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Announcement: E-mail Distribution Lists

Quick Navigation: Summary | Summary (PDF) | Questions | Questions (PDF) | New E-mail Lists | Student Class Lists | Student Major/Minor Lists| New LISTSERV Lists | Feb. 22 letter | Feb. 15 letter

Summary of New E-mail Lists

A summary of what list to use to send an e-mail to specific recipients is available.

Questions and Answers

Details in the form of questions and answers are available.

Letters to the Campus Community

February 22, 2011

To: Faculty, Staff, and Sodexo members of the Hobart and William Smith Community

Re: Launch of new e-mail distribution lists and LISTSERV discussion lists

We are following up on our communication from February 15, 2011 regarding the transition to a new set of e-mail distribution lists and LISTSERV discussion lists. Attached is additional information in the form of FAQs, to assist faculty, staff, and Sodexo members in utilizing the new tools. These items are also posted on the Web at www.hws.edu/itservices/email_HWSdistribution.aspx.

To reiterate, as this new communication model rolls out, it is important to understand the key distinctions between an e-mail distribution list and a LISTSERV discussion list.

  • The purpose of an e-mail distribution list is for the distribution of announcements or information related to the academic or operational needs of the Colleges only. They are not to be used for advertising or soliciting personal items/services, or for conducting a discussion via e-mail. Membership in these lists is mandatory to ensure that broad communications are reaching every constituent group member.
  • The purpose of a LISTSERV discussion list is for conducting campus-related discussions via e-mail. They can be used by any member of the group to initiate an e-mail based discussion on any topic they believe may be of interest to the group. Membership in these lists is optional, with each member having the ability to unsubscribe or subscribe at any time.

As we transition to this new communications model, it is important to point out that these e-mail distribution lists and LISTSERV discussion lists are not meant to address every situation in terms of the audience to be reached and/or the content to be distributed. Every user, department, and program has the ability to create their own e-mail distribution lists or LISTSERV discussion lists to support their individual or local needs. The new e-mail distribution lists and LISTSERV discussion lists described here are meant to address the need of reaching several broad audiences for many of our general communications.

The following pages describe the new e-mail distribution lists and LISTSERV discussion lists. Each table specifies key attributes of the e-mail distribution lists and LISTSERV discussion lists, with each list now having a specific "owner". The role of the owner is to serve as the key focal point and facilitator of any discussions that may need to take place regarding membership or feedback on the use of the respective e-mail distribution list or LISTSERV discussion list.

The new e-mail distribution lists and LISTSERV discussion lists are in operation today. The FACSTAFF and STAFF LISTSERV lists have been deactivated and are no longer available. FACADM remains active pending additional faculty review of the new model. To support all users through this transition, the Help Desk (ext. 4357, helpdesk@hws.edu) will provide individual assistance to any users or departments that request it. The IT Services Web page at www.hws.edu/itservices/email_HWSdistribution.aspx also has the latest information on the new model.

As HWS transitions to this new electronic communications model, we will likely learn and discover ways to improve and fine tune the model. Thank you in advance for helping Hobart and William Smith in this area.

Sincerely,

Sandy Bissell, Director of Human Resources
Fred Damiano, Chief Information Officer
Cathy Williams, Director of Communications

New E-mail Distribution Lists

The purpose of an e-mail distribution list is for the distribution of announcements or information related to the academic and operational needs of the Colleges only. They are not to be used for advertising or soliciting personal items/services, or for conducting a discussion via e-mail.

New E-mail Distribution Lists
E-mail Distribution List Name Members Authorized to Post to Distribution List Membership Type When and How Updated List Owner
hwsfaculty@hws.edu Instructors
Assistant Professors
Associate Professors
Professors
Emeritus Faculty
Staff with Faculty Status or Instructional Responsibilities
Senior Staff
Faculty Secretaries
Administrators as appropriate
Faculty
Staff
Sodexo
Mandatory Daily Automatic Update from HR Records Director of HR
hwsstaff@hws.edu Salaried Staff
Hourly Staff
Union Staff
Faculty with Administrative Responsibilities
Sodexo Directors
Faculty
Staff
Sodexo
Mandatory Daily Automatic Update from HR Records Director of HR
hwsemployees@hws.edu Instructors
Assistant Professors
Associate Professors
Professors
Emeritus Faculty
Salaried Staff
Hourly Staff
Union Staff
Retired Staff
Sodexo Directors
Faculty
Staff
Sodexo
Mandatory Daily Automatic Update from HR Records Director of HR
hwssodexo@hws.edu Sodexo, B&G and Dining Services employees with HWS e-mail accounts Faculty
Staff
Sodexo
Mandatory Dynamic update at time e-mail is sent Director of HR

Student Class E-mail Distribution Lists

The student class distribution lists are for the distribution of announcements or information related to the academic needs of individual classes or the student body.

