Policies & Procedures

Broadcasting Services/Telecommunications/Electronic Mail Communications

Listserv Policy - 6B3

1. PURPOSE
   

   The University provides a variety of moderated listservs to facilitate the flow of relevant information to specific members of the SIUE community. Utilization of any University-provided listserv must be done in compliance with the terms of this Policy, as well as all other pertinent policies, procedures or regulations.

2. CODE OF CONDUCT
   

   The following conditions set forth the manner in which SIUE employees are authorized to access and use listservs created by the University:

   1. Terms of Use:
      
      1. Using University-provided listservs, including “Announcements,” “Students,” and “Retirees,” for commercial purposes, personal business (e.g., buying/selling items, advertising, contests, chain letters, junk e-mail or “spam”) or private gain is prohibited.
      2. When posting to a listserv, participants will operate in the spirit of the University’s values. Language that is profane, racist, homophobic, sexist, xenophobic, ageist, ableist, defamatory, abusive, harassing, and/or intimidating is strictly prohibited.
      3. The use of listservs to falsely impersonate an individual, group, organization or entity is prohibited.
      4. E-mails on the listservs which contain confidential information shall not be shared with individuals other than employees, unless there is prior written permission from the author of the e-mail.
   2. Modification of Terms: The Listserv Code of Conduct may be modified without notice when it is deemed reasonable and necessary.
   3. Compliance with Other University Policies: All employees and users of the SIUE Network and/or computer systems, including the use of the SIUE listservs, shall comply with the provisions of the SIUE Responsible Use Policy. If there is a conflict between this policy and the Responsible Use Policy, the Responsible Use Policy shall prevail. The Responsible Use Policy may be viewed here.
   4. Compliance Monitor(s): The use of the “Announcements,” “Students,” “Retirees” and other general group listservs shall be monitored by a University official who will have the authority to issue reminders and updates relating to the terms of compliance with this Listserv Policy.
3. ANNOUNCEMENTS LISTSERV

   To facilitate the flow of information necessary to maintain an informed and engaged broad University community, all faculty and staff from the Alton, East St. Louis and Edwardsville campuses are automatically subscribed to the “Announcements” Listserv. Therefore, to prevent overutilization of this important communication tool, the following criteria have been established:

   "Announcements" Listserv Criteria: [email protected] is a moderated listserv for the transmission of timely and officially sanctioned information that presents a significant impact on the majority of faculty and staff from all campuses. Primary approved senders to this list are limited to the chancellor and vice chancellors. Secondary approved senders may include such individuals as the SIUE Chief of Police, Director of Human Resources and others as identified by the chancellor. Employees may not remove themselves from this listserv.
   
   "Announcements" Moderation: Messages submitted to [email protected] will be conveyed to a moderation queue. Once reviewed, messages sent by approved senders that meet distribution criteria will be distributed. Excluded messages will be returned to the sender in a timely manner with a brief explanation for that exclusion. The "Announcements” Listserv does not allow for the back-and-forth exchange of information. Emails sent in “reply” or “reply all” to a message will not be widely distributed but will be forwarded by moderators to appropriate receivers based on message content.

4. EXCLUSION FROM UNIVERSITY-PROVIDED LISTSERVS

   The use of University listservs is a privilege, not a right of employment, enrollment or prior employment. The University may restrict or remove a user's access to a listserv with or without notice, if such use is deemed to be in violation of the Code of Conduct, the Responsible Use Policy, or any other relevant University policy; or is determined to be detrimental to the University's educational mission or operations.

Approved by Chancellor effective 11/15/22
This policy was issued on February 1, 2023, replacing the January 21, 2021 version.
Document Reference: 6B3
Origin: OC 8/26/08; OC 1/20/21; OC 11/15/22