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Technology at SCU

Email Distribution Lists

Santa Clara University maintains an email distribution list facility called Mailman.

Most lists on Mailman are private and targeted to a group, club or organization with a common affiliation. However, there are several global lists to address the campus community as a whole. The global lists are separated by group affiliation - Faculty, Staff, Graduate Students, and Undergraduate Students. Each group affiliation has an essential and non-essential list associated with it.

Subscribe to lists

In order to subscribe to a list, please go to https://lists.scu.edu and find the list in which you would like to subscribe.  Click on the list and it will take you to the list's information page. Under subscription information, fill out the form with your email address, your name, and a password. If you do not provide a password, Mailman will create one for you.

Instructions on subscribing to lists

Essential Global Lists

You may not unsubscribe from the essential email distribution lists which are used to provide essential communication(s) to a particular list community. The essential lists are SCU-Faculty-Essential, SCU-Staff-Essential, SCU-UGrad-Essential, SCU-Grad-Essential, JST-Faculty-Essential, JST-Staff-Essential, and JST-Student-Essential

General Global Lists

You may unsubscribe from the general global lists, SCU-Faculty, SCU-Staff, SCU-Student-Events, and SCU-Grad-Events.  The general global lists have both an Unsubscribe section and a Subscriber section. Please use the Unsubscribe section and your SCU email address to unsubscribe.

Other Campus Lists

You may unsubscribe from lists other than the University's essential and general global lists using a similar procedure as unsubscribing from the general global lists.

Instructions for lists with only a Subscriber section to unsubscribe from the list

 

Typically, a restricted list may only allow List Owners to post to the list while other lists may allow posters in addition to subscribers to post to the list. The following lists are restricted:

  • SCU-Faculty-Essential - postings allowed by List Owners and authorized posters only
  • SCU-Staff-Essential - postings allowed by List Owners and authorized posters only
  • SCU-UGrad-Essential - postings allowed by List Owners and authorized posters only
  • SCU-Grad-Essential - postings allowed by List Owners and authorized posters only
  • SCU-Grad-Events - postings allowed by List Owners, authorized posters, and list subscribers
  • SCU-Student-Events - postings allowed by List Owners and authorized posters

The Essential mailing lists are only intended for communications related to University business and communications that are considered "essential" and impacts a recipients ability to perform their University function (job, scholarship, etc.).  Messages that are informational, surveys, event announcements, and similar should be directed to the "general" lists.

How to Get Authorization

There is a maximum message size of 1500 KBs for messages sent to the global e-mail distribution lists.  Mailman, the list distribution software, does enforce the maximum message size so that messages process faster resulting in quicker distribution. A picture or document is considered to be large if it is over 400 kilobytes in size.  To reduce message size:

“Plain Text” vs. “HTML” E-Mail Messages
Switching your email message to Plain Text will reduce the size of your message. To switch to Plain Text in Google mail, click on the 'More options' arrow at the bottom right corner of the compose window and select the 'Plain text mode' option.  To switch back to HTML, uncheck the 'Plain text mode' in 'More options'.

Reduce Picture Size
Use a compressed format - JPEG, PNG, or GIF and reduce image resolution. Do not attach or include large pictures in your messages.

Reduce Document Size
If your attachment is too large, consider linking to a file on google drive or creating a web page on your website, and adding the URL to your email.

 

Members of the University community, including departments or groups, can request to have a list hosted on the distribution server.

Request a new List

To be able to send to a list (whether global or private), the sender must be fall into one of the authorized groups from which the list is configured to accept messages.

Send an email

There are different reasons why a message you sent to an email distribution list was held for moderation or rejected.  If your message is held or rejected, you will receive a message indicating why: 

  • Message body or message itself is too big
  • Too many recipients to the message
  • Message has implicit destination
  • You are not allowed to post to this mailing list
  • No reason given

Descriptions of issues and solutions

Guidelines for Using the SCU Distribution Lists

Santa Clara provides mailing lists allowing email messages to be broadcast to members of the University community.
 
The Essential mailing lists are intended for communications related to University business and communications that are considered "essential" and that it impacts the recipients ability to perform their function at the University (job, scholarship, etc.). Messages that are informational, surveys, event announcements, and similar should be directed to the "general" lists.
 
The General mailing lists are intended for communications related to University business. This includes, but is not limited to, publicity for University-sponsored activities, faculty and staff organizational announcements, surveys, and notification of availability of University services and resources.  

Things to think about when sending a message to an email list:
  • Ensure the subject of the message is relevant to the members of the list.
  • Ensure the content of the message is professional in nature and adheres to University policies, particularly those related to discrimination or harassment.
  • Ensure the integrity and performance of the University's email system: messages and attachments sent to any lists are limited to 1.5 megabyte in size.  Please consider posting supplemental information on a web page and include a link to that page in your message, rather than sending the materials as attachments.
  • If you are replying to a message sent to an email list, is the content of your reply something that must be seen by all members of the list or would it be more appropriate to reply privately to the sender?

Inappropriate uses of the email lists include:

  • Sending messages that are discriminatory or harassing
  • Sending messages that are false, derogatory, profane or sexually explicit in nature
  • Sending messages that are commercial or political in nature
  • Soliciting support for charities or special causes that are not connected with a Santa Clara University activity
  • Forwarding chain messages or unverified public service announcements (e.g., virus alerts or warnings of disruptive events)