Listserv Policy

Approved: February 27, 2018

Purpose

Information is constantly being shared between individuals associated with the University of Wisconsin (UW) - Whitewater. Targeted communication from Listservs create a streamlined process for information delivery. However, it is imperative that these lists are properly maintained and managed in order to prevent inappropriate messaging or spam. This policy provides guidelines and processes when requesting and managing UW-Whitewater Listservs.

Scope

This policy applies to individuals or entities who require access and distribution of email Listservs (UW-Whitewater faculty, staff and students).

Definitions

Listserv: This term is commonly used to refer to email software list applications; a group of email addresses used for distribution. All lists hosted on the UW-Whitewater Listserv system must be related to the UW-Whitewater (ex: research discussion or campus wide committee).

List Manager: The person responsible for a list is known as the List manager. Every list must have a List Manager and the List Manager must be a full time employee, professor, officer or administrator at UW-Whitewater. Any student who requests a Listserv list must provide the name of a full-time employee, professor, officer or administrator to serve as the sponsor for the list.

Subscribers: Individual email addresses contained in a Listserv email list are known as members or subscribers.

Policy Statement

In support of instruction, research, and administrative functions, UW-Whitewater provides a campus email system to share information, to improve communication, to transact university business, and to exchange ideas. E-mail is considered an official means of communication for the members of the UW-Whitewater community. To that end, the requesting and managing of University Listservs must adhere to the proper process and classification.

To request a Listserv, the List Manager will submit a ticket with the UW-Whitewater Help Desk. The request will be sent to a Listserv administrator in the ITS Network Operations Center who will create the initial listserv entry. When requesting a list, the List Manager will be required to select from the following list types.

• Type 1 - No Reply. List definition and parameters will be set such that only the List Manager can send emails to the email list (no reply capability).
• Type 2 - Reply to List Manager/pre-defined list email. List definition and parameters will be set such that list members/subscribers can reply to emails and the reply will go to the List Manager or a pre-defined email address.
• Type 3 - Reply with approval. List definition and parameters will be set such that list members/subscribers can reply to any and all list members, following the List Managers approval, per each requested response.
• Type 4 - Discussion Group. For lists where discussion among all list members/subscribers is needed, parameters will be set such that each list member can reply to any and all list members/subscribers. Lists of this type should not exceed 250 members.

List Management

The List Manager is responsible for maintaining the list on a day-to-day basis. They are also the point of contact regarding amendment requests or issues with the list. Responsibilities for this individual include, but are not limited to:

• Maintaining subscribers on the list.
• Dealing with any problems that arise pertaining to their list(s).
• Unsubscribing anyone who requests to be removed.
• Managing the list limit for Discussion Group lists.

If the List Manager leaves the UW-Whitewater, a new List Manager must be established and identified to Listserv administrator by submitting a Help Desk ticket.

Lists may not target all of the employees or students at UW-Whitewater other than those managed by the UW-Whitewater administrative and marketing offices.

Lists will be archived provided the request to do so was indicated in the setup request. Lists that are unused for a period of over one year and whose List Manager or sponsor is no longer an active staff member, professor, officer, administrator or student at UW-Whitewater for more than a year may be removed from the Listserv system.

All messages and attachments that are received by the UW-Whitewater Listserv system will be scanned for known viruses before being distributed to the UW-Whitewater list subscribers. List owners or sponsors can request a list be deleted or disabled by submitting a ticket to the Help Desk. The ITS Network Operations staff reserves the right to disable a list if no list owner can be identified or if it is determined that the list is being used inappropriately. Inappropriate use (as outlined in the Acceptable Use Policy) includes but is not limited to:

• Targeting the majority of the UW-Whitewater faculty staff and/or students
• Sending inappropriate messages to the list subscribers
• Not resolving error messages that pertain to the list that they own

Support for Listservs will be handled through requests made to the University of Wisconsin - Whitewater Help Desk. This support includes but is not limited to:

• New list creation
• Assistance in list configuration changes
• Assistance in resolving problems with Listserv lists

ITS Responsibilities

The Assistant Vice Chancellor for Instructional, Communication and Information Technology is the policy administrator for information technology resources and will ensure this process is followed. Additionally, Deans, Directors and Department Heads are responsible for compliance with University policy within their respective administrative area. Exceptions to this policy require the approval of the Assistant Vice Chancellor for ITS.

Scheduled Review

This document will be reviewed on an annual basis, or as deemed necessary.