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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. 

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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: 1.1

Effective Date: April 14, 2015
Last Updated:
  June 5th, 2020

Responsible Office:
Computer & Information Systems
Responsible Executive:

AVP for Information Technology / CIO 

Official Campus Communications


Official communications should be sent to the restricted community lists that include all community members.  These include the !Faculty (restricted), !AdjFaculty (restricted), and !Staff (restricted) distribution lists.

  • Purpose:  for all official departmental and campus announcements (not !Facnet and !Staffnet -- see below).
    • Intended for SPU official business or academic announcements, communications, events, and activities.
    • Carefully review and proof-read all messages (typo's, dates/times, locations).
  • Membership is updated nightly based on employment data (mandatory membership based on employee standing).
  • Usage is restricted to approved senders 
    • If faculty or staff wish to send a committee related post to a restricted listserv, they must contact the Faculty Chair for posting.
    • If their post is related to university topics, official departmental news, or governance, they must contact their Dean for posting.
    • For staff who wish to post to a restricted listserv, they must contact their Department/Area Head for posting.
    • Any posts or messages that do not contain official university business should go to !Facnet for faculty and !Staffnet for staff.
  • Approved Senders
    • Senior Leadership Team / Dean's Cabinet / Provost Leadership Team
    • Department heads / Faculty Chairs
    • Executive Assistants / Key Administrative Support Staff 
    • Other senders may be approved based on specific job duties requiring campus communication.

Faculty / Staff Community Email List Use and Etiquette


!Facnet and !Staffnet are provided for community engagement and discussion.  Membership is optional, therefore these lists DO NOT include all faculty or staff.  They should not be used for official campus communications. 

!Facnet List 


  • Purpose: for less formal faculty communications (unlike “!Faculty(restricted)”).
    • 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.).
  • Membership is restricted and maintained by the Provost's Office (primarily teaching faculty, academic administration, emeriti, and a few others).
    • !Facnet does not include ALL faculty.
    • Contact the Provost Office for additions or deletions
    • Usage is for all members Only list members can post messages to the list

!Staffnet List


  • Purpose: for less formal staff communications (unlike “!Staff (restricted)”).
    • 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.).
  • 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.
    • Usage is for all members Only list members can post messages to the list

Related Policies and Procedures