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Hi,

I am interested to know how other campuses use campus-wide e-mail distribution lists.

We are a small campus of 750 students. We have separate faculty, staff, and students distribution lists that all faculty and staff members can use w/o any restriction. We now find that this open behavior is not appropriate for our administrative business model. I would like to know whether other campuses are having similar issues and if so, what options are working for them. Thanks you for any feedback.

Kanaka Kumara
IT Director
Eureka College, IL
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

We have moved away from e-mail lists and instead developed our own bulletin board system that allows authorized users to post announcements.  It is called "UM Today."  The ones who submit announcement can designate messages as being appropriate for display on the campus website.  You can see these in the lower right-hand corner of http://www.olemiss.edu.   Also, authorized users can designate messages as being of type emergency, and these are automatically directed to our emergency website. A daily summary of announcements goes out each morning as a single e-mail and is also available as the landing page in portal with a real time look up and display.  From within portal, we can display "private" messages such as advisor alerts listing advisees that have two or more D or F midterm grades,  We offer a few categories of authorized users the ability to send announcements immediately as e-mail and/or 2SMS text messages.  Very few people beyond instructors and advisors have the ability to send immediately.  We get some complaints about people not reading UM Today, but overall think this approach is far superior to the constant e-mail deluge that we used to have.  

From: Kanaka Kumara <kumara@EUREKA.EDU>
Reply-To: EDUCAUSE Listserv <CIO@LISTSERV.EDUCAUSE.EDU>
Date: Thu, 13 Oct 2011 14:35:36 -0500
To: EDUCAUSE Listserv <CIO@LISTSERV.EDUCAUSE.EDU>
Subject: [CIO] Campus-wide e-mail distribution

Hi,

I am interested to know how other campuses use campus-wide e-mail distribution lists.

We are a small campus of 750 students. We have separate faculty, staff, and students distribution lists that all faculty and staff members can use w/o any restriction. We now find that this open behavior is not appropriate for our administrative business model. I would like to know whether other campuses are having similar issues and if so, what options are working for them. Thanks you for any feedback.

Kanaka Kumara
IT Director
Eureka College, IL
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


We also have lists, but they are moderated.  Selected people are allowed to log in and approve messages.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
  John R. Davis  <davisj@marietta.edu>
  Chief Information Officer
  Marietta College
  215 Fifth St.
  Marietta, OH  45750
  Voice: 740-376-4390
  Fax:   740-376-4812
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

From: "Kanaka Kumara" <kumara@EUREKA.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Thursday, October 13, 2011 3:35:36 PM
Subject: [CIO] Campus-wide e-mail distribution

Hi,

I am interested to know how other campuses use campus-wide e-mail distribution lists.

We are a small campus of 750 students. We have separate faculty, staff, and students distribution lists that all faculty and staff members can use w/o any restriction. We now find that this open behavior is not appropriate for our administrative business model. I would like to know whether other campuses are having similar issues and if so, what options are working for them. Thanks you for any feedback.

Kanaka Kumara
IT Director
Eureka College, IL
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Hello:
 
You are not alone. We have a similar arrangement on our campus. The current environment is out of control.  We have implemented some simple rules to follow but unfortunately, the rules are ignored. We are also looking for some solutions that worked.
 
Thanks
George


 
 
George Pyo
Chief Information Officer
Saint Francis University
Loretto, PA. 15940
(814)472-3090
gpyo@francis.edu>>> Kanaka Kumara <kumara@EUREKA.EDU> 10/13/2011 3:35 PM >>>
Hi,

I am interested to know how other campuses use campus-wide e-mail distribution lists.

We are a small campus of 750 students. We have separate faculty, staff, and students distribution lists that all faculty and staff members can use w/o any restriction. We now find that this open behavior is not appropriate for our administrative business model. I would like to know whether other campuses are having similar issues and if so, what options are working for them. Thanks you for any feedback.

Kanaka Kumara
IT Director
Eureka College, IL
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Message from dthibeau@post03.curry.edu

Kanaka,

 

We maintain distribution lists of both staff and faculty as well as one for each class i.e., MGT-1001-3.  These are available internally only to our staff and faculty.  The class lists are very handy and helpful.  The staff and faculty lists are used a lot and the majority of the messages are valuable and meaningful.  Of course we get the occasional junk that it is inappropriate and too often people use reply/all.  In the end, we feel they are worthwhile.

 

We have student lists including: All student, or by type (CE, Grad, Traditional), or by class (freshmen, sophomore, junior and senior).  These lists are restricted and posting to them is done through the Dean of Student’s office only.  All the lists mentioned are maintained via an automated system that updates them each night so that we don’t have to worry about manually maintaining them.

