Listservs
The following listservs are available for use by the Beloit College community for college-related topics. Participation is automatic when campus emails are created. If the message is personal in nature, please investigate the possibility of posting your message to The Terrarium. Any questions about The Terrarium can be directed to the Terrarium Team at terrarium@beloit.edu.
Emails should be sent in the format shown below for each group of constituents. Please consider your intended audience when determining which list to use. Note that a full address is required otherwise the message will not be sent to the recipients:
- all@lists.beloit.edu This list includes faculty, staff, and students.
- faculty@lists.beloit.edu This list is for faculty members. Discussions are generally academic in nature and shared among the faculty members.
- staff@lists.beloit.edu This list is for staff members. Discussions are generally administrative in nature and shared among staff.
- facstaff@lists.beloit.edu This is both faculty and staff and involves discussions of either academic or administrative matters of interest to the entire community.
- students@lists.beloit.edu This list includes all students.Students cannot post directly to this list and must have a faculty/staff sponsor send it on his/her behalf. Although there is no limit on the number of sponsored messages, faculty and staff are encouraged to use discretion in this area. Messages sent to this address will be added to a bulletin board. Students will be sent a message twice daily at 12pm and 5pm summarizing the messages that have been added to the bulletin board. Critical messages sent from select special accounts will bypass the bulletin board and be sent directly to the students.
All messages sent to an address above must adhere to the following rules for using Beloit College Lists:
1. All email sent to the campus wide email lists must have a subject label. The subject label must be inside of square brackets. Be sure to put the subject label (in square brackets) at the front of the subject line. Putting the subject label at the end of the subject line may result in sending failure for the message. The subject labels to use are as follows:
[college] This label pertains to official college business. Examples are: committee minutes, sponsored guest speakers, trustee matters, ISR announcements, etc.
[announce] This label is used for announcements related to college activities, not personal or non-college sponsored activities. Examples are: college community activities, college equipment available, etc.
[emergency] Use of this label is restricted to special accounts used by Security, the President’s Office, and the Student Affairs Division. It is used for messages pertaining to critical circumstances that threaten the health and safety of the College community. Messages sent to students@lists.beloit.edu using this tag will be sent directly to a student’s inbox.
2. Emails and attachments sent to the faculty, staff, or student distribution lists should not exceed 500k in size. If a message is larger than this size, the message will not be sent to the list. Please be aware that some attachments could end up displayed in a text format which will not be legible for some recipients. It is suggested that the information be placed on a web page and that the web address (URL) be provided in the email sent to the distribution list.
3. It is not possible to send to two lists simultaneously. For example, if a message must be sent to both staff and students, two independent messages must be sent: one to staff@lists.beloit.edu and one to students@lists.beloit.edu. However, if a message is to be sent to faculty, staff, students and miscellaneous accounts created for special affiliations to the College, then a single message should be sent to all@lists.beloit.edu.
4. While students cannot send to the student bulletin board, they can send to the faculty and staff distribution lists. However, they should use strong discretion when sending to those lists. Faculty or staff can send a message on behalf of a student to the student bulletin board.
5. Special characters (eg accents) should not be used in the subject header. These characters are not recognized properly by the system and can result in the rejection of the message.
6. Email to these distribution lists can only come from a Beloit College account. Messages to these lists cannot be sent from any external account.
Individual Lists
Any Beloit College student, faculty or staff member can request to have a list on behalf of a class or group recognized by the college. Any groups that are not a part of Beloit College must be approved by the appropriate Vice President. Students making a request for a club or special interest group must be recognized by student services or get approval by them.
Contact IT in order to have a list created. IT will need to know the name of the list and the owner's email address to set it up. For your convenience, IT strongly recommends using a relatively short name for your list. Once the list is set up, review IT's Listserv Administration page in order to properly manage the list.
Addendum:
Any student, faculty or staff member is free to create their own distribution lists for email. However, if anyone requests to be taken off of your list, you must remove them from your list before sending email to that list again.
If you do NOT want to receive email from someone's distribution list, simply reply to them indicating that you want to be removed from their list. If you continue to receive email from their list, please contact the IT Help Desk. This policy does NOT apply to distribution lists setup by IT. Failure to comply with this policy may result in the closing of your account.