654A/1999
Replaces 575/1998

THE AUSTRALIAN NATIONAL UNIVERSITY

UNIVERSITY-WIDE ELECTRONIC MAIL LISTS

Introduction

From time-to-time officers of the University need to communicate with all, or large segments of, the University community. To facilitate this process, the University has now established email lists for all staff, students and affiliates, using their University Email Address. This address is based on employee, student or affiliate numbers, which are generated by the administrative system.

These lists are used for communication of important official information to all staff, students or affiliates, or large subsets of those groups. Details of the lists are at Attachment 1.

Some staff use only the email address set up by their School Computer Unit and may not be aware that there is also a University Email Address created for them. These addresses can be linked so that all email for an individual comes to the one address. Local IT support staff will, on request, activate the University Email Address and link it to an existing local address. [Activation of these addresses has the added advantage that the password associated with it may also be used, by individual staff members, to access the individual's personnel records through the Human Resources Online Remote User Services (HORUS).]

Students requiring help with accessing their email messages should contact the Student Consultants located in the InfoPlace, Union Court (next to the Credit Union).

Operation of Lists

The following officers may authorise email messages to these lists:

* The current official University-wide electronic mail lists are at Attachment 1.

The number of such lists is small and new lists will be created only where there is a demonstrated ongoing need. Data is downloaded each day from the Human Resources and Student Systems to IT Services. This ensures that the lists are always current.

The University sanctions the use of employee and student numbers by the University Email Service.

It is not possible for staff, students or affiliates to opt out of being on these lists as they are automatically generated from the Human Resources and and ANU Student Information Systems. It is not possible to subscribe to these lists for the same reason.

Guidelines on Process and Message Content

Guidelines are necessary because of the peak load imposed on the University's network infrastructure by messages sent simultaneously to large numbers of users. The University is also mindful of the need to avoid proliferation of what some might consider 'junk' email. These lists are for important official communications only. University officers wishing to send messages to these lists must obtain the approval of one of the officers listed above (ie the officer with portfolio responsibility for the area which wishes to send the message).

1. Once approval has been obtained, the text of the message should be emailed to: stafflist.coord@anu.edu.au
   Messages to the student lists should be sent to - studentlist.coord@anu.edu.au.
2. Only the Manager, IT Information, Director, Human Resources or Executive Reception, are authorised to 'post' messages to these lists.
3. Under no circumstances whatsoever will messages with attachments be accepted for sending to these lists.
4. Messages to be sent out to these lists should:

• Be brief - normally not more than the equivalent of one screen, ie 24 lines x 80 characters of text.
• Have simple layout that does not include such formatting as bolding, italics, bullets etc. Additional information, or highly formatted information, should be published on the web, with the URL contained in the message.
• Contain the name of the authorising officer.
• Not contain advertising material.
• Not solicit responses directly to the list - but to a contact officer, clearly nominated..

Appendix 1 (7 January 2000)

Staff Lists

1. Academic staff (excluding academic visitors and casual/sessional academics)
2. General staff (excluding casuals)
3. Academic staff appointed on a casual/sessional basis
4. General staff appointed on a casual basis
5. Visiting academics receiving payments through the ANU's payroll
6. Scholars receiving payments through the ANU's payroll
7. Non ANU persons receiving payments through the ANU's payroll
8. Those who have elected to receive information about equity matters.

Student Lists

1. PhD Students
2. Research Masters Students
3. Coursework Postgraduate Students
4. Coursework Undergraduate Students
5. Any students not covered in the above