IT Admin

General IT accounts

Everyone on the team is to have a @thedropbears.org.au Google account, with all students in the students group, and all mentors in the mentors group, for email lists and Drive permissioning.

Management will have firstname@tdb where practical, other students will get firstname.surname@tdb.

All team members are required to create and log into Slack (frc-4774.slack.com) using their Google account.

Management accounts

On Slack, there are user groups for @mentors and @student-leadership. Nobody should be invited into the management channel directly.

Student leadership

The student leadership are direct members of the management Google Group.

New members of the student leadership will receive the email address firstname@tdb.

So far, firstname@tdb has been made the default email address in the event they move into a management role. This has proven to be a mess with Slack logins, but is somewhat manageable; just remember to change their email address in Slack for them before they break things.

The skipper, vice, and seccos will receive admin access to the G Suite and Slack. (Seccos will receive the helpdesk role in the G Suite admin panel to allow for password resets.)

Skipper / Vice

The skipper and vice captain will also receive the email aliases skipper@tdb and vice.captain@tdb respectively.

They will also be a member of the following shared inboxes: enquiries, purchasing, sponsorship

The skipper and vice will also need to be manually made a manager of the sponsors list.

I have contemplated making the skipper and vice.captain aliases a Google Group instead to simplify this, but… hm. Maybe I'll actually enact this during this off-season. This has now happened.

Mailing lists

management

The management mailing list is set up to be internal only — nobody outside of management is able to send emails to the list.

It is recommended that if you wish to keep the management group looped in any emails sent to external parties, management should be bcc'd, to avoid annoying the third parties when they try to reply-all.

Emails sent to the management group automatically have the reply-to set to management for convenience. (We don't keep secrets amongst ourselves.)

parents

All parents (using their email addresses provided via the application form) should be on the parents mailing list.

Posts to the parents list are semi-moderated; any emails sent by non-parents to the parents mailing list must be approved by a mentor.

everyone

This is a convenience mailing list for management to send out to the team and parents.

There has recently been discussion about potentially discontinuing the use of this mailing list, partly due to the current setup of the parents list.

Shared inboxes

purchasing

The #purchasing channel on Slack is subscribed to the purchasing shared inbox.