Listserv Management

In support of instruction, research, and administrative operations, SUNY Geneseo provides a campus email system to share information, improve communication, transact College business, and exchange ideas. E-mail is considered an official means of communication for the members of the SUNY Geneseo community. To that end, the requesting and managing College listservs must adhere to the proper process and classification.

Listserv Management

The Office of College Communications and Marketing is responsible for ensuring adherence to this policy. The Chief Communications and Marketing Officer and designee must be members of all official college lists. Failure to comply with the policy will result in a warning. After three reminders, Communications and Marketing will contact the individual’s supervisor and inform the individual that they will not be allowed to send to the list for at least 30 days.

List Moderation for Official College Lists

Every list must have at least two moderators, full-time employees of SUNY Geneseo, a main moderator, and an alternate as backup. Moderators may not moderate email posts they submit. Any student who requests a new listserv list must provide the name of a full-time employee who will serve as the sponsor for the list. Moderators are responsible for reviewing and approving email messages posted to the listserv within one business day, using the following guidelines:

• Emails must have a clear subject line.
• Emails must meet accessibility standards. Images must not be embedded unless alt-tags are included for screen readers. Attachments are prohibited. Web links should be used if further information is required.
• Events are not permitted to be shared via listservs. To promote an event, visit the Events Calendar. (Please note that events are shared campus-wide via the events newsletters automatically derived from the online events calendar.)
• Updates, mainly recurring and information that is not urgent, should be submitted to Today at Geneseo.
• Emails should be proofed for accuracy and must be free from typos and significant grammatical errors.
• Messages must be aligned with the purpose of the list. See Table 1 below.
• Messages must follow all related college policies (e.g. Information Technology Acceptable Use, Promoting a Respectful Workplace, Zero Tolerance of Threats/Violence, etc.)

* List members may opt out.

Emails not complying with the above guidelines and purpose will be rejected. The original sender will be required to make corrections and resend as directed.

Sending to multiple lists with cross-membership is not permitted. (e.g. sending the same message to faculty-L, classified-L, and professional-L). If it is targeted to all faculty and staff, Today at Geneseo should be used.

Google Group Lists

Google Group lists used by smaller groups and departments must have at least two owners responsible for the guidelines above and membership for their group.

If a Google Group owner separates from SUNY Geneseo, the existing owner must be removed and a new one must be established and identified by submitting a CIT Helpdesk ticket. 

Google Group lists not used for longer than a year, or whose owner or sponsor is no longer an active SUNY Geneseo staff member for more than a year will be deleted.

Messages posted to Google Group lists must comply with all College policies.