Distribution Lists

Division: 

Administration & Finance

Department: 

Information Technology Services

Contact Information: 

Nish Malik / Associate Vice President and Chief Information Officer, Information Technology Services / (415) 405-4105 / nish@sfsu.edu

Effective Date: 

Monday, August 1, 2011

Authority: 


Objective: 

The purpose of this Practice Directive is to outline and define a consistent campus response to the use of email for distributing announcements, notices, and other information to a wide campus audience.


Statement: 

Background

There has been growing interest in and demand for the use of email as a mechanism for distributing announcements, notices, and other information, to a wide campus audience. The purpose of this document is to outline and define a consistent campus response to such requests.

Why have a distribution list Practice Directive?

  • Because of the impact of distributing mass emails on campus email systems
  • To limit the amount of unwanted mail sent to campus users’ accounts
  • To reduce the likelihood of inconsistent decisions about the use of distribution lists

 
SF State e-mail distribution lists (listservs) are available for current faculty and staff members. A faculty or staff member can delegate the management (adds, changes, deletes) of an e-mail distribution list to a student worker; however, ownership of all-campus lists remain the responsibility of the current faculty and staff member who originated it.

Transferring Ownership of a Distribution List

It is the responsibility of the distribution list owner to inform DoIT before transferring ownership to another faculty or staff member; otherwise, the person of record is still the original owner.

Distribution List Review

When a distribution list is setup, it triggers an annual review process from that date.  Each year, DoIT will send an email to the owner requesting confirmation that they still require the distribution list they own.  If there is not response within two weeks, we reserve the right to remove the distribution list.

Related Policies

By submitting this form you certify that you agree to abide by all California State University and SF State policies. Policies particularly relevant to distribution lists include, but are not limited to:
Information Security Program 
Acceptable Use
E-mail Security