1. Introduction
The USC Mail List Service, hereafter referred to as Listserv, is a university-provided email distribution list service managed by USC ITS. This service facilitates email communications to a group of list members for USC-related purposes. Listservs enable targeted messaging to specific subsets of university members, serving as an effective tool for announcements and communications within the USC community.
2. Eligibility
2.1. Ownership and Management
Only active USC faculty and staff members are eligible to request, moderate, or own mailing lists. Active USC students may be added as secondary owners under the supervision of a primary owner.
2.2. List Purpose
Mailing lists requested through the USC Mail List Service must fulfill legitimate USC-related business needs. These include, but are not limited to:
- USC-related social events
- Communications among current, active students, faculty, or staff
- Academic, research, or professional endeavors
- USC business-related communications
- USC-related alerts
Mailing lists should align with the goals of USC organizations, departments, schools, or events. Use of mailing lists for non-University purposes or personal interests is strictly prohibited.
3. List Creation and Management
3.1. Requesting New Lists
To initiate the creation of a new mailing list, list owners must submit a request through ServiceNow, utilizing the List Creation Catalog item. The ServiceNow system will guide users through the necessary steps to provide essential details and specifications for the new list.
3.2. List Configuration
Once a mailing list is created through the ServiceNow request, list owners can fine-tune list configurations and settings using the USC Mail List Service web interface, accessible at https://maillist.usc.edu. Owners have the responsibility to configure and maintain their lists according to the outlined policies and guidelines.
3.3. List Owner Responsibilities
List owners assume primary responsibility for managing their lists and providing first-level support to list subscribers. This includes, but is not limited to:
- Ensuring list member addresses are current and active
- Assisting subscribers with subscribe and unsubscribe processes
- Addressing questions regarding list policies and charters
4. Usage Policies
4.2. Non-University Use
The USC Mail List Service is exclusively designated for USC-related business and may not be utilized for non-University (unrelated) purposes. This service serves as a campus resource solely for the USC community.
4.3. Privileged Use
Use of the USC Mail List Service is a privilege, not a right. The administrators of the Mail List Service retain the authority to shut down lists, modify list addresses or take other necessary actions without the explicit consent of specific mailing list owners. Such actions may be driven by resource usage, verifiable complaints, or imminent University business requirements.
4.4. Ownership and Active USC Community Member
To maintain list integrity and accountability, every mailing list must have an identifiable active USC faculty or staff member as a primary owner/administrator. Lists lacking an active USC faculty or staff member as a primary owner/administrator may be subject to closure without prior notice.
4.5. USC Mail List Administrators
While the USC Mail List administrators do not actively monitor the system for content, they will respond to complaints from list users and members if deemed necessary to ensure compliance with policies and guidelines.
4.6. Spam and Off-Topic Postings
Mailing lists must not be used for spam mailing or repeated verifiable off-topic postings. Violation of this policy may result in removal from all USC Mail List lists, including revocation of list ownership.
5. Guidelines
5.1. List Description
List owners are required to provide a clear, succinct List Description for each mailing list. The List Description should define the topical focus of the list and specify the acceptable language level (e.g., business only, person discussion encouraged, etc.).
5.2. Calendar Invitations
Mailing lists should not be used for distributing calendar invitations. Alternative methods should be employed for managing even scheduling and initiations.
5.3. Consider Cultural Differences
When communicating via email, it is important to be mindful of cultural differences. Avoid the use of slang or local acronyms that may not be universally understood.
5.4. Content and Recipient Awareness
When composing messages, consider the content being sent and the intended recipients. Be aware that sending large files, certain types of content, or messages to a large number of recipients will impose additional costs and resource usage on recipients. The USC Mail List Service operates on a cloud-hosted infrastructure, incurring fixed and variable costs for the University.
5.5. Professional Communication
Consider that a wide audience will have access to your posts, potentially including present or future supervisors. Exercise caution and professionalism in your written communication. Keep in mind, mailing lists are frequently archived and your messages may be stored indefinitely.
5.6. Individual Representation
Unless explicitly stated, individuals speaking on mailing lists represent themselves and not their respective organizations or departments.
5.7. Concise and Relevant Messaging
Messages and articles shared through mailing lists should be concise, focused, and relevant to the list’s purpose. Avoid digressions, rambling or pointing out minor typographical errors, as these behaviors are considered beginner-level and may detract from the quality of the discussion.
5.8. Signature Usage
Include a signature in your messages to ensure contact information remains visible, even if header information is stripped or modified by certain mailers.
5.9. File Sharing
Avoid sending large files directly through mailing lists whenever possible. Instead, utilize file links or adhere to the established practices of the specific group or mailing list. If unsure, consult with list members to determine the preferred file-sharing method.
6. Support
Each list owner is responsible for providing first-level support to list subscribers, including assistance with subscription management, unsubscribing, and responding to queries related to list policies and charters. For technical issues, list owners or subscribers can contact the ITS Service Desk at 213-740-5555 or consult@usc.edu.
7. Dormant Lists and Ownership Transfers
If a mailing list exhibits no activity for a period of one year or if the list owner is no longer associated with the university, USC ITS reserves the right to close the list. List ownership should be transferred to a fellow active faculty or staff member by the current list owner prior to separating from the University.
This policy is subject to periodic review and may be revised or updated as necessary. For additional guidance or inquiries, please contact [Insert contact information].