Role & Responsibilities of the Google Coordinator

1. Email Account Management

Ensure that all faculty, staff, and students have active somaiya.edu email IDs.
Collaborate with the Admissions and HR teams to ensure complete and accurate entry of personal details, including personal email IDs and mobile numbers, as these are essential for sharing login credentials.

2. Communication and Collaboration Enhancement

Facilitate improved communication and collaboration among faculty, staff, and students by promoting the use of the somaiya.edu email system for all internal communication.
Encourage faculty and staff to use their somaiya.edu email accounts for sending notices, greetings, assignments, and other professional communications.

3. Email ID Policy

Students: Provide students with a lifetime somaiya.edu email ID, unless they cancel their admission, in which case the system will automatically delete their email account.
Faculty and Staff: Faculty and staff can use their somaiya.edu email ID as long as they are associated with the organization. When they leave, the Google Coordinator must notify the IT Department and HR teams to deactivate the email account.

4. Disciplinary or Legal Issue Protocol

In the case of any disciplinary or legal issue involving an employee, the Google Coordinator must immediately suspend the employee's somaiya.edu email account.
Access to any suspended or active email account requires approval from the HR team.
IT personnel are not permitted to access any employee’s email account without formal consent or proper approval from the HR team or relevant authority.

5. Security Awareness and Training

Instruct faculty and staff to attend security awareness training sessions organized by the IT Department. These sessions are designed to improve users' understanding of data security, email safety, and best practices for protecting university resources.
Promote ongoing awareness of cybersecurity issues and ensure that users are informed about potential risks related to phishing, password protection, and secure email usage.

6. Password Reset Portal

The Google Coordinator is responsible for updating personal details, such as personal email IDs and mobile numbers, using the password reset portal.
In the event of a forgotten password or login issues, the coordinator can assist students, faculty, and staff with resetting their passwords through the portal.
To access the password reset portal, please refer to this URL: https://myaccount.somaiya.edu

7. Email Support for Students

For any Google Apps or email account issues, students can submit their queries via the support page on the somaiya.edu website. Please refer to this URL: https://www.somaiya.edu/en/contact-us

8. Support Email ID

Each institute has been provided with a support email ID: gsupport.[instituteshortname]@somaiya.edu. The Google Coordinator must frequently check and respond to queries received in this support email account.

9. Issue Resolution Process

If a student, faculty, or staff member has any issues with their email account, they should not be instructed to visit the SVV IT Department. Instead, the Google Coordinator should liaise directly with the SVV IT team to resolve any issues.