Our Lady of the Lake University
 
 
  

Email List Service Policy               

1.       Purpose:

An email list service is provided by LITS Network/Telecom Services (NTS) of Our Lady of the Lake University (OLLU).  The service is designed to provide an electronic subscriber service for groups and organizations affiliated with OLLU whose primary focus is scholarly research, academic enhancement or co-curricular activities.  The list service is not meant to supplant the function of other community-wide information methods, such as e-Currents or the University Master Calendar.

2.       Scope:

This policy applies to all subscribers and list owners of NTS email list services, specifically those lists hosted on http://list.ollusa.edu.  This policy is subordinate to the University’s Statement of Acceptable Use of Computing Resources and Email and Computer Use Policy, viewable at http://lits.ollusa.edu Policies link.

 

3.       Policy statements:

  1. Faculty may request lists for any current courses of instruction.
  2. Faculty, staff or students may request lists for any recognized campus or student organization for communication with members of that organization.  Announcements or communications of general interest to any or all of the three main constituent groups should be made via e-Currents.
  3. Requests for hosting mail list service for an organization NOT affiliated with OLLU must be approved by the President’s Executive Council.  Such lists must still be managed by an OLLU faculty or staff member.
  4. All other requests for mail lists must be approved by the appropriate division administrator.
  5. Any list that may be open to subscribers not affiliated with the University must be approved by the Provost.
  6. Mailing lists are meant to serve as a way to communicate things to specific small audiences.  “Required membership” lists will be limited to 100 OLLU email accounts or fewer so as not to conflict with other email policies regarding distribution lists.  EXCEPTION:  University staff supervisors may compile a mailing list of people they supervise even if the number exceeds 100.
  7. All list owners must be a faculty member or full-time staff member at OLLU.   The list owner may appoint any other current OLLU faculty, staff or student as a co-owner to assist with list maintenance.
  8. The person or group requesting a list service list must commit to maintaining the list, and list owners and co-owners must adhere to the published Guidelines for List Service Owners, viewable at http://lits.ollusa.edu Policies link.
  9. List service cannot be used for personal commercial purposes.  No advertising is permitted, unless it is for a University sanctioned fundraiser or event.
  10. All lists that allow the posting of individual opinions on any topic must include the following disclaimer statement on each posting:

    “The views expressed herein do not necessarily reflect those of Our Lady of the Lake University, its trustees, employees, or students. The contents of this message are representative solely of the author and should not be considered to be approved or sanctioned by the University.”

  11. Postings are NOT permitted which attack, libel or defame any private individual, which have an obvious tone of racial, sexual, or religious harassment, or which have an obvious intent to incite violence.
  12. The amount of disk storage required should not exceed the levels typical of other list service lists.  Individual postings will be limited to 300 Kilobytes in size.   Appeals to this restriction require adequate justification and approval by the Director of NTS.
  13. All list service lists should advance the mission and values statements of the University.

 

4.       Compliance:

  1. List owners are responsible for monitoring list postings for compliance with University policy.  Further responsibilities are outlined in the Guidelines for List Service Owners. 
  2. Lists may be subject to deactivation for the following reasons:
    3.  
    1. The list is not adequately maintained (e.g., uses excessive computer resources, contains invalid email addresses, etc.)
    2. The list is not used for three consecutive months.
    3. The end-of-term is reached for course-related lists.
    4. Repeated or egregious violations of the University's Statement of Acceptable Use of Computing Resources or of the University’s Email and Computer Use Policy, viewable at http://lits.ollusa.edu Policies link.
  3. NTS list service management will inform list owners prior to deactivating any list for one of the reasons stated above. 
  4. List owners may appeal such action through normal University grievance procedures.   NTS may close or hide access to a list under appeal, pending the outcome of grievance procedures.

 

5.       Revision history:

NTS ver. 1.0 -- 05/05/06

 

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