Policies & Procedures

Broadcasting Services/Telecommunications/Electronic Mail Communications

Employee Listserv Policy - 6B3

1. PURPOSE
   

   To facilitate and encourage the free flow of information necessary to maintain an informed and engaged University community, SIUE now provides two listservs for use by employees, a structure recommended by the SIUE Faculty and Staff Senates based on feedback from employees. Both listservs are governed by the Listserv Code of Conduct listed below and the University's Responsible Use Policy.

   1. "Announcements" Listserv: announce@lists.siue.edu is a moderated listserv for the transmission of timely and officially sanctioned information of general interest to all members of the SIUE community. Employees may not remove themselves from this listserv.
      
      

      Posting to "Announcements": To post to the "Announcements" listserv, employees may send a message to announce@lists.siue.edu. The message will be conveyed to a moderator's queue to determine whether the message is relevant for that list. Once reviewed and accepted, the message will be sent to all members of the "Announcements" list. Please allow up to one work day for the messages to appear on this list. Excluded messages will be returned to the sender in a timely manner with a brief explanation for that exclusion.

   2. "Discussions" Listserv: discuss@lists.siue.edu is an unmoderated, monitored list used for topical and scholarly exchange among colleagues. Employees may opt in to this listserv at any time, but may also later withdraw, if they choose to do so. To opt in, employees must first acknowledge they have read and agree to abide by the Employee Listserv Policy.
      
      

      Opting in to “Discussions”: Employees may opt in by visiting https://lists.siue.edu/listinfo/discuss and completing the form on the website.

      Posting to "Discussions": To post to the "Discussions" listserv, employees may send a message to discuss@lists.siue.edu and the message will immediately be posted to the list.

      Opting out of “Discussions”: To opt out of this listserv, employees may visit the Web site: http://lists.siue.edu/listinfo/, "click" on the "Discuss" link and then navigate to the bottom of the page and follow the "unsubscribe" instructions.
2. CODE OF CONDUCT
   

   The following conditions set forth the manner in which SIUE employees are authorized to access and use listservs created by the University:

   1. Terms of Use:
      
      
      1. Using the employee listservs for commercial purposes or personal business (e.g., buying/selling items, advertising, contests, chain letters, junk e-mail or “spam”) or private gain is prohibited.
      2. When posting to the listserv, participants will operate in the spirit of the University’s values. Language that is profane, racist, homophobic, sexist, xenophobic, ageist, ableist, defamatory, abusive, harassing, and/or intimidating is strictly prohibited.
      3. The use of listservs to falsely impersonate an individual, group, organization or entity is prohibited.
      4. In order to avoid redundancy in postings, individuals should only post a response if they are adding to the original post or offering an alternative thought. Additionally, users must determine whether it is necessary to post an answer to the entire list; if a user is unsure, a private e-mail should be sent to the person to whom the user is responding. Please consider whether messages of concurrence (e.g. “I agree”) should also be sent privately to the original sender in order to avoid email redundancy.
      5. E-mails from one individual to another shall only be shared with members of the list if there is prior written permission from the author of the e-mail.
      6. E-mails on the listservs shall not be shared with individuals other than employees unless there is prior written permission from the author of the e-mail.
   2. Modification of Terms: The Listserv Code of Conduct may be modified without notice when it is deemed reasonable and necessary. Other than following the code, the "Retirees" listserv is not affected by these changes in structure.
   3. Compliance with Other University Policies: All employers and users of the SIUE Network and/or computer systems, including the use of the SIUE listservs as defined herein above, shall comply with the provisions of the SIUE Responsible Use Policy. If there is a conflict between this policy and the Responsible Use Policy, the Responsible Use Policy shall prevail. The Responsible Use Policy may be viewed by visiting the Web site: http://www.siue.edu/its/policies/responsibleuse.shtml.
   4. Compliance Monitor(s): The use of the “Announcements” listserv shall be monitored by a University official who will have the authority to issue reminders and updates relating to the terms of compliance with the Employee Listserv Policy.
      
      

      The use of the “Discussions” listserv shall be monitored by a panel of five individuals representing the Non-Tenure Track Faculty, Faculty Senate, Staff Senate, Black Faculty and Staff Association, and the Diversity Council. Each of these groups will recommend one to three individuals for consideration, and upon appointment by the Office of the Chancellor, they will participate in a training session to assist in ensuring open dialogue that is free from prohibited behaviors (see Terms of Use).  Panel members will serve 2-year staggered terms (the initial panel shall be composed of two members with one-year terms and three members with 2-year terms).

      All appeals of the panel's decisions must be directed to the Vice Chancellor for Equity, Diversity, and Inclusion, the EOA Director, and the Human Resources Director (or designees).
3. EXCLUSION FROM THE “DISCUSSIONS” LISTSERV
   

   The use of University listservs is a privilege, not a right of employment. The University may restrict or remove a user's access to a listserv with or without notice if such use is deemed to be in violation of the Code of Conduct or the Responsible Use Policy, or is determined to be detrimental to the University's educational mission or reputation. The University will seek the input of the monitoring body in regard to such decision, either in advance or immediately thereafter.

   Individuals violating the Terms of Use for the Discussions listserv will be subject to penalties as prescribed by the monitoring panel, including removal from the listserv. Requests to be reinstated shall be directed to the Vice Chancellor for Equity, Diversity and Inclusion, the Director of Equal Opportunity, Access and Title IX Coordination, and the Director of Human Resources (or designee) for review.

4. EXISTING UNIVERSITY POLICIES
   

   This policy is intended to be an addition to existing University rules and regulations and does not alter or modify any existing University rule or regulation.

Approved by Chancellor effective 1/20/21
This policy was issued on January 21, 2021, replacing the August 28, 2008 version.
Document Reference: 6B3
Origin: OC 8/26/08; OC 1/20/21