Mass E-Mail Policy and Information

The following information concerns Bryn Mawr College email mailing lists (listserves) where listowners can send email to list members, and can choose to allow any member to send messages to the entire list. For information about mail merges or personalized outbound mass mailing, please contact the Help Desk at help@brynmawr.edu.

What is a Mailing List?

As per the Mailman Users Manual at http://wiki.list.org:

A mailing list is simply a list of addresses to which the same information is being sent. If you were a magazine publisher, you would have a list of the mailing addresses of all the subscribers to the magazine. In the case of an electronic mailing list, we use a list of email addresses from people interested in hearing about or discussing a given topic.

Two common types of email mailing lists are announcement lists and discussion lists.

Announcement lists are are used so that one person or group can send announcements to a group of people, much like a magazine publisher's mailing list is used to send out magazines. For example, a band may use a mailing list to let their fan base know about their upcoming concerts.

A discussion list is used to allow a group of people to discuss topics amongst themselves, with everyone able to send mail to the list and have it distributed to everyone in the group. This discussion may also be moderated, so only selected posts are sent on to the group as a whole, or only certain people are allowed to send to the group. For example, a group of model plane enthusiasts might use a mailing list to share tips about model construction and flying.

Some common terms:

  • A "post" typically denotes a message sent to a mailing list. (Think of posting a message on a bulletin board.)
  • People who are part of an electronic mailing list are usually called the list's "members" or "subscribers."
  • "List administrators" are the people in charge of maintaining that one list. Lists may have one or more administrators.
  • A list may also have people in charge of reading posts and deciding if they should be sent on to all subscribers. These people are called list moderators.
  • Often more than one electronic mailing list will be run using the same piece of software. The person who maintains the software which runs the lists is called the "site administrator." Often the site administrator also administrates individual lists.

Bryn Mawr College uses a piece of software called Mailman for our lists. We have a mix of announcement and discussion lists, some of which are moderated, and others of which are unmoderated or "open". One can subsribe to or manage mailing lists at http://mailman.brynmawr.edu. More information about using these lists can be found on the Tech Documentation Blog.

Communicating with the Campus Community

Lists for faculty, staff, each undergraduate class, and each graduate school are automatically maintained. These lists are intended to allow communication of important information that is of interest to a particular portion of the Bryn Mawr community. Examples of this type of information are registration or graduation information, Traditions announcements, campus-wide faculty or staff meetings, and safety bulletins.

Any community member can submit information to any of these lists. In order to prevent abuse, and to be sure that information submitted is consistent with the intended use of these lists, posts must be approved by a list moderator; the messages will not be sent to the recipients until approved. Most lists are approved once or twice a day; please plan ahead to ensure that time sensitive messages are received in a a timely fashion.

To send a message to a particular group, email to the appropriate address from the list below.


To reach Address Moderated By
Faculty faculty@brynmawr.edu Provost's Office
Staff staff@brynmawr.edu President's Office
Faculty and Staff fac-staff@brynmawr.edu Faculty and Staff List Moderators
Senior Class class14@brynmawr.edu
Dean's Office
Junior Class class15@brynmawr.edu Dean's Office
Sophomore Class class16@brynmawr.edu Dean's Office
Freshman Class class17@brynmawr.edu Dean's Office
All Undergraduates undergrad@brynmawr.edu Dean's Office
Graduate School of Arts and Sciences grad-as@brynmawr.edu GSAS Office
Graduate School of Social Work gssw@brynmawr.edu GSSW Office
Entire Community all-campus@brynmawr.edu

Individual List Moderators

(as above)

Please note that since these are official College lists used for critical College communications, community members are automatically added to these lists and are required to be on those lists which are relevant to their respective community roles. Information Services cannot remove individuals from the role-appropriate lists. If you are not receiving email from one of these lists and should be (or vice versa), please contact the Help Desk.

Other Campus Lists and Their Uses

A number of additional lists are maintained automatically or by administrative departments for paticular types of communication. These are predominantly announcement lists, and each of them has their own moderator and posting rules. The following are some common lists:

bulletins@brynmawr.edu

Sends to: entire community

Administered by: Public Affairs

Enrollment: Automatic Mandatory

Description: Reserved for messages of importance for the entire campus community such as experimentation policies and payroll information; and for messages from the President. Unlike the all-campus list (above), messages to this list need not be approved by individual list moderators.

activities@brynmawr.edu

Sends to: subscribed members

Administered by: Student Activities

Enrollment: Optional, Self-Managed

Description: Messages about campus activities, focused on undergraduate students. Announcements regarding campus activities, such as lectures, performances, colloquia, parties, and other community events. This is an optional listserve that any community member may subscribe to or unsubscribe from at any time; new students are subscribed by default each fall but may unsubscribe.

campus-security@brynmawr.edu

Sends to: entire community

Administered by: Public Safety

Enrollment: Automatic Mandatory

Description: Reserved for messages of importance for the entire campus community such as power outages, weather events, parking notices, and urgent security issues or threats. Only designated members of Public Safety such as Mike Hill or Steve Green may send content through this list. This list is used in conjunction with the Everbridge notification system to provide critical information.

academiccommunity@brynmawr.edu
facultydevelopment@brynmawr.edu
emeriti@brynmawr.edu

Sends to: subscribed members

Administered by: Provost's Office

Enrollment: Automatic for faculty, optional for others

Description: These lists are offered in order to communicate with academic community members. Further description coming soon.

academicevents@brynmawr.edu

Sends to: subscribed members

Administered by: Dean's Office

Enrollment: Optional, Self-Managed

Description: Intended to be used for announcements to UG students about programs, events and opportunities that are primarily related to academic or scholarly life at the College. Common examples of these include major teas, guest lectures and panel discussions. The list is administered by the Dean's Office staff and announcements will be forwarded within one business day of receipt.

Personal and Organizational Mailing Lists

Any community member can request the creation of a new list for themselves or on behalf of any group or organization who they are authorized to represent simply by filling out the form at http://www.brynmawr.edu/computing/documents/ListReq.htm. Lists can contain both on- and off-campus members. Moderation and other settings can be selected by the list owner on a per-list basis.

If you want to send a message to an entire segment of the community, please use one of the above lists rather than building your own list. The college-run lists are updated as people move in and out of the community.

Personal mailing lists cannot be mandatory or automatically maintained. List owners must allow members to unsubscribe at will.

List Policies and Abuses

In order to prevent abuse of official Campus lists, any message sent to these lists must be approved by a list moderator. Other lists may also require moderator approval for postings.

This does not affect the procedure for mailing a message; it will simply result in a small time delay while the moderator reviews the message. If you have questions about the status of a message, you may contact the list administrator at the address listname-owner@brynmawr.edu (e.g. faculty-owner@brynmawr.edu, activities-owner@brynmawr.edu).

Please note: inclusion on some Campus lists is mandatory. If you feel that unimportant, inappropriate, or repetitive information is being posted to a list, please send your concerns to the appropriate list administrator. Individuals who abuse the lists will be given a warning after their first offense. Repeated abuse will result in the loss of posting privileges. List owners should contact the Help Desk for assistance with abusive subscribers.

Sometimes outside spam messages are submitted via unmoderated lists. If you are receiving spam messages via a list, please contact the list owner. List owners should contact the Help Desk for assistance controlling spam messages being sent through lists tht they control.

Most campus lists allow only very small attachments, for a maximum message size of 100K. Please post large content to a Web location and link to it.

If you have any questions about these guidelines, please contact the Help Desk at x7440 or help@brynmawr.edu.