Queen's University

New, improved email system coming for students


Undergraduate students will soon have a new system for managing their university email and calendar.

Following extensive consultations and investigations, the university selected Office 365, a web-based suite of software from Microsoft, as the new student email and calendaring solution. The first phase of the implementation in early 2013 will give students fully integrated email, calendar, tasks and contacts.

“Students have identified a number of improvements they would like to see for their email. We are pleased that introducing Office 365 will allow the university to satisfy a majority of those recommendations while meeting our legal obligations to safeguard users’ personal and sensitive information,” says Caroline Davis, Vice-Principal (Finance and Administration).

The migration offers students many benefits including:

• Increased mailbox storage from 100MB to 25GB
• Feature-rich web interface
• Seamless integration with mobile devices
• Compatibility with staff and faculty email and calendaring system
• Higher level of reliability and service

“During the Alma Mater Society (AMS) winter election campaign, students identified many challenges with the Webmail system. The AMS is excited for an email system that will better serve students,” says Doug Johnson, President, AMS.

Office 365 for student email and calendar is the first time the university will use an externally hosted solution for a centrally delivered information technology service. The only data Queen’s will share with Microsoft is students’ names and Queen’s email addresses.

The university also commissioned an independent privacy risk assessment (PRA) to determine the legislative requirements and best practices for migrating student email to an external host. The PRA showed Queen’s is in compliance with Ontario and federal legislation related to freedom of information and privacy protection. Based on recommendations from the PRA, Queen’s is enhancing policies and procedures in areas such as information retention and destruction.

Full details about the migration process and timeline will be available in the upcoming weeks. More information about the new email and calendaring solution is available on the ITServices website, and the topic will be discussed at the upcoming Outreach Brown Bag on November 30.


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Last updated at 4:55 pm EDT, Wed August 27, 2014
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