If you are moving from an old email address to a new one you can set up automatic email forwarding.
Google Suite for Education (TOTALLY FREE, you may just have to pay approx €12 per year for a domain or website name if you don't already have one): https://www.youtube.com/watch?v=h9TcuPkmzuI
Microsoft Office 365 (A1 plan FREE):
These platforms are generally straight forward to set up if you have a "techie" teacher on your staff. In my experience, Google Suite for Education is much more user friendly and can be administered by a teacher. Microsoft Office 365 is much more complex and so can be harder to manage.
📧 Schools should ensure that each staff member has their own email address and unique password. Some schools share an email address amongst staff. This is *not* GDPR compliant. It should not be the case that someone can read emails intended for someone else, especially in regards to parent complaints etc.
📧 Principals are not allowed to monitor staff emails. If an issue arises, they should ask for any relevant emails to be forwarded to them. This was covered in this webinar from Mason, Curran and Hayes in May 2020: https://www.facebook.com/MHClawyers/videos/911200599308523/?vh=e&extid=0&d=n There should be no central list of passwords if possible. G Suite and Outlook will allow you to reset if necessary.
📧 If introducing teacher email addresses, be sure to update your Acceptable Use Policy (AUP). You can find a free AUP Generator here: https://www.webwise.ie/aup-2/ and sample policies including remote learning here: https://www.webwise.ie/teachers/aup-distance-learning/
📧 If setting up teacher email addresses, it would be important to decide as a staff whether or not these would be shared with parents. For most school contexts, it would not be necessary for parents to have access to teacher emails as regular communication methods should suffice. However, in certain situations e.g. class or pod closures it may be necessary.
📧 When sending an email to multiple recipients e.g. a list of parent email addresses, you must make sure they cannot see each other’s email address for GDPR reasons. The easiest thing to do is to put your own email address in the "To" box and then paste your parent email addresses into the "BCC" (blind carbon copy) box. This means a copy of the email will get sent to you and each recipient and email addresses will remain private. Teacher email addresses are much more GDPR friendly when used correctly rather than sending school business via personal email addresses (e.g. @gmail.com or @outlook.com addresses). This is because they are in a managed domain.
📧 Disable Reply All in your school email settings if possible or else set the default to Reply. Reply All is rarely needed. Turning it off makes it harder to send an email to the whole organisation in error. If someone wants to send a whole organisation email they will have to go and compose a new email and choose All Staff or All Teachers etc as the recipients.
📧Use the scheduling feature built into most email platforms so that you can write emails at any time but they won’t be sent until working hours. Emails really shouldn’t be sent outside of working hours unless they are urgent. It can be a huge source of irritation for teachers and parents too. Try not to reply to work emails outside of work hours where feasible as it can put colleagues under pressure to do the same. (see images for how to schedule in Gmail and Outlook).
📧Teacher email addresses usually have their school name or acronym after the @ sign e.g. [email protected] rather than [email protected]. The part of the address after the @ sign is called the domain and this is created from your school website address.
📧Online tools and resources are increasingly looking for teacher email addresses in order to verify that you are using a tool for educational purposes e.g. Epic, Canva, Loom etc. Teacher email addresses could also be integrated with tools used by many schools such as Aladdin.
📧 Official teacher email addresses cannot be created by teachers themselves, a domain would need to be registered on behalf of a school and then email addresses for each staff member could be created. If you already have a school website it usually makes the process easier. To get started, school management should decide which platform they wish to use and follow the links below.
📧Google and Microsoft offer free* email addresses for schools which in turn give access to other tools such as online storage, calendars and more. If you had a school Eircom address, you will now be charged to keep this operational (see https://www.google.ie/.../news/arid-31004753.html%3ftype=amp). If you are moving from an old email address to a new one you can set up automatic email forwarding.
Google Suite for Education (TOTALLY FREE, you may just have to pay approx €12 per year for a domain or website name if you don't already have one): https://www.youtube.com/watch?v=h9TcuPkmzuI
Microsoft Office 365 (A1 plan FREE):
These platforms are generally straight forward to set up if you have a "techie" teacher on your staff. In my experience, Google Suite for Education is much more user friendly and can be administered by a teacher. Microsoft Office 365 is much more complex and so can be harder to manage.
📧 Schools should ensure that each staff member has their own email address and unique password. Some schools share an email address amongst staff. This is *not* GDPR compliant. It should not be the case that someone can read emails intended for someone else, especially in regards to parent complaints etc.
📧 Principals are not allowed to monitor staff emails. If an issue arises, they should ask for any relevant emails to be forwarded to them. This was covered in this webinar from Mason, Curran and Hayes in May 2020: https://www.facebook.com/MHClawyers/videos/911200599308523/?vh=e&extid=0&d=n There should be no central list of passwords if possible. G Suite and Outlook will allow you to reset if necessary.
📧 If introducing teacher email addresses, be sure to update your Acceptable Use Policy (AUP). You can find a free AUP Generator here: https://www.webwise.ie/aup-2/ and sample policies including remote learning here: https://www.webwise.ie/teachers/aup-distance-learning/
📧 If setting up teacher email addresses, it would be important to decide as a staff whether or not these would be shared with parents. For most school contexts, it would not be necessary for parents to have access to teacher emails as regular communication methods should suffice. However, in certain situations e.g. class or pod closures it may be necessary.
📧 When sending an email to multiple recipients e.g. a list of parent email addresses, you must make sure they cannot see each other’s email address for GDPR reasons. The easiest thing to do is to put your own email address in the "To" box and then paste your parent email addresses into the "BCC" (blind carbon copy) box. This means a copy of the email will get sent to you and each recipient and email addresses will remain private. Teacher email addresses are much more GDPR friendly when used correctly rather than sending school business via personal email addresses (e.g. @gmail.com or @outlook.com addresses). This is because they are in a managed domain.
📧 Disable Reply All in your school email settings if possible or else set the default to Reply. Reply All is rarely needed. Turning it off makes it harder to send an email to the whole organisation in error. If someone wants to send a whole organisation email they will have to go and compose a new email and choose All Staff or All Teachers etc as the recipients.
📧Use the scheduling feature built into most email platforms so that you can write emails at any time but they won’t be sent until working hours. Emails really shouldn’t be sent outside of working hours unless they are urgent. It can be a huge source of irritation for teachers and parents too. Try not to reply to work emails outside of work hours where feasible as it can put colleagues under pressure to do the same. (see images for how to schedule in Gmail and Outlook).
📧Teacher email addresses usually have their school name or acronym after the @ sign e.g. [email protected] rather than [email protected]. The part of the address after the @ sign is called the domain and this is created from your school website address.
📧Online tools and resources are increasingly looking for teacher email addresses in order to verify that you are using a tool for educational purposes e.g. Epic, Canva, Loom etc. Teacher email addresses could also be integrated with tools used by many schools such as Aladdin.
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