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Guidelines for
Use of the College Email Distribution Lists on the A&L Server
(OUTLOOK)
The College is guided by
an attempt to become a "paperless College." However, the use of
the college-wide mailing lists should be used with great discretion.
If a list is being used to distribute a document or lengthy communication,
it would be preferable to web-post the document (with date of latest
update) and hot-link to it in the e-mail. This will allow for cleaner,
easier handling of misspellings, omissions, etc., as opposed to
follow-on e-mails with corrections. Please observe the following
guidelines when considering whether use of a list is appropriate.
- Use
of the lists is for Dean-approved communications only.
- The
Dean (and, if appropriate, the Associate Deans) should be copied
on any email sent to any College distribution list.
- Send
e-communications only to groups who would have received the communication
directly from the Dean' Office via hard copy mailings in the past.
- Chairs
and Directors are primarily responsible for an informed and active
faculty. Continue to use the C-D list as the prime method for
distribution to faculty.
Appropriate
use of "All Faculty," "All Staff," or "All
Faculty and Staff" lists would include:
- Regular College news/info bulletins (with links
to events calendar, College committee minutes and agendas, policy
updates, grants page, diversity programming, new postings to the
College website with a hot link to the page, etc.)
- Information
or surveys requesting a response that comes directly to the Dean's
Office and is not first compiled at the Department/School level
- College
policy or procedural matters where their timely implementation
requires immediate communication
- Notification
of deadlines for University/College grants and competitions (IRGP,
College Fund for International Travel, etc.)
- Emergency
and other timely announcements concerned with the well-being of
the College (ad-hoc committee reports, etc.)
Inappropriate
use includes:
- Routine
information (this may be referenced on periodic bulletin)
- Committee
minutes and routine reports (the periodic bulletin can refer faculty
to committee communications)
- Publicizing
events (the college maintains an online events calendar for this
purpose; please contact the college's director
of communications for assistance in publicizing events)
- Solicitations
of any kind
In general,
the preferred method of distribution is the Chairs and Directors
list, whose members can decide if a particular message should be
forwarded to their faculty and staff. The e-mail should state that
further distribution is at their discretion.
If possible, prior to a distribution to the
"Faculty," "Staff," or "Faculty and Staff"
lists apreview copy should be sent to Chairs and Directors as a
"heads-up."
Questionable
use of the lists should err on the side of disseminating through
the Chairs and Directors rather than using the global lists.
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