FAQ on the University mailing list service.
Q) What is the Mailing List Service?
A) The Mailing List Service is designed for the central dissemination of information to staff and students of the University via e-mail, known informally as “global mailshots”. ISD controls a number of standardised lists which allow messages to be targeted at large groups of staff and students. The current standard mailing lists are shown below:
Q) Who can request a mailshot?
A) Any staff member can request a mailshot on behalf of their Faculty or Department. However, you must indicate to the Service Desk the name of the authorising University Senior Officer who has approved the request. This is a Dean, PVC or Head of Department.
A student can request a mailshot (e.g. in relation to requests for research participants), but must have a named sponsoring academic, whose name will also be included in the mailshot and must also have approval from the relevant Dean, as approving Senior Officer.
All released mailshots will have the Senior Officer approval clearly displayed at the bottom of the email text.
Without approval, the mailshot cannot be sent. This approval process is designed to ensure that only appropriate and accurate emails relevant to approved University business are distributed.
Mailshots will not be sent in the name of individual members of staff, but will be sent on behalf of the Faculty/School or Department name as appropriate (e.g. "Information Services" or "Faculty of ..."). This sender information must be made clear in the request (see Business Process below).
Q) What formatting is supported in the mailshot text?
A) Information Services has implemented a mailshot system which provides rich-text formatting, so your message can contain text formatting, tables and content such as graphics just like any other email would appear in your staff or student mailbox.
All approved mailshot requests should be emailed to the Service Desk at email@example.com
Q) What information do I need to provide?
A) For regular staff mailshot requesters, Information Services can provide a Outlook mailshot template upon request, with advice on how to use it in order to present your information “pre-formatted” to the Service Desk. This will help to streamline the process of the mailshot being released. Please contact the Service Desk if you wish to avail of this functionality and guidance will be provided.
For ‘ad-hoc’ mailshot requesters, the Service Desk must be provided with the following information in the emailed request:
Failure to include any required information may lead to a delay in submitting the mailshot, or a rejection of a non-approved mailshot. Mailshots that have not been approved by a Senior Officer will be rejected.
Staff and Students of the University, upon mailshot approved by the relevant Senior Officer.