Faculty, Staff, and Sodexo are authorized to post to all the student distribution lists. All student lists are updated by a daily automatic update from Student Records. All student lists are owned by the Office of the Registrar.

Student Class E-mail Distribution Lists
Main Distribution List Members (sub-distribution lists)
Students
students@hws.edu
First Year Hobart fyho@hws.edu
First Year William Smith fyws@hws.edu
Sophomore Hobart soho@hws.edu
Sophomore William Smith sows@hws.edu
Junior Hobart jrho@hws.edu
Junior William Smith jrws@hws.edu
Senior Hobart srho@hws.edu
Senior William Smith srws@hws.edu
Grad Students grgr@hws.edu
Special Students spclass@hws.edu
Hobart Students
HOSTU@hws.edu
First Year Hobart fyho@hws.edu
Sophomore Hobart soho@hws.edu
Junior Hobart jrho@hws.edu
Senior Hobart srho@hws.edu
William Smith Students
WSSTU@hws.edu
First Year William Smith fyws@hws.edu
Sophomore William Smith sows@hws.edu
Junior William Smith jrws@hws.edu
Senior William Smith srws@hws.edu
First Year Class
fyclass@hws.edu
First Year Hobart fyho@hws.edu
First Year William Smith fyws@hws.edu
Sophomore Class
soclass@hws.edu
Sophomore Hobart soho@hws.edu
Sophomore William Smith sows@hws.edu
Junior Class
jrclass@hws.edu
Junior Hobart jrho@hws.edu
Junior William Smith jrws@hws.edu
Senior Class
srclass@hws.edu
Senior Hobart srho@hws.edu
Senior William Smith srws@hws.edu
Grad Students
grgr@hws.edu
Grad Students grgr@hws.edu
Special Students
spclass@hws.edu
Special Students (non-matriculated) spclass@hws.edu

Major/Minor E-mail Distribution Lists

The student major/minor distribution lists are for the distribution of announcements or information related to the academic needs of declared majors or minors.

Faculty members and faculty secretaries are authorized to post to all the student major/minor distribution lists. All major/minor lists are updated by a daily automatic update from Student Records. All major/minor lists are owned by the Office of the Registrar.

