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Automatically maintained mailing lists

Mailing lists exist for internal communication within the University's Schools and Departments. 

This article covers: 

• How the mailing lists are updated 

• Which mailing lists exist and who belongs to them 

• How to add external/associate staff to a School/Department mailing list 

To make sure University mailing lists are used appropriately, all school and department mailing lists are moderated. This means that messages sent to a mailing list address must be approved before they are delivered. Moderation is carried out by designated shared mailboxes or staff within each school or department. If a staff member who is not on the approved sender list tries to email the mailing list, their message will be held until it has been reviewed and approved by a moderator.

1. How the mailing lists are updated 

The mailing lists are automatically updated overnight from the University's central database which corresponds to the correct mailing list and database group. In most cases it is not possible to add a person manually to a mailing list, or to remove them, or swap them from one list to another. Any such action, although initially successful, will be undone by the automatic update which takes place after. 
 
However, external or associate staff can be added manually to mailing lists by adding members to the 'associate' groups in CMS. Schools will be able to decide whether associates are included in the mailing lists and whether they appear in the professional services or academic mailing lists.

2. Types of groups in CMS which can add users to automatically maintained mailing lists

Faculty mailing lists are automatically maintained using specific groups in Oracle. These groups appear in CMS in the format shown in the table below. When staff are added to one of these groups in CMS, they are automatically included in the corresponding faculty mailing list.

3. How to add external/associate staff to a School/Department mailing list

School Administrators can update Associate groups, which are used for the following reasons: 

1. To add external people to the systems. This will give the following access: 
   - Access to an ITS account 
   - The possibility of having an email account 
   - Access to »ÆÉ«¶ÌÊÓƵ Direct (but not the admin tab)
   - A presence in the University Directory 

2. To associate people with your School who are appointed to another School or Department 

Inclusion to these groups gives access to systems, so it is important that people don't remain in the groups after they have left. Therefore you should always put an end date against each record, if needed this can later be extended. 

Adding a department to the associate record will mean the following: 

• The person will appear on the people listing for that department 

• The person will appear on the people listing for the school.? For support staff who need to be associated with the school the value school (Prof Services) should be used.

Adding Associates to mailing lists 

In CMS locate the correct group as per the table above and add the user via the Create/View Person button. By ticking the box marked AC Ext or PS Ext you can add an Associate to a mailing list. 

Ticking the AC Ext box will mean they will be included in the following groups: 

• school_acextra (for example, english_acextra) 

• school_acadall 

• school_all 

Ticking the PS Ext box will mean that the associate will be included in the following groups: 

• school_psextra (for example, english_psextra) 

• school_psall 

• school_all 

If there is a department mentioned they will also be included in the department_all list, for example economics_all. 

PLEASE NOTE however that this doesn't happen immediately, but overnight when the faculty and departmental mailing lists are updated automatically from staff records. 

You should make sure that a department is held against the record. If you need to add a member to a single-department school (for example, English or Psychology) please make sure that you select the department value, rather than the school (for example you should select English, rather than English School). 

The departments and schools in CMS are legacy results and show the previous schools and departments the current faculty structure is made up of. Therefore in order to get someone added to a specific school or department mailing list, you will have to use the old department.