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Mailing List Policy

1. Who may own a list

Any current University staff member, member of Congregation or Graduate Student may be the owner of a mailling list.

A club or society recognised by the Proctors is entitled to own a list, as long as they obtain a single sign-on account first. The club will then be made a privileged owner of the list. See the guidelines on club usernames.

College JCR, MCR and college club lists must be owned by a member of staff or IT officer, so that the ownership doesn't need to change each year.

Every list in use must have at least one privileged owner, who can then add any member of the University with an SSO account as a privileged or normal owner. See the instructions for adding new owners.

Undergraduates are not able to be the sole owner of a list. They can be the co-owner of a list as long as one of the other owners meets the criteria above. 


2. What lists are acceptable

Mailing lists covering any subject matter relating to the academic or social/cultural life of the University will be accepted. The majority of members, and of list traffic, should be internal to the University. We are not able to provide a general world wide maillist lost service. 

JISCmail is a national academic mailing list service which supports collaborative projects spanning the UK academic and research community. (JISCmail is available without charge, and is NOT restricted to JISC-funded projects.)

If you want a list which does not meet the above criteria,  JISCmail might be an option, or there are several commercial sites which offer mailing lists, for example Google Groups.

3. Lifetime of lists

Each list will have a finite lifetime, linked to the project time of the  privileged owner's username. For this reason, lists that will have a long lifetime should have at least one permanent or long-term member of staff as a privileged owner. List owners will be notified when their list is due to expire, and they should ensure that a new privileged owner is found, and properly registered before the (last) privileged owner leaves the University.

4. Removal of inactive lists

Any list without at least one privileged owner is considered inactive and will be removed if no replacement can be found. IT Services will endeavour to identify a new owner through contacting the last list owner, any moderators and normal owners of the list, and the last owner’s IT support staff. If unsuccessful after a period of 5 weeks without an owner, the list will be removed with a message informing the subscribers.

5. Usage

Owners and users of mailing lists run at IT Services must abide by the IT Rules and conform to the JANET Acceptable Use Policy. They are also expected to follow the Netiquette Code of Conduct. In particular, the transmission of unsolicited commercial or advertising material is unacceptable.

It is also a breach of netiquette to subscribe an address to a mailing list without the owner's permission (unless authority has been given by head of department or similar).


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Written by IT Services. Latest revision 24 January 2017