Student Major E-mail Distribution Lists
Description of Major E-mail Address of List
Aesthetics (Idsc.) Majors no-email address
Africana Studies (Idsc.) Majors IAFAMAJORS@hws.edu
American Studies Majors AMSTMAJORS@hws.edu
Anthropology Majors ANTHMAJORS@hws.edu
Anthropology/Sociology Majors ANSOMAJORS@hws.edu
Architectural Studies Majors IARCMAJORS@hws.edu
Art History Majors ARTHMAJORS@hws.edu
Art Studio Majors ARTSMAJORS@hws.edu
Arts & Educ. Program (Idsc.) Majors IAEPMAJORS@hws.edu
Asian Lang.& Cultures(Idsc) Majors IASNMAJORS@hws.edu
Biochemistry Majors BCHEMAJORS@hws.edu
Biology Majors BIOLMAJORS@hws.edu
Chemistry Majors CHEMMAJORS@hws.edu
Classics Majors CLASMAJORS@hws.edu
Comparative Lit (Idsc.) Majors ICMLMAJORS@hws.edu
Comparative Literature Majors CMLTMAJORS@hws.edu
Computer Science Majors CPSCMAJORS@hws.edu
Crit. Soc. Studies (Idsc.) Majors ICSDMAJORS@hws.edu
Dance (Idsc.) Majors IDANMAJORS@hws.edu
Dance Majors DANMAJORS@hws.edu
Economics Majors ECONMAJORS@hws.edu
English Majors ENGMAJORS@hws.edu
Environmental Studies Majors no-email address
Environmental Studies(Idsc.) Majors IENVMAJORS@hws.edu
European Studies (Idsc.) Majors IEURMAJORS@hws.edu
Francophone Studies (Idsc.) Majors no-email address
French Majors FREMAJORS@hws.edu
Geosciences’ Majors GEOMAJORS@hws.edu
Greek Majors no-email address
History Majors HISTMAJORS@hws.edu
Individual Studies Majors INDVMAJORS@hws.edu
International Relations (Idsc.) Majors INLRMAJORS@hws.edu
Latin Amer. Studies (Idsc.) Majors ILATMAJORS@hws.edu
Latin Majors LATMAJORS@hws.edu
Lesbian Gay & Bisexual Majors no-email address
Lesbian Gay & Bisexual(Idsc) Majors no-email address
Mathematics Majors MATHMAJORS@hws.edu
Media and Society (Idsc.) Majors IMDSMAJORS@hws.edu
Modern Languages Majors MDLNMAJORS@hws.edu
Music (Idsc.) Majors no-email address
Music Majors MUSMAJORS@hws.edu
Peer Educ.& Hum Rel.(Idsc.) Majors no-email address
Philosophy Majors PHILMAJORS@hws.edu
Physics Majors PHYSMAJORS@hws.edu
Political Science Majors POLMAJORS@hws.edu
Psychology Majors PSYMAJORS@hws.edu
Public Policy Studies (Idsc.) Majors IPUBMAJORS@hws.edu
Religious Studies Majors RELMAJORS@hws.edu
Rus. Area: Hist. & Society Majors IRHSMAJORS@hws.edu
Rus. Area: Lang. & Culture Majors RUSCMAJORS@hws.edu
Russian Area Studies (Idsc) Majors no-email address
Sociology Majors SOCMAJORS@hws.edu
Spanish & Hispanic Studies Majors SPANMAJORS@hws.edu
Undeclared First Year Majors no-email address
Urban Studies (Idsc.) Majors IURBMAJORS@hws.edu
Woman’s Studies (Idsc.) Majors IWSTMAJORS@hws.edu
Women Studies Majors no-email address
Writ. & Rhet. (Indv. Major) Majors no-email address
Writing Colleagues Program Majors no-email address
Student Minor E-mail Distribution Lists
Description of Minor E-mail Address of List
Aesthetics (Idsc.) Minors IAESMINORS@hws.edu
Afrcn-Amer. Studies (Idsc.) Minors IAASMINORS@hws.edu
African Studies (Idsc.) Minors IAFNMINORS@hws.edu
Africana Studies (Idsc.) Minors IAFAMINORS@hws.edu
American Studies Minors AMSTMINORS@hws.edu
Anthropology Minors ANTHMINORS@hws.edu
Art History Minors ARTHMINORS@hws.edu
Art Studio Minors ARTSMINORS@hws.edu
Arts & Educ. Program (Idsc.) Minors IAEPMINORS@hws.edu
Asian Lang.& Cultures (Idsc) Minors IASNMINORS@hws.edu
Biology Minors BIOLMINORS@hws.edu
Chemistry Minors CHEMMINORS@hws.edu
Child Advocacy (Idsc.) Minors ICHAMINORS@hws.edu
Classical Studies (Idsc.) Minors ICLSMINORS@hws.edu
Classics Minors CLASMINORS@hws.edu
Cogntn Logic & Lang. (Idsc.) Minors ICLLMINORS@hws.edu
Comparative Lit (Idsc.) Minors ICMLMINORS@hws.edu
Computer Science Minors CPSCMINORS@hws.edu
Concentrtn In Frnch (Idsc.) Minors IFREMINORS@hws.edu
Crit. Soc. Studies (Idsc.) Minors ICSDMINORS@hws.edu
Dance (Idsc.) Minors IDANMINORS@hws.edu
Dance Minors DANMINORS@hws.edu
Development Studies (Idsc.) Minors IDEVMINORS@hws.edu
Economics Minors ECONMINORS@hws.edu
Education (Idsc.) Minors IEDUMINORS@hws.edu
Education Minors EDUCMINORS@hws.edu
English Minors ENGMINORS@hws.edu
Environmental Studies (Idsc.) Minors IENVMINORS@hws.edu
European Studies (Idsc.) Minors IEURMINORS@hws.edu
Francophone Studies (Idsc.) Minors IFRCMINORS@hws.edu
French Minors FREMINORS@hws.edu
Geoscience Minors GEOMINORS@hws.edu
German Studies Minors no-email address
Greek Minors no-email address
History Minors HISTMINORS@hws.edu
Holocaust Studies (Idsc.) Minors IHOLMINORS@hws.edu
Integrated Studies (Idsc.) Minors IDSCMINORS@hws.edu
Interntnl Relations (Idsc.) Minors INLRMINORS@hws.edu
Latin Amer. Studies (Idsc.) Minors ILATMINORS@hws.edu
Latin Minors no-email address
Law and Society (Idsc.) Minors ILASMINORS@hws.edu
Lesbian Gay & Bisexual Minors no-email address
Lesbian Gay & Bisexual (Idsc) Minors IGLBMINORS@hws.edu
Mathematics Minors MATHMINORS@hws.edu
Media and Society (Idsc.) Minors IMDSMINORS@hws.edu
Mens Studies (Idsc.) Minors IMNSMINORS@hws.edu
Music (Idsc.) Minors IMUSMINORS@hws.edu
Music Minors MUSMINORS@hws.edu
Peer Educ. & Human Reltns Minors no-email address
Peer Educ.& Hum Rel.(Idsc.) Minors IPHRMINORS@hws.edu
Philosophy Minors PHILMINORS@hws.edu
Physics Minors PHYSMINORS@hws.edu
Political Science Minors POLMINORS@hws.edu
Psychology Minors PSYMINORS@hws.edu
Publc Polcy Studies(Idsc.) Minors IPUBMINORS@hws.edu
Public Service (Idsc.) Minors IPBSMINORS@hws.edu
Religious Studies Minors RELMINORS@hws.edu
Russian Area Studies (Idsc) Minors no-email address
Russian Language Studies Minors no-email address
Science & Society (Idsc.) Minors ISASMINORS@hws.edu
Scrd in Crss Clt Prsp(Idsc) Minors ISCPMINORS@hws.edu
Sociology Minors SOCMINORS@hws.edu
Spanish & Hispanic Studies Minors SPANMINORS@hws.edu
The Good Society (Idsc.) Minors IGDSMINORS@hws.edu
Theater (Idsc.) Minors ITHRMINORS@hws.edu
Urban Studies (Idsc.) Minors IURBMINORS@hws.edu
Womans Studies (Idsc.) Minors IWSTMINORS@hws.edu
Women & Science (Idsc.) Minors no-email address
Women Studies Minors no-email address
Writ. & Rhet.(Indv. Major) Minors no-email address
Writ.Colleagues Prog.(Idsc) Minors IWCPMINORS@hws.edu
Writing Colleagues Program Minors WRCPMINORS@hws.edu

