Procedures for Establishing a Short Term Use Listserv List with Data Services

The one-time Listserv list will be used to target smaller audiences and specific groups on campus for a particular mailing, announcement, newsletter, survey, or an upcoming event that are not accommodated by the megamail process. Any email addresses provided by University Human Resources, Data Services Office, for a Listserv list is to be used for the sole purpose of the one-time mass mailing and not to be used in any other capacity or manner. All email addresses will remain confidential and will not be provided to the department making the request. In the event, there are email addresses that bounce back to the individual employee using the Listserv list that employee has no authorization to use those email address for any other means.

Following are the guidelines for departmental users establishing a Listserv list through Data Services in conjunction with OIT for a one-time only mass mailing. Otherwise, the department should establish an ongoing listserv to use on a recurring basis (monthly, weekly, etc.) through OIT procedures or the megamail process.

1. Departments should have approval by their Divisional megamail coordinator, or representative before submitting a request to Data Services for establishing a Listserv list.

2. The department should submit a Listserv List Request form to Data Services outlining the details for the Listserv list.

3. Specify, if a random population is needed in your request.

4. MUST GIVE AT LEAST ONE WEEK ADVANCE NOTICE

5. The Listserv List will be available for use for a period of two weeks. After two weeks the list will be made unavailable for use.

6. The Listserv lists will be configured to allow attachments and also to allow HTML (sometimes called stylized text) in postings.

7. Listserv will notify you via email when the Listserv List posting has been processed.

TO:         DATE:


FROM:             EXT: 


DEPARTMENT:


NAME OF DIVISIONAL MEGAMAIL COORDINATOR:


LISTSERV LIST REQUEST DUE DATE:
The Listserv List will be made unavailable two weeks from this date unless noted otherwise.


BRIEF DESCRIPTION OF REQUEST:



LISTSERV LIST SPECIFICATIONS

Names and email addresses of employees who will be allowed to post to the listserv list:



Name and email address of employee who will receive replies made to the listserv list:



A short title for the mailing (8-10 characters only):




Subject line for mailing:



Would you like to receive a copy of the Listserv List posting?

Yes        No


List PHR Unit Codes (15-digit codes) from which you would like data pulled:


TYPES OF EMPLOYEES: (Choose all applicable categories)

01 Faculty Tenured 02 Faculty Non-Tenured, On Track 03 Faculty Non-Tenured, Term Contr 15 Faculty Non-Tenured, Continuing Contr 20 Nonexempt Regular 22 Nonexempt Contingent II 31 Nonexempt Contngent I 33 Exempt Regular 35 Exempt Contingent II 34 Exempt Contingent I 04 Graduate Assistant 25 Faculty, Contractual 36 Faculty, Hourly 37 Faculty, Non-Tenured, Non Regular 14 Student 16 Graduate Student Hourly 19 Trainee Employee


Full Time
Part Time
Both


SPECIAL INSTRUCTIONS: