Listserv Management

hoverholt — Wed, 24 Jul 2024 16:33:06 +0000

Listserv Management hoverholt Wed, 07/24/2024 - 12:33

1-042

Cabinet

07-23-2024

Listserv Management

The Office of College Communications and Marketing is responsible for ensuring adherence to this policy. The Chief Communications and Marketing Officer and designee must be members of all official college lists. Failure to comply with the policy will result in a warning. After three reminders, Communications and Marketing will contact the individual’s supervisor and inform the individual that they will not be allowed to send to the list for at least 30 days.

List Moderation for Official College Lists

Every list must have at least two moderators, full-time employees of �鶹��ý�Ŷ�, a main moderator, and an alternate as backup. Moderators may not moderate email posts they submit. Any student who requests a new listserv list must provide the name of a full-time employee who will serve as the sponsor for the list. Moderators are responsible for reviewing and approving email messages posted to the listserv within one business day, using the following guidelines:

Emails must have a clear subject line.
Emails must meet accessibility standards. Images must not be embedded unless alt-tags are included for screen readers. Attachments are prohibited. Web links should be used if further information is required.
Events are not permitted to be shared via listservs. To promote an event, visit the Events Calendar. (Please note that events are shared campus-wide via the events newsletters automatically derived from the online events calendar.)
Updates, mainly recurring and information that is not urgent, should be submitted to Today at �鶹��ý�Ŷ�.
Emails should be proofed for accuracy and must be free from typos and significant grammatical errors.
Messages must be aligned with the purpose of the list. See Table 1 below.
Messages must follow all related college policies (e.g. Information Technology Acceptable Use, Promoting a Respectful Workplace, Zero Tolerance of Threats/Violence, etc.)

Official	Membership	Purpose	Approving Office(s)
�鶹��ý�Ŷ�911-L	All employees and currently enrolled students	Emergency notifications	University Police, Incident Management Team
allstudents-L	All currently enrolled students	Official College policies, SUNY policies, legal mandates, and any messages students need to know to be students in good standing.	Dean of Students, Office of the President, Communications and Marketing
academicsstudents-L	All currently enrolled students	Important information about academics, such as changes in policies and procedures, calendar information and upcoming deadlines.	Registrar, Advising Office
allstaff-L	All employees	Cabinet-level communications, crisis/issues communication, employment information.	Office of the President, Communications and Marketing, Human Resources
emeriti-L*	Emeriti faculty and retired staff	News of interest to retirees	Office of the President, Communications and Marketing
studentnews-L	All currently enrolled students	College or department updates, including newsletters.	Dean of Students, Communications and Marketing
oncampus-students-L	All currently enrolled students living on campus	Information intended for all residential students	Dean of Students
offcampus-L	All currently enrolled students living off campus	Information intended for all students living off campus	Dean of Students
faculty-L	All academic faculty members	Information relevant to academic faculty members	Communications and Marketing
academicfaculty-L	All teaching faculty members	Information for all academic faculty, including professional staff who teach courses	Provost Office
DDC-L	Deans, directors and department heads	Information for leaders intended to be cascaded to staff appropriately	Communications and Marketing, Human Resources
Senate-L	All members of College Senate	Information related to College Senate matters, including agendas, minutes, etc.	College Senate
MC-L	Administrative professionals	Information for management confidential staff only	Human Resources
adminasst-L	Administrative staff in all departments	Information for administrative assistants	Human Resources
CSEA-L**	CSEA bargaining unit members	Information for CSEA bargaining unit members only	CSEA President, CSEA Secretary
UUP-L**	UUP bargaining unit members	Information for UUP bargaining unit members only	UUP President
professional-L	All UUP non-teaching professionals	Benefits and payroll information for UUP non-teaching professionals	Human Resources
classified-L	All CSEA, Police, and PEF members	Benefits and payroll information for CSEA, Police and PEF members only	Human Resources

* List members may opt out.

** Bargaining unit listservs may send events and/or attachments.

Emails not complying with the above guidelines and purpose will be rejected. The original sender will be required to make corrections and resend as directed.

Sending to multiple lists with cross-membership is not permitted. (e.g. sending the same message to faculty-L, classified-L, and professional-L). If it is targeted to all faculty and staff, Today at �鶹��ý�Ŷ� should be used.

Google Group Lists

Google Group lists, such as factalk-L and others used by smaller groups and departments, must have at least two owners responsible for the guidelines above and membership for their group.

If a Google Group owner separates from �鶹��ý�Ŷ�, the separating owner must be removed, and a new one must be established and identified by submitting a CIT Helpdesk ticket.

Google Group lists not used for longer than a year, or whose owner or sponsor is no longer an active �鶹��ý�Ŷ� staff member for more than a year will be deleted.

Messages posted to Google Group lists must comply with all College policies.

Annually

Kerri Howell

Chief Communications and Marketing Officer

07-23-2024

Member

Listserv Management

Listserv Management

List Moderation for Official College Lists

Google Group Lists