New LISTSERV Discussion Lists

The purpose of a LISTSERV discussion list is for conducting discussions via e-mail. They can be used by any member to initiate an e-mail based discussion on any topic they believe may be of interest to the group.

New LISTSERV Discussion Lists
LISTSERV Discussion List Name Members Authorized to Post to Distribution List Membership Type When and How Updated List Owner
FACULTYFORUM
@list.hws.edu
Instructors
Assistant Professors
Associate Professors
Professors
Emeritus Faculty
Staff with Faculty Status or Instructional Responsibilities
Senior Staff
Faculty Secretaries
Administrators as appropriate
List Members Optional Members are added at time of hire and removed upon separation.
Members can subscribe or unsubscribe at any time.
Managed by Director of HR, with any questions directed to COFAC.
Moderated by list members.
UNTENUREDFORUM
@list.hws.edu
Untenured Faculty List Members Optional Members are added at time of hire and removed upon separation or change in status.
Members can subscribe or unsubscribe at any time.
Managed by Director of HR, with any questions directed to Untenured Faculty Rep.
Moderated by Untenured Faculty Rep. and list members.
STAFFFORUM
@list.hws.edu
Salaried Staff
Hourly Staff
Union Staff
Faculty with Administrative Responsibilities
Sodexo Directors
List Members Optional Members are added at time of hire and removed upon separation.
Members can subscribe or unsubscribe at any time.
Director of HR
Moderated by list members.
HWSCOMMUNITYFORUM
@list.hws.edu
Faculty
Staff
Sodexo, B&G and Dining Services employees with HWS e-mail accounts
List Members Optional Members are added at time of hire and removed upon separation.
Members can subscribe or unsubscribe at any time.
Director of HR
Moderated by list members.