 

Like Kathy from Ole’ Miss, we also have a portal where announcements are more appropriately posted.  But e-mail is still the most popular vehicle for communication among staff and faculty at Curry.

 

Dennis Thibeault

CIO, curry College

 

We follow the same procedure as Marietta College.

 

Anita L. Brown

ITS Operations Manager

St. John's College

P.O. Box 2800

Annapolis, MD 21404-2800

410-626-2508

Anita.Brown@sjca.edu

 

Annapolis Help Desk email:      helpdesk@sjca.edu

Annapolis Help Desk phone:   410-626-2892

Use of our broadcast mail lists is tightly controlled, and we have a policy that restricts their use to narrow and important purposes, such as emergencies, weather closings, etc.

The big and essential exception is that anyone can email all those who report to him or her. So the provost can email (or authorize emails) to all faculty and students, VPs can email their units, deans can email the faculty and students in their schools, etc.  Overuse has been limited by awareness (fostered by advance education) that overuse tends to result in email going into spam folders.

But broadcast email from the provost and VPs has gone up quite a bit over the past four years, as we have all but abandoned paper mail on campus.

Rick

We created what we call "The Daily Buzz".  Employees can login to this system and post a message they want to send out to the campus (employee DL).  The Daily Buzz has different categories of messages (General, Congratulations, Business Process Change, etc.).  The "poster" can attach up to three attachments to the message (these attachments are then posted to a public website directory so they don't actually go with the email).  The Daily Buzz comes out every work day at 9am.  Employees can schedule a buzz for a later date  and cancel or edit a buzz announcement that hasn't been sent.  It has significantly reduced the number of email messages sent to the all employee DL.  In addition, all the announcements are in a database and folks can easily search for past announcements by key words, categories, etc.

All written on asp.net and we're happy to share the code if anyone wants it.

Attached is an example of a daily buzz.  Please ignore the poor graphics in the print (caused by combination of Google Mail & Adobe).

Thanks,

Dustin

-----------------------------------------------------------------------
Dustin Fennell
Vice President and CIO
-----------------------------------------------------------------------
Scottsdale Community College
9000 E. Chaparral Road
Scottsdale, AZ 85256-2626
Phone (480) 423-6277
Cell (623) 734-7496
Google (623) 239-2864
Fax (480) 423-6055
dustin.fennell@scottsdalecc.edu
----------
Assistant: Alice Kirk, 480-423-6311, alice.kirk@scottsdalecc.edu

               

"During economic downturns, innovation is the single most important condition for transforming the crisis into an opportunity." - Sami Mahroum





We've done a very similar thing called Central/Today! It has eliminated internal spam, has categories to post to, comes out daily at 8:30am, allows for up to 2 attachments and auto creates hotlinks to any URL in the text, etc. Etc. We also have some distribution lists, but they are limited. Carmen Rahm Central Washington University >>> Dustin Fennell 10/13/11 17:59 PM >>> We created what we call "*The Daily Buzz*". Employees can login to this system and post a message they want to send out to the campus (employee DL). The Daily Buzz has different categories of messages (General, Congratulations, Business Process Change, etc.). The "poster" can attach up to three attachments to the message (these attachments are then posted to a public website directory so they don't actually go with the email). The Daily Buzz comes out every work day at 9am. Employees can schedule a buzz for a later date and cancel or edit a buzz announcement that hasn't been sent. It has significantly reduced the number of email messages sent to the all employee DL. In addition, all the announcements are in a database and folks can easily search for past announcements by key words, categories, etc. All written on asp.net and we're happy to share the code if anyone wants it. Attached is an example of a daily buzz. Please ignore the poor graphics in the print (caused by combination of Google Mail & Adobe). Thanks, Dustin ----------------------------------------------------------------------- Dustin Fennell Vice President and CIO ----------------------------------------------------------------------- Scottsdale Community College 9000 E. Chaparral Road Scottsdale, AZ 85256-2626 Phone (480) 423-6277 Cell (623) 734-7496 Google (623) 239-2864 Fax (480) 423-6055 dustin.fennell@scottsdalecc.edu ---------- Assistant: Alice Kirk, 480-423-6311, alice.kirk@scottsdalecc.edu "During economic downturns, innovation is the single most important condition for transforming the crisis into an opportunity." - Sami Mahroum

At Norwich email lists and sending distribution emails is strictly controlled and must go through the office of communications.  This applies to university announcements on the university portal as well.  Time sensitive emails such as emergencies are permitted via Email notification but for the most part, the portal is the preferred platform of communication.

 

This, alongside with Faculty access to class email lists of course.

 

 

 

Joe Morvan

Dir of ITS

Norwich University

 

Dustin's reply reminded me that our Provost added a weekly "Next Week at Wake Forest" email that aggregates of lot of those requests for announcements. The newsletter is built manually with cut and paste.

Rick