1. The subscription list for each the official lists is refreshed automatically on a weekly basis from information in the Student (PeopleSoft) and Human Resources (Genesys) databases. Individuals are subscribed to the official lists using the individual’s University of Connecticut Standard Personal Name email address.
2. It is strongly recommended that each official list (except for UCONN_3D_ASSISTANTS-L list) will have at least two Moderators assigned to oversee the list.
3. The current list of official email lists is maintained at this site.
4. UCONN_3D_ASSISTANTS-L list (Administrative Support Staff) permits sending of messages by anyone who is subscribed to the list (based on Human Resources database).
5. Subscription to the UCONN_3D_ASSISTANTS-L list and UCONN_3D-L (Deans, Directors and Department Heads) is based on the individual having an appropriate collective bargaining unit code and/or class code within the Human Resources (Genesys) database. However, the system is capable of making exceptions in the case where the job requirements of the individual require such inclusion. A senior manager (director or above) who feels that a particular individual within their area should be included in either the UCONN_3D_ASSISTANTS-L list and UCONN_3D-L list, even though the job does not have an associated class code that would result is automatic subscription to the list, may request a review of the situation from the Policy and Quality Assurance Consultant in the office of the Vice Chancellor for Information Services to determine if the individual’s class code should be included in the list of applicable codes or whether an exception should be made for that individual.
6. The UCONN_3D-AL list is a super list that includes members of both the UCONN_3D_ASSISTANTS-L and UCONN_3D-L lists. Except under rare circumstances, messages that are intended for Deans, Directors and Department Heads should also be sent to the UCONN_3D-AL list.
7. Individuals who wish to utilize one of the official email lists should review the Policy on the Use of Official Email Lists and the referred to documents to ensure that the message is appropriate for the official email lists, that the correct list has been chosen (based on the desired target population), and that the message adheres to the General Formatting Guidelines.
8. Individuals wishing to post to an official list (sender) will submit their formatted message via email to the appropriate list (See http://listserv.uconn.edu/announce/lists.html for the addresses of the official email lists.)
9. The sender will automatically receive a confirmation notification that his/her message has been received by the Moderators of the list.
10. The Moderators of the specific list will receive the message in an email called an approval notification, and will be asked to approve th e message. (Some coordination should take place among the Moderators of a particular list to determine who is to be the primary individual to approve messages.)
11. The Moderator should review the message with respect to its purpose, intended audience and format to determine its suitability for the specific list.
    • If the message is suitable for posting, the moderator should hit ‘Reply’ and type the single word ‘OK’ (upper or lower case) in the body of the message. It is important that Moderators do not include a signature block in the body of the approval message. Once approved the message will be distributed to all subscribers to the list, the "From" block will correctly show the name of the originator of the message, and the Moderator will receive confirmation that the message was successfully distributed. The Moderator should then notify the sender that the message was successfully distributed, since the Moderator may not be subscribed to that particular list.
    • If the message is not suitable for posting to that particular list, or if there are formatting issues, the moderator should contact the sender to suggest an alternate list or recommend formatting changes. Moderators should not make any edits to the message before approving the message, because doing so will incorrectly place the Moderator’s name in the "From" block.
12. Once a message has been approved for distribution by one of the Moderators, any additional attempts to approve the message by another Moderator will result in a "file not found" message. If after a certain period of time none of the Moderators approves a message for distribution, the server will discard the message.
13. In the case where the original message comes from a Moderator or from an Editor (an Editor is a super poster; an individual who can post directly to the list without going through a Moderator for approval), the message will automatically be distributed to all of the subscribers without requiring any additional confirmation.
14. All messages distributed via one of the official email lists will be archived for one year and viewable via the web (See http://listserv.uconn.edu/announce/)

Last updated on February 24, 2004