Distribution Lists
Campus distribution lists allow users to send email messages to a group of users on campus. Most lists are owned by a person or department and users must contact the list owner to be added to the list or to request permission to send to the list. Campus-wide distribution lists, such as DL-Campus Employees or DL-Full-Time Faculty, require that users fill out a form to request permission to send to them (see information below). If you would like to be added to a campus-wide distribution list, please email Lori Arthur.
Sending Messages to the Campus Community
Obtaining Permission to Send to Campus-Wide Distribution Lists
Permission to Send to Campus-Wide Distribution List Form (requires Adobe Acrobat)
Requesting a New Distribution List
Sending Messages to the Campus Community
This document is intended to assist users in finding the best method for sending a message to the campus community or specific populations within the campus community. Portal Messages
For sending to : students, staff, faculty
Best for: sending to students
How to send: Send the text of your message to your Divisional Coordinator along with to whom the message is directed (i.e. students in a specific major):
President's Office : Norma Morris
Information Technology : Jim Powell
Administration & Finance : Paulette Blumberg
Academic Affairs : Davida Hopkins-Parham
Student Affairs : Elahe Amani or Quynh Nguyen
Advancement : Sheila Faris-Penn
When to use : This is a great way to get students' attention. You can tailor your specific, brief message to a group of students.
Bulletin Board
For sending to: staff, faculty
Best for: Most announcements
How to Send: http://www.fullerton.edu/bulletinboard/FAQs.asp#howdoipost
When to use: Bulletin Board is appropriate for most announcements to the campus community. Retirement parties, training classes, campus events, awards, and other news are announced via Bulletin Board.
Campus Distribution Lists
For sending to: staff, faculty
Message content must be limited to the following:
• Messages from the President
• A health or safety issue, or an issue of a similar nature, impacting a significant portion of the campus community
• Physical Plant conditions or activities impacting a significant portion of the campus community
• The university's voice or data network
• CSU or university policies and procedures
• Employment-related issues
• Student academic deadlines, requirements and other information, including financial
• Announcements that facilitate effective business and administrative processes of the university (such as newsletters, surveys , searches/appointments, death notices), at the discretion of Division Heads.
How to Send: You must have obtained permission from your Division Head and the CITO to send to any or all of the campus distribution lists. Obtaining Permission to Send to Campus-Wide Distribution Lists
Campus-wide distribution lists have been created in order to facilitate the distribution of information to specific populations on campus. In order to prevent misuse of the distribution lists, access to send to them is restricted. This document covers the procedure for obtaining permission to send to one or more of the campus-wide distribution lists. First, determine the best medium for sending your message to the campus (i.e. portal message, Bulletin Board, or campus distribution list). If you determine that email is the best format for sending your message, next you will need to decide which list(s) to send your message to. Below are the types of distribution lists available:
• All Employees
• Management
• Full-Time Faculty
• Part-Time Faculty
• Full-Time Staff
• Part-Time Staff
Next, you will need to fill out the Permission to Send to Campus-Wide Distribution List form. Include the purpose of your access to the list(s) you are requesting access to. The purpose may be related to your campus position or to the type of information that you are sending out. For example, a member of Human Resources may have multiple occasions to send out information to campus employees. Or a faculty member may need one-time access to invite all faculty members to an on-campus function.
The form must be signed by your division head or their designee. Requests to send to faculty must additionally be signed by the VP of Academic Affairs or designee. All requests must be signed by the Chief Information Technology Officer (CITO). Once the form has been signed, it may be faxed (714-278-8448) or mailed (PLS-182) to Lori Arthur in Telecommunications.
Once the form has been processed, you will receive information on attending a mandatory training class. You must attend this training before you will be given access to send to the distribution list(s). Once it has been confirmed that you have attended the training, you will receive an email indicating the permissions that you have been granted and when those permissions will expire. Permissions may not be granted for longer than one year. When your permission is due to expire, you will receive an email. At that time, you may fill out the DL Permission Form again in order to continue your access.
If you have any questions about this process or the form, please contact Lori Arthur at x4488 or larthur@fullerton.edu .
Requesting a New Distribution List
If you would like to request a new campus distribution list for use by your department (or multiple departments), please send the following information via email to Lori Arthur at larthur@fullerton.edu:
- Name of Distribution List (i.e. DL-University Advancement)
- Owner of List (this is the main contact for the list)
- Manager(s) of the List (person(s) who will add/remove members to the list)
- Who can send to this list (anyone or just certain people)
- List of people to be added to the list (NOTE: Must be a list of aliases; i.e. larthur, bsmith, ljones, etc)
- Other special instructions
Please allow two to three days for your list to be created. If you have any questions, please contact Lori Arthur at x4488 or larthur@fullerton.edu.
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