University Email Lists

Functional Administrative Email List Owners and Posting Rules

Each email list has an authority and/or owner. For the functional administrative email lists, the list authority/owner is determined based on the function of the list. 

Authority

The Authority is responsible for:

• Determining who can post to the list;
• Approving content sent to the list (if posting to the list is moderated);
• In the case of Role Lists, determing who can subscribe to the lists; and
• Nominating the list owner/s.

List Owner

The List Owner performs administrative functions related to the email list, including changes requested by the Authority if the Authority does not administer the list. It is the list owners responsibility to check with the Authority that the post meets the criteria for content before posting to the list.

When receiving a message from within your area to post to the list it is the list owner’s responsibility to check with the Authority that it meets the criteria for content. This will include checking presentation and ‘formatting’ requirements. 

If the person designated to send messages goes on leave, or leaves the position, the Authority may need to change sending privileges.

List Rules

The following rules are based on advice provided by the Division of Information.

• Emails must be in 'plain text' formatting.
• No attachments are to be sent to any of the lists.
• Emails should be short and concise - no longer that the equivalent of one screen of 24 lines x 80 characters of text.
• All emails must have a relevant Subject heading.
• All emails must contain the name of the authorising officer.
• All emails must not solicit responses directly to the email list, but to a clearly nominated contact officer.

Tips and Techniques

When sending emails to the lists it is important that:

• The information contained in the message is sent to the right people; and
• It arrives on their desktop machine in a legible form.

The Division of Information has provided a number of tips and techniques to help ensure the information in a message is in a legible form.