February 15, 2011

To: Faculty, Staff, and Sodexo members of the Hobart and William Smith Community

Re: Retirement of FACADM, FACSTAFF, and STAFF LISTSERV lists

On February 22, 2011, we will transition to a new electronic communication model for the campus. This new model involves the use of both e-mail distribution lists and LISTSERV e-mail-based discussion lists as a means to separate communication channels for announcements from electronic spaces for discussion. After several months of conversations with various constituent groups, and in consultation with the Faculty IT Committee and Administrative IT Committee, we are prepared to retire the FACADM, FACSTAFF, and STAFF LISTSERV lists and replace them with new e-mail distribution lists and LISTSERV discussion lists to better meet the needs of the campus community.

As this new communication model rolls out, it is important to understand the key distinctions between an e-mail distribution list and a LISTSERV discussion list.

  • The purpose of an e-mail distribution list is for the distribution of announcements or information related to the academic or operational needs of the Colleges only. They are not to be used for advertising or soliciting personal items/services, or for conducting a discussion via e-mail. Membership in these lists is mandatory to ensure that broad communications are reaching every constituent group member.
  • The purpose of a LISTSERV discussion list is for conducting discussions via e-mail. They can be used by any member of the group to initiate an e-mail based discussion on any topic they believe may be of interest to the group. Membership in these lists is optional, with each member having the ability to unsubscribe or subscribe at any time.

E-mail is a tool that all members of the community use on a daily basis in carrying out their teaching, research, and operational activities. The objective of the new electronic communication model is to provide faculty and staff with more options, consistency, and clarity in the use of e-mail distribution lists and LISTSERV discussion lists.

To coincide with the launch of the new communications model, the FACADM, FACSTAFF, and STAFF LISTSERV lists will be deactivated on February 22, 2011. We will follow up with another communication on February 22nd that will provide the details and specifics on the new e-mail distribution lists and LISTSERV discussion lists.

The replacement of the FACADM, FACSTAFF, and STAFF LISTSERV lists has been a discussion for some time. In the spring of 2010, we took the first step in transitioning away from these LISTSERV lists with the launch of the HWS Community Board (www.hws.edu/communityboard). Once the Community Board was operational, a process was started to identify the types of e-mail communications and discussions that would need to be supported to enable the retirement of the FACADM, FACSTAFF, and STAFF LISTSERV lists. Last year, the Faculty IT Committee conducted a survey of the entire campus to get feedback from the campus community. Approximately 170 faculty and staff responded to that survey, many of whom stated both a desire and willingness to transition to a new model for electronic communication.

The current FACADM, FACSTAFF, and STAFF LISTSERV lists were created before HWS had an integrated e-mail environment. While they may have served the institution in the past, there are a number of systemic issues with the use of these LISTSERV lists. They include:

  • There is no guarantee that all faculty and staff are members of the respective LISTSERV lists. While each faculty and staff member is added to one or more of the LISTSERV lists at the time they are hired into the Colleges, the LISTSERV system allows an individual to "opt out" of being on the list.
  • There is a lack of clarity of what the LISTSERV lists should be used for. For example, they are used for distributing announcements related to the business on the Colleges, while at the same time others have used them to carry out a debate or discussion on a particular topic.
  • There is no "owner" of the FACADM, FACSTAFF, and STAFF LISTSERV lists. This creates a situation where there is no individual or entity that manages membership requirements or responds to issues that may arise in how the LISTSERV list is used.

The primary objective of today’s communication is to create an awareness of the transition that will be taking place during February. The successful and timely implementation of the new communications model will require all faculty, staff, and Sodexo employees to support this effort. We thank you in advance for helping HWS move forward in this area.

Sincerely,

Sandy Bissell, Director of Human Resources
Fred Damiano, Chief Information Officer
Cathy Williams, Director of Communications