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Division of Information Technology
PO Box 1510
Pembroke, NC 28372

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Phone:
910.521.6260
Fax:
910.775.4337
Email:
helpdesk@uncp.edu Location: D.F. Lowry Building, Room 110

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Phone:
910.775.4355
Fax:
910.775.4333
Email:
doit@uncp.edu Location: Carter Hall

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DoIT

Faculty/Staff Listserv Plan
Division of Information Technology
UNC Pembroke

9 Dec 2012
Revised 10 Jan 2013

DoIT

1 – Introduction
This is a plan to replace the faculty and staff listservs with an alternative set of distribution lists and listservs (hereinafter collectively called “lists”). This new model provides a medium for official announcements via email, opportunities for discussion and debate among faculty and staff, and venues for campus and personal announcements.

This document also provides initial policies on the use of the lists. These policies will serve until alternative policies are adopted.

This plan is intended to address immediate needs of the university community. The plan will be reviewed and assessed within one year of its implementation, unless it has been replaced by that time. The university community will be engaged during the review.

This plan is currently limited to replacing the faculty and staff listservs. At the time of this writing, it does not address department or student listservs, or those used by other groups. Nevertheless, the general policy statements on inappropriate communication contained herein govern all email, distribution lists or listservs.

For a printable copy of the Faculty/Staff Listserv Plan and the 2012 Listserv Survey Summary, please select the following files. The files require Adobe Acrobat Reader.

Faculty/Staff Listserv Plan (pdf)
2012 Listserv Survey Summary (pdf)

A summary of the new lists is shown below.

Name: official.announcements
Membership: Required for all faculty and staff members
Optional for retired faculty and staff
Enrollment: Automatic
Purpose: Official announcements by the administration
Posters: Faculty or staff members approved by specific administrator, chair of Faculty Senate or Staff Council.
Technology: Distribution List

Name: campus.events
Membership: Optional for any faculty or staff member or any student
Enrollment: Opt-in
Purpose: Announcements of campus events
Posters: Any list member
Technology: Listserv

Name: personal.announcements
Membership: Optional for any faculty or staff member or any student
Enrollment: Opt-in
Purpose: Announcements of a personal nature
Posters: Any list member
Technology: Listserv

Name: faculty.discussion
Membership: Optional for any faculty or staff member
Enrollment: Opt-in
Purpose: Discussion and debate among faculty
Posters: Any list member
Technology: Listserv

Name: staff.discussion
Membership: Optional for any faculty or staff member
Enrollment: Opt-in
Purpose: Discussion and debate among staff
Posters: Any list member
Technology: Listserv

2 – Policies
Each distribution list or listserv is intended for a specific purpose and should only be used for that purpose. Membership in these lists is limited to current faculty, staff and students, and, in some cases, retired faculty or staff. The Chancellor’s Cabinet may authorize the addition of other groups or individuals to these lists at its discretion.

All messages posted to these lists shall comply with federal and state regulations and university policy. Any message that does not comply will be considered a violation of the DoIT 01 03 - Appropriate Use Policy (AUP). Additional details are listed below.

These lists will be protected so that messages sent to them are not available elsewhere on the Internet. No member of any list shall knowingly make any messages posted to these lists available on a publically-accessible Internet site.

Faculty and staff should use the appropriate list in place of sending a mass email to large portions of the campus population, if a list exists for the intended audience of the message.

The university may issue additional guidance on the use of these lists from time-to-time, as events and developments dictate.

2.1 – Appropriate Communication
The university makes technology available to support the mission of teaching, research and service, to support educational activities of faculty, staff and students and to conduct university business. Any message sent to a university list should fall within those limitations. The university does allow personal use of technology so long as the use is minimal and does not incur costs to the university.

Nevertheless, any communication that does not comply with federal or state regulations or university policy is strictly forbidden. University technology, including email and the lists, may not be used for personal gain, may not be used to send slanderous or threatening messages or create a hostile work environment, may not be used to endorse a political candidate, and may not be used to send confidential or sensitive information.

This is not a comprehensive list of inappropriate communication. It is meant to illustrate those types of messages that should never be sent via university email.

3 – New Lists
The current faculty and staff lists will be replaced with those listed below.

3.1 – Official Announcements
Announcements made by the administration will be sent to the distribution list official.announcements@uncp.edu. This list shall be considered an official means of communication. All faculty and staff members will be automatically subscribed to and remain on this list as long as they are employed by the university. Faculty and staff members are required to monitor email sent to this list.

The Chancellor, vice chancellors, and chairs of the Faculty Senate and Staff Council shall have the authority to post messages to this list. Each may appoint one or more faculty or staff members to post messages as a proxy in his or her stead, but each shall remain responsible for messages posted by his or her proxy.

Faculty or staff members may apply to the Chancellor, vice chancellors, or chairs of the Faculty Senate or Staff Council for access to post messages to this list on subjects that are appropriate for an official communication. An application should specify the range of subject areas of all posts, provide a brief justification, and should be made to the administrator with responsibility for those subject areas. All requests shall remain within the scope of official announcements made by the university.

Upon approval, those faculty or staff members shall be granted the ability to send email to this list. It shall be the responsibility of the authorized faculty or staff member to post messages that fall within the approved subject areas and avoid posts that fall outside those areas. Once authorized, faculty or staff members may post without further review or approval. Authorized faculty or staff members may appoint one or more faculty or staff members to post messages as a proxy in their stead, but shall remain responsible for messages posted by a proxy. Authorized faculty or staff members may not delegate their access or approve access for others, except to appoint a proxy.

Only current faculty and staff may apply for authority to post to this list.

