We give all substitutes an email account.

HR lets us know when new subs are hired. They are supposed to let us know when subs fall off as well but I also use Google custom schemas to denote subs (among many other roles) and populate a dynamic group that can easily be audited and cleaned periodically.

For what it's worth, we also give a myriad of people that are not directly employed by us email accounts. Really anyone interacting with student data or that needs to use a device on our network. Even just lately we've been creating accounts for folks at other private schools in the area that need to access our EdDoc as many of those private schools don't enforce 2FA on their staff accounts. That way we can be sure the email account is protected with 2FA and, since we enforce single sign-on with EdDoc, that account is protected as well.

We manage all that non-employee stuff with a spreadsheet and a script that sends out email notifications based on dates in a column. Every external user has to have an end date and a designated liaison within our district. The liaison has to follow up or the accounts get closed. If it's someone that needs an account for the longer term, we require yearly follow ups with the liaison within our district to affirm that they need the account for the upcoming year. This process covers any external users that need email accounts, devices, key card access, snow day alerts, all that jazz.

On Fri, Sep 26, 2025 at 11:02 AM Tim White <[log in to unmask]> wrote:

I should clarify that they are give a generic account like "[log in to unmask]" and that that account is reused.

Tim

Tim White (he/him)

Director of Technology
Addison Northwest School District
Suite B100 

11 Main St
Vergennes, Vt. 05491
802-870-8912

On Fri, Sep 26, 2025 at 10:49 AM Tim White <[log in to unmask]> wrote:

I create one sub account for each of our schools. This gives the regular teachers a place to forward information and I think also a way to share Google Classroom. Sometimes it's just used to share Google Drive files.

Tim

Tim White (he/him)

Director of Technology
Addison Northwest School District
Suite B100 

11 Main St
Vergennes, Vt. 05491
802-870-8912

On Fri, Sep 26, 2025 at 10:44 AM Bjorn Behrendt <[log in to unmask]> wrote:

I am curious, do you give (non-long term) substitute teachers school email accounts?  

--

Bjorn Behrendt M.Ed 

MRUUSD: Director of Technology, Data, and Innovation

802.786.3998 x 296

Schedule a time to meet

"Thank you & Never Stop Learning" 

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