• CIS Homepage
  • CIS HelpDesk
  • CIS SharePoint
  • CIS Internal Wiki


Skip to end of metadata
Go to start of metadata

Statement and Purpose


Table of Contents


Communicating with email between employees and departments is an important institutional activity and email "distribution lists" make group communications easy. Here is a reminder about the proper lists, the types of messages, and who is able to send messages to what list. 

Download Policy as PDF

Entities Affected By This Policy:

All University employees who use the campus-wide email distribution lists (DL's) to send email to all employees or subgroups of employees.

List Types:

There are two primary groups of employee email lists: automatically maintained and manually maintained.

Automatically maintained (based on Banner employment data) lists. These lists have "(restricted)" in the list name and are updated nightly based on employee status:

  • !Fac/Staff (restricted) 1,060 people, composed of the individual sub-lists below
    • !Faculty (restricted) ~240 employees
    • !AdjFaculty (restricted) ~375 employees
    • !Staff (restricted) ~430 employees
    • !TempStaff (restricted) ~15 employees
  • Any list member of  the !Fac/Staff (restricted) DL's can post messages. The Fac/Staff (restricted) DL's are visible in the email Global Address List (the GAL) for ease in finding and using the proper lists.

Manually maintained lists:

  • !Facnet - maintained by the Provost's Office (roughly 300 list members)
  • !Staffnet - maintained by Staff Council (roughly 400 list members)

These are rough membership counts as of April 2015.
 


 

Policy Version: 1.0

Effective Date: April 14, 2015
Last Updated:
 January 31, 2017

Responsible Office:
Computer & Information Systems
Responsible Executive:

AVP Technology Services/CIO 

Employee Email List Use and Etiquette


!Fac/Staff (restricted) list(s)


Includes the sub-lists !Faculty (restricted), !AdjFaculty (restricted), and !Staff (restricted).

  • Purpose:  for all official departmental and campus announcements (not !Facnet and !Staffnet -- see below).
  • Membership is updated nightly based on Banner employment data (mandatory membership based on employee standing).
  • All employees can post to these lists and all messages will be sent to all list members.
  • The lists will appear in the Global Address List (GAL).
    • Use a sub-list if more appropriate for your audience and message.
  • Intended for SPU official business or academic announcements, communications, events, and activities.
    • Carefully review and proof-read all messages (typo's, dates/times, locations).
    • Refrain from multiple messages about the same event or activity (once or twice is sufficient).
    • Be careful when replying to a message. Especially be careful with "Reply-ALL".

!Facnet List 


  • Purpose: for less formal faculty communications (unlike “!Faculty(restricted)”).
  • List membership is restricted and maintained by the Provost's Office (primarily teaching faculty, academic administration, emeriti, and a few others).
  • Only list members can post messages to the list.
  • Contact the Provost Office for additions or deletions.
  • A free-flow dialog and discussion among list members about topics of interest to the list membership. Only list members can post or receive.
  • Also allows posting of more personal messages (non-SPU events of interest, ticket exchanges or resale, etc.).

!Staffnet List


  • Purpose: for less formal staff communications (unlike “!Staff (restricted)”).
  • List membership is restricted and maintained by the Staff Council (primarily for SPU staff employees).
  • Only list members can post messages to the list.
  • Contact Staff Council for additions or deletions.
  • A free-flow dialog and discussion among list members about topics of interest to the list membership. Only list members can post or receive.
  • Also allows posting of more personal messages (non-SPU events of interest, ticket exchanges or resale, etc.).
  • No labels