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School and Departmental mailing lists


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

This article covers:

To ensure the appropriate use of mailing lists by the University community, the policy on moderation defined by the Communications Division is that only members of a group belonging to a mailing list will be able to send un-moderated emails to that mailing list. Any emails sent by non-members will be held for approval by the mailing list's moderator, who is normally a senior member of the School or Department's admin office.  See the section Moderating the mailing lists with Mailman below.

How the mailing lists are updated

The mailing lists are automatically updated overnight from the University's central database, and are consistent across all 12 schools.

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 twice per day.

However, external or associate staff can be added manually to mailing lists by adding members to 12 new 'associate' groups: one for each School. 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.  See the sections Adding staff to associate groups and Adding associates to mailing lists below.

Which mailing lists exist and who belongs to them

The two diagrams below illustrate which groups exist, with a summary of the staff within those groups, and what address to use to email them:

SCHOOL LEVEL MAILING LISTS

The names in the blue boxes below are the School name prefixes for each mailing list.  The names in the yellow boxes are the group name suffixes.  In each mailing list name, the prefix and suffix are joined by an underscore character (_), and the mail domain @sussex.ac.uk is added for emailing purposes, as illustrated below.

School level mailing lists

DEPARTMENTAL LEVEL MAILING LISTS

The names in the green boxes below are the Department name prefixes for each mailing list.  The names in the orange boxes are the group name suffixes.  In each mailing list name, the prefix and suffix are joined by an underscore character (_), and the mail domain @sussex.ac.uk is added for emailing purposes, as illustrated below.

Department level mailing lists

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

Adding staff to Associate groups

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 Sussex 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. That is why it's always a good idea to put end dates against each record (if you have them).

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 a person to an Associate Group

Adding Associates to mailing lists

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 School 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 the you select the department value, rather than the school (for example you should select English, rather than English School).

Moderating mailing lists with Mailman

If a member of a mailing list sends an email to that list then the email will be delivered to the members without needing approval by the moderator.

If someone who is not a member of an mailing list sends to that list then the email will be held for approval by the mailing list's moderator (normally a senior member of the School or Department's admin office). The sender will receive an email to say this has happened.  The moderator will receive a notification for any email awaiting approval.  Once approved, the email will then be delivered to the mailing list members as normal.

If you are a moderator and receive one of these notifications, you need to do the following:

  1. Click the link in the notification email,  to login to Mailman.
  2. Enter the administrator or moderator password for the mailing list.
  3. You then have the option to take the following actions for the held emails:

Accept – the email will be delivered to the list members;

Reject – the email will not be sent to the list members and the sender will be informed by email;

Defer – Defer until later (in other words, do nothing)

Discard – the email will not be sent to the list, and the sender will not be informed
(this is the best action to take with junk mail or spam)

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Created by Andy Clews on 24 January 2011 and last updated by Jack McCulloch on 29 June 2016