E-mail services through the LTCs

E-mail services are available through your local Learning Technology Center (LTC). All are ready for housing e-mail for previous Avenew customers.

Due to policies, funding, and staff limitations there are some restrictions:

• Accounts are only supplied to teachers and staff in Public K12 entities (schools, districts, cooperatives, etc.). No students.
• E-mail is provided through a POP3 connection. There is no IMAP or Web-based access.
• Accounts are added and deleted by the designated school contact sending adds/deletes/changes in a specific spreadsheet format to their respective LTC. The format of spreadsheets varies between LTCs and will be supplied by each.

Each school e-mail contact will be responsible for:

• Maintaining a current listing of accounts for the domain and letting the LTC know of discrepancies.
• Each entity must have, at minimum, a standard Acceptable Use Policy in place and understood by their e-mail users.
• Each entity is responsible for setup and troubleshooting e-mail client software and troubleshooting Internet connectivity status.

Each LTC is responsible for:

• Maintenance of the server.
• Keeping a copy of current account information for each domain.
• Troubleshooting of DNS and Internet Connectivity from Suburban Cook County LTC

These are general policies and may vary between LTCs.

Procedures for moving E-mail

1. Obtain a school e-mail contact list of current e-mail users from Avenew, including username, address, First name and Last name. A new password will need to be given for each user by the school contact or the user (at the school's discretion). The LTCs will keep these passwords on file as default passwords for the accounts.
2. School e-mail contact edits the list for anyone that may be left of needs an account.
3. School e-mail contact fills out a request sheet per procedures sent by the local LTC.
4. LTC will set up the server for domain and add users, The e-mail server will not be activated until the cutover.
5. The LTC, Avenew and school will need to coordinate a date and time when to cut over to the new server.
6. Before the cutover, the school e-mail contact must notify the users of the pending cutover and of their new passwords. The users must check their e-mail before the cutover time (the closer, the better). Otherwise, they may lose e-mail. Also, the POP and SMTP Server settings on the e-mail client software may need to be changed at the time of the cutover. The school e-mail contact will be notified of this once the accounts are created at the LTC.
7. A few minutes before the cutover time, the LTC, Avenew, and the school contacts should be on a conference call to coordinate the following:
   
   • Avenew switches the DNS MX record and associated address record to point to the LTC IP address for the new mail server.
   • Avenew shuts off e-mail services on their server(s) for the domain.
   • The LTC will start the mail server for the domain.
   • The school contact, Avenew, and LTC will test the servers and troubleshoot and resolve any problems.

Please contact your local LTC with any questions:

Learning Technology Center 1 South- Will, Grundy, and Kendall counties

Learning Technology Center 1 West- Kane and DuPage Counties

Suburban Cook County Learning Technology Center 1- Suburban Cook County

Learning Technology Center 1 North- Lake County

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