A faculty or staff member shall lose the authority to post to this list once her or his role or responsibility changes, or should he or she leaves the university. In this case, the administrator who has responsibility for the subject areas in question shall notify DoIT to remove access and may appoint a replacement at his or her discretion. Once a faculty or staff member loses access, his or her proxy shall lose access as well.

Posting inappropriate messages may result in the loss of authority to post to this list. In addition, the administrator who approved access may revoke said access at any time.

Each vice chancellor may, at his or her discretion, choose to send a weekly message to this list that contains a summary of events, activities or other topics that are not official announcements. The vice chancellor or proxy shall have the authority to determine what topics to include in this summary message.

Current faculty, adjunct faculty, staff members, graduate assistants and contract employees will be members of this list. Retired faculty or staff may choose to join or leave the list at any time. Employees of other organizations who regularly work on campus may join or leave the list as well.

3.2 – Campus Events
Announcements of campus events may be made to the campus.events@listserv.uncp.edu listserv. This may include events sponsored by a department or other organization within the university that are not events officially sponsored by the university. Messages sent to this list will not be considered an official communication of the university. Any current or retired faculty or staff member, or any current student may join or leave this list at any time during his or her employment, retirement or enrollment. No one will be added to this list automatically. The Chancellor’s Cabinet may authorize the addition of other groups or individuals to this listserv at their discretion.

Any member of the list may post to this list at any time, so long as they retain the privilege of using campus technology as described in the AUP or other campus policies, and remain a member of the list in good standing.

A member of the list shall remain in good standing so long as he or she does not abuse the list by sending messages that are contrary to federal or state regulations, university policy, or lie outside the purpose of the list. Abuse of the list shall be considered a violation of the AUP and may result in the penalties described in that policy.

Any message sent via this list will include a disclaimer that it is not an official communication of UNC Pembroke and the views or opinions expressed are not necessarily those of the university.

3.3 – Personal Announcements
Announcements of a personal nature, such as births, bereavements, etc., may be made to the personal.announcements@listserv.uncp.edu listserv. Messages sent to this list will not be considered an official communication of the university. Any current or retired faculty or staff member, or any current student may join or leave this list at any time during his or her employment, retirement or enrollment. No one will be added to this list automatically. The Chancellor’s Cabinet may authorize the addition of other groups or individuals to this listserv at their discretion.

Any member of the list may post to this list at any time, so long as they retain the privilege of using campus technology as described in the AUP or other campus policies and remain a member of the list in good standing.

A member of the list shall remain in good standing so long as he or she does not abuse the list by sending messages that are contrary to federal or state regulation, university policy, or lie outside the purpose of the list. Abuse of the list shall be considered a violation of the AUP and may result in the penalties described in that policy. All messages sent via this list should respect the privacy of the individuals mentioned and should exclude any information that might be covered by the Americans with Disabilities Act Amendments Act (ADAAA) or the Health Insurance Portability and Accountability Act (HIPPA).

Any message sent via this list will include a disclaimer that it is not an official communication of UNC Pembroke and the views or opinions expressed are not necessarily those of the university.

3.4 – Faculty Discussion
Messages intended to contribute to open discussion may be made to the faculty.discussion@listserv.uncp.edu listserv. Topics discussed on this listserv should be directly related to the university. This list should not be used for topics for which university provides an alternative communication channel, such as grievances, official announcements, etc. Messages sent to this list will not be considered an official communication of the university. Any current or retired faculty or staff member, or any current student may join or leave this list at any time during his or her employment, retirement or enrollment. No one will be added to this list automatically. The Chancellor’s Cabinet may authorize the addition of other groups or individuals to this listserv at their discretion.

Any member of the list may post to this list at any time, so long as they retain the privilege of using campus technology as described in the AUP or other campus policies, and remain a member of the list in good standing.

A member of the list shall remain in good standing so long as he or she does not abuse the list by sending messages that are contrary to federal or state regulations, university policy, or lie outside the purpose of the list. Abuse of the list shall be considered a violation of the AUP and may result in the penalties described in that policy.

Any message sent via this list will include a disclaimer that it is not an official communication of UNC Pembroke and the views or opinions expressed are not necessarily those of the university.

3.5 – Staff Discussion
Messages intended to contribute to open discussion may be made to the staff.discussion@listserv.uncp.edu listserv. Topics discussed on this listserv should be directly related to the university. This list should not be used for topics for which university provides an alternative communication channel, such as grievances, official announcements, etc. Messages sent to this list will not be considered an official communication of the university. Any current or retired faculty or staff member, or any current student may join or leave this list at any time during his or her employment, retirement or enrollment. No one will be added to this list automatically. The Chancellor’s Cabinet may authorize the addition of other groups or individuals to this listserv at their discretion.

Any member of the list may post to this list at any time, so long as they retain the privilege of using campus technology as described in the AUP or other campus policies, and remain a member of the list in good standing.

A member of the list shall remain in good standing so long as he or she does not abuse the list by sending messages that are contrary to federal or state regulations, university policy, or lie outside the purpose of the list. Abuse of the list shall be considered a violation of the AUP and may result in the penalties described in that policy.

Any message sent via this list will include a disclaimer that it is not an official communication of UNC Pembroke and the views or opinions expressed are not necessarily those of the university.

4 – Management and Operation
The Division of Information Technology (“DoIT”) shall manage the lists and technology infrastructure that supports them. The Associate Vice Chancellor of Information Resources and Chief Information Officer shall approve technical access to the lists and infrastructure.

In the event of an emergency, a member of the DoIT leadership team may approve changes in technology or access to the lists. Such changes shall be reviewed and adjusted as needed once the emergency has been addressed.


 

Updated: Thursday, January 17, 2013
 
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