PURPOSE
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Electronic Mail Group Assignment Procedure p. 1 of 5 PURPOSE The purpose is to document the criteria and procedure for assigning new email accounts to predefined email distribution groups and to document the procedure for requesting the creation or deletion of an email distribution group. OVERVIEW The assignment of a new email account to a predefined email distribution group, or set of groups, is directly related to the job classification of the account user. For example, all newly created email accounts for Part-Time Faculty personnel initially get assigned to the same set of email distribution groups. And all newly created email accounts for Classified personnel initially get assigned to the same set of email distribution groups, etc. THE JOB TYPES By convention, the currently defined job types and the pre-defined email distribution groups to which they will be initially assigned when they are newly created are as follows. JOB CLASSIFICATION = Administrator Email Distribution Group(s): All Staff, Administrators, Supervisors JOB CLASSIFICATION = Classified Email Distribution Group(s): All Staff, Classified Staff JOB CLASSIFICATION = Full-Time Faculty Email Distribution Group(s): All Staff, Faculty – Full Time JOB CLASSIFICATION = Part-Time Faculty Email Distribution Group(s): All Staff, Faculty – Part Time EXCEPTIONS There are a few exceptions submitted to Information Technology Staff. Requests for being added to a non-conventional email distribution group will be reviewed on a caseby-case basis, and some form of justification may be required if after some investigation there appears to be no logical reason for inclusion to the requested email distribution group. AFTER INITIAL CREATION OF A NEW EMAIL ACCOUNT The Information Technology (IT) department is responsible for creating and deleting ALL email distribution lists and managing the membership of all campus-wide email 12/15/2005 Electronic Mail Group Assignment Procedure p. 2 of 5 distribution groups. Some departments/organizations within the College of DuPage have employees with the privileges and authority to manage the membership of existing email accounts for non-campus-wide email distribution groups for their department/organization. For example, Liberal Arts personnel manage several Liberal Arts email distribution groups (e.g., the “L Arts FT Faculty” email distribution group), and Library personnel manage the “Library Reference Group’ and “Library Staff” email distribution groups. See Appendix A for a full list of COD email distribution groups and the names of the COD employees who manage each one respectively. REQUESTING A NEW EMAIL DISTRIBUTION GROUP College of DuPage employees wishing to create or delete an email distribution group must do the following: Contact the IT Helpdesk (x4357) to make the request If a create request, identify one or more employees who will be responsible for maintaining the membership of the email distribution group Provide the name of an authorizing manager for the creation or deletion SUMMARY The assignment of a new email account to a predefined email distribution group, or set of groups, is directly related to the job classification of the account user. This document defines the criteria and procedure for assigning new email accounts to predefined email distribution groups, and how to request the creation or deletion of an email distribution group. Prepared by Keith Conlee Chief Security Officer, IT 12/15/2005 Electronic Mail Group Assignment Procedure p. 3 of 5 APPENDIX A GROUP NAME Bookstore Central Stores Bookstore Manager Humanities BPI Staff Nat & Appl Sci Fac & Staff Business & Technology Coordinators Business & Technology FT Faculty CI Facilitators Communications L Arts PT Faculty Continuing Education Staff Decision Analyzer Users Fine & Applied Arts FTAC Members Health Sciences FT Faculty IT Staff (all) ITAC L Arts FT Faculty Library Staff Leadership Council Library Reference Group Marketing Council ~Administrators Nat & Appl Sci Fac Planning Council Business & Technology Division Social & Behavioral Sciences FT Faculty Benefited Classified Benefited Employees Facility Advisory Committee Recycling CTAC EMAIL ADDRESS @cdnet.cod.edu centralstores bookstore Humanities bpistaff natural buscoord MANAGED BY busfaculty Betty Willig facilitators Communication laptfaculty ContinuingEducation2 decision Finearts ftaclist HealthSciencesFTFaculty ITStaff itac2 laftfaculty Librarystaff leadership reference marketing Administrators natfaculty planning busdivision Social&BehavioralSciencesFTFaculty Karen Troller Cathie Walker Deborah A. Secara Marianne Myrick Pat Kovach Cathie Walker Jeff Petschow Laura E. Jakubowski Jeff Petschow Jeff Petschow Deborah A. Secara Joanne Hill Jeff Petschow Joanne Hill Jeff Petschow Susan E. Benton Karen Owens Chris Picard Betty Willig Laura E. Jakubowski BenefitedClass Benefited FacilityAdvisoryCommittee Recycling ctac2 Susan E. Benton Susan E. Benton Teresa A. Hoffman Jeff Petschow Jeff Petschow 12/15/2005 vacant vacant Cathie Walker Kristine Fay Karen Owens Betty Willig Electronic Mail Group Assignment Procedure GROUP NAME EMAIL ADDRESS @cdnet.cod.edu Health Social & Behav. – All F-T HealthSocial&Behav.-AllFFac_Adm_cls TFac_Adm_cls Health Sciences – Faculty Only HealthSciences-FacultyOnly Social Sciences – Faculty Only SocialSciences-FacultyOnly Behavioral Sciences – Faculty BehavioralSciences-FacultyOnly Only SalesCalls SalesCalls Health Sciences – All F-T HealthSciences.-AllF-TFac_Adm_cls Fac_Adm_cls Social Sciences – All F-T SocialSciences.-AllF-TFac_Adm_cls Fac_Adm_cls Behavioral Sciences – All F-T BehavioralSciences.-AllFFac_Adm_cls TFac_Adm_cls AMS Users AMSusers Anlon anlon ~Classified Staff Classified ~Faculty – Full Time Business & Technology – Business Subdivision Business & Technology – CWD Subdivision Business & Technology – Technology Subdivision English FT Faculty Surveys CD Surveys AC ~Board of Trustees Surveys AD Surveys IT ~Faculty – Part Time ~All Staff Surveys SA ~Official Communication ~Student Organizations CPA Executive Board L Arts FT Faculty & Staff Copy Services – Color ATAC Network Services ~Supervisors FTFaculty Business&Technology– BusinessSubdivision Business&Technology– CWDSubdivision Business&Technology– TechnologySubdivision EnglishFTFaculty surveryscd surveysac Board surveysad surveysit PTFaculty allstaff surveyssa Communications StudentOrganizations CPAExecutiveBoard laftfac&staff copycolor atac ns Supervisors 12/15/2005 p. 4 of 5 MANAGED BY Laura E. Jakubowski Laura E. Jakubowski Laura E. Jakubowski Laura E. Jakubowski Mary Lou Emami Laura E. Jakubowski Laura E. Jakubowski Laura E. Jakubowski Pat Kovach Cathy Rathke Jeff Petschow Susan E. Benton Betty Willig Betty Willig Betty Willig Paula Burns Carol Flowers Heidemarie Wing Jeff Petschow Teresa A. Hoffman Louise Tannura Jeff Petschow Jeff Petschow Bonnie Y. Shalin Jeff Petschow Meri Phillips Jeff Petschow Deborah A. Secara Laura J. Galto Jeff Petschow Jeff Petschow Jeff Petschow Electronic Mail Group Assignment Procedure GROUP NAME Sigma Hostmaster SysOps ASCE Postal Services – Automation Copy Services – West Campus Distribution List Owners EMAIL ADDRESS @cdnet.cod.edu Sigma Hostmaster sysops asce2 postal CopyServicesW DistributionListOwners 12/15/2005 p. 5 of 5 MANAGED BY Jeff Petschow Jeff Petschow Jeff Cowdery Laura Jakubowski Laura J. Galto Laura J. Galto Jeff Petschow
