New policy improves email communication for staff and students

Published: Monday 18th April 2016

One of the most important tools in our work is the humble email. That is why it is so important to ensure we have the right systems in place to support email communications, including email distribution lists (DLs), to effectively communicate with large groups of students, staff and external stakeholders.

A new ACU Email Distribution List Policy has been implemented to provide a single, whole of university approach to creating and maintaining DLs. Until now, there were no rules governing the creation and use of DLs and this meant that over 630 (and growing) DLs have been created. A further problem is that ‘dynamic’ or automatic generation of DLs is not supported by our email management software (Office 365) and this requires work-arounds to manually create, monitor and edit DLs.

The new Policy outlines a single process that applies to the entire ACU community. It defines the purpose of DLs and provides business rules for creating, maintaining and updating DLs. A new set of DLs has been created that are aligned with the university structure, are truly dynamic (automatically maintained) and available for the whole university, all staff and students, portfolios, directorates and faculties, schools and research institutes.

The new dynamic DLs will be available from 30 April 2016, and the current dynamic DLs will be de-activated by 6 May 2016.

You can find a copy of the new ACU Email Distribution List Policy, the list of new DLs as well as the deactivated DLs and FAQs here.

For more information contact

Regards, Dr Stephen Weller

Chief Operating Officer and Deputy Vice-Chancellor