Electronic Mail Distribution List Schedule

Schedule overview

1 Purpose

To detail the types of Email Distribution Lists, their owners and identify those functions authorised to send to these lists.

2 Scope

This schedule must be read in conjunction with the Use of Electronic Mail Procedure and is subordinate to it.

3 Schedule

Table 1 Distribution List Characteristics

Distribution list type

Characteristics

Organisational

  • These lists are based on organisational units or groupings of University Members and are maintained using information from the Human Resources system via the Identity Management system. Employees are unable to opt out of organisational lists.
  • List Owners will be appointed. The ability to send to organisational email lists is limited to the nominated List Owner and authorised positions/functions. For example: sending messages to large Email Distribution Lists such as the #University Communications list (refer Table 2 and 3).

Self-subscription

  • Employees may add or remove themselves from the lists via UConnect> UWork> Request IT>Subscribe to Email Distribution List.

Examples of Self-subscription lists include:

  • # USQ Community Noticeboard
  • # USQ Seminars
  • # USQ Women's Network INC

Other

  • To request the creation of a new distribution list, an Employee user must log an ICT Self Service request via the University's website and include:
  • the proposed name of the distribution list
  • the purpose for which the list is to be used
  • the name/email address of the List Owner.

Table 2: HR Category 1 & 2 Organisational Email Distribution List Owners

Distribution List*

List Owner

# University Communications (all staff)

Vice-Chancellor

# Academic Staff

Executive Deans

# Professional Staff

Vice-Chancellor

# Toowoomba - All Staff

Vice-Chancellor

# Ipswich - All Staff

Vice-Chancellor

# Springfield - All Staff

Vice-Chancellor

# Enterprise Services Division

Deputy Vice-Chancellor (Enterprise Services)

# DVC - Research & Innovation

DVC (Research & Innovation)

# Student Services Portfolio Toowoomba Staff

Pro Vice-Chancellor (Student Services)

# Student Services Portfolio Springfield Staff

Pro Vice-Chancellor (Student Services)

*All HR Category 1 & 2 delegates are authorised to send electronic mail messages to any of the distribution lists above.

Table 3: Functional Areas authorised by the List Owner to send to # University Communications Organisational Email Distribution List

Functional Area

  • messages from the Council
  • messages from Academic Board
  • messages from Vice-Chancellor's Executive (VCE) members
  • approved communiqu├ęs with University-wide relevance
  • Employee benefit notices (Human Resources, Travel)
  • superannuation notices
  • ICT Training
  • ICT Alerts
  • Human Resources Professional Development
  • Learning Teaching Services Professional Development
  • career opportunities
  • USQ News
  • Campus Services Notice
  • Campus Services Alert
  • Notification of minor procedural changes.

4 References

Nil.

5 Schedule Information

Accountable Officer

Executive Director (ICT Services)

Responsible Officer

Executive Director (ICT Services)

Policy Type

University Procedure

Approved Date

14/2/2018

Effective Date

19/2/2018

Review Date

17/9/2017

Relevant Legislation

Related Policies

Acceptable use of ICT Resources Policy

Code of Conduct Policy

Records and Information Management Policy

Student Communication Policy

Student Expectations and Responsibilities Policy

Related Procedures

Use of Electronic Mail Procedure

Related forms, publications and websites

Definitions

Terms defined in the Definitions Dictionary

Council

Council means the governing body, the University of Southern Queensland Council....moreCouncil means the governing body, the University of Southern Queensland Council.

Employee

A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Student

A person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course....moreA person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

University Members

Employees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academic...moreEmployees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academics; Volunteers who contribute to University activities or who act on behalf of the University; Individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors and consultants, where applicable.

Definitions that relate to this schedule only

Email Distribution List

An Email Distribution List is a collection of University Member email account addresses. It provides an easy way to send e-mail messages to a group of people. There are several types of distribution lists:

  • Organisational Email Distribution List

    ICT Services is responsible for the implementation management and support of Organisational Email Distribution Lists. These lists are based on organisational units or groupings of University Members and are maintained using information from the Human Resources system via the Identity Management system. Employees are unable to opt out of organisational lists. List Owners will be appointed
  • Self-subscription Email Distribution List

    Email Distribution Lists that Employees may subscribe to according to individual need or interest. Employees may add or remove themselves from the Employee self-subscribe lists.
  • Other Email Distribution Lists

    The purpose of the list must pertain to University business. Lists with the same membership should not be duplicated. Lists are not open to external University Member subscribers. It is the List Owner's responsibility to manage the list's subscribers. A list may not be used under any circumstances to participate in or promote activities that are illegal or violate the University's Code of Conduct Policy or the ICT Information Management and Security Policy.

List Owner

A Nominated position responsible for authorising the sending of email correspondence to a nominated Email Distribution List and responsible for authorising other positions/roles to send to a nominated Email Distribution List.

Keywords

Record No

14/2203PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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