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Office of Information Technologies

Listserv Procedure

Listserv Procedures

This policy applies to all of the listserv accounts maintained by Washington College. OIT is responsible for managing, implementing and monitoring the use of Washington College listserv accounts.

General

Application These are official lists maintained by Washington College.
Exclusions Campus-wide lists for which participation is optional. Lists created by faculty, staff, students and alumni for official or personal use.
List Manager OIT is responsible for maintenance of official lists in consultation with appropriate College officials.
List Use Official lists may only be used for official Washington College business. Authorized users are ex officio on the list.

Faculty Email List

Added Faculty are added when they’re entered into the payroll system.
Deleted Faculty are deleted from the list at the conclusion of their term of employment. The exception to the rule is faculty granted emeriti status or adjunct faculty expected to return the following term. Faculty are deleted immediately if terminated for cause.
List Use

The following may post to the list at anytime:

Members of the list
Senior Staff (unless opts out)
Registrar
Director of Public Safety (for emergency notifications only)
Others may post to the list if approved by the Provost

Staff Email List

Added Staff are added when they’re entered into the payroll system.
Deleted Staff are deleted at conclusion of their term of employment. Staff members terminated for cause are immediately deleted.
List Use

The following may post to the list at anytime:

Senior Staff (unless opts out)
Director of Human Resources
Director of Public Safety
Faculty
Others may post to the list if approved by the Vice President for Finance and Management

Students

Added New students are added to the appropriate class email list when they attend orientation. At start of term when reentering.
Deleted Students are removed from the list at graduation and added to the alumni email list. At end of term for students not returning (will be added to alumni list)
List Use

The following may post to the list at anytime:

Senior Staff (unless opts out)
Registrar
Director of Public Safety
Faculty
Class Presidents to their respective classes
Others may post to the list if approved by Vice President for Student Affairs

Alumni

Added Alumni are added at graduation to appropriate class list. At end of term for students not returning to appropriate class list. Added at the request of the Director of Alumni Affairs.
Deleted Alumni can be deleted from the email list by request only (e-mail/written)
List Use

The following may post to the list at anytime:

Members of class list (to class list only)
President
Vice President for Development and Alumni Affairs
Director of Alumni Affairs
Others may post to the list if approved by Director of Alumni Affairs