Group EMAIL Policy

Group EMAIL Policy

 

From time to time, Computer Centre (CC) receives requests to post contents targeted towards specific  user  groups  or even  all users. This document tries to formally describe all the GROUP EMAILING mechanisms available in IITB. In this context, the notion of the “ALL” users need some explaining. In IITB we have centralized LDAP-based Email accounts. For such accounts, it is possible to do an exhaustive search over all accounts registered in the directory based on some criteria (or simply choose all from the directory) and then target an email to that selected set of users.

 

However, it is observed that there are sizable number of users who donot access LDAP based Email facilities and may even be unaware of its existence. Under such circumstances, it is meaningless to perform GROUP emailing to such accounts. In IITB, individual departments have their own email servers and may sometimes have created aliases to address “ALL” users in their respective departments. However, it is not clear as to which departments support this and who all are included in such aliases.

 

Under these circumstances, it is only meaningful to send such GROUP emails to HOSTEL/DEPARTMENT SYSTEM ADMINISTRATORS and leave it upto them as to how they propagate that information to individual users.

 

In addition, there are different mailing lists in operation for information dissemination among the IITB community. Many of the mailing lists are formed by special interest groups and as a result the participation in such lists is voluntary in nature. There are a few “OFFICIAL” lists where it is mandatory that the all members of the target user group participate. The operational aspects of IITB lists are described in the following matrix:

 

 

 

List Name

Target Group

Participation

Who Can Post Messages to the List

Purpose

FACULTY-NOTICES [at] iitb.ac.in

All faculty or faculty-equivalent members of IITB

Mandatory

(this is a list of aliases; the aliases are maintained at the individual department mail servers)

From the institutional LDAP accounts (i.e. not their personal email accounts) created for the Institute functionaries (list given below) themselves and institutional LDAP accounts created for their respective offices:

Director, Dy Director, Registrar, Deans (including assoc Deans),

All Heads of Departments/Centers,

Chairman Accommodation Committee,

Convener Cable TV Committee, President Faculty Forum,

Chairman GATE, Chairman JEE, Convener Golden Jubilee Committee, IITB Librarian, Journals Section of IITB Library, Manager CC, PGAPEC, PGREVIEW, PRO, Security Officer, Chairman Environment Committee

Professors-in-Charge: ASC, CDEEP, CEP, ISPC, Security, SINE, Placements

 

Conveying Official Information Electronically

STAFF-NOTICES [at] iitb.ac.in

All non-faculty staff of IITB

Mandatory

Same as above

Same as above

Discuss-faculty [at] iitb.ac.in

All faculty or faculty-equivalent members of IITB

Voluntary

(via web based subscription)

(only personal iitb email ids are permitted)

Members only

 

Informal discussion among the members on any TOPIC

Hod+cic [at] iitb.ac.in

All Heads of Departments and Centers

Mandatory

List Members (Heads/Center-in-charges in the LDAP system)

and

All functionaries authorized to post to faculty-notices list above

Any topic appropriate for the Group

Deans [at] iitb.ac.in

All Deans of IITB

Mandatory

List Members (Deans and Associate Deans in the LDAP system)

and

All functionaries authorized to post to faculty-notices list above

Any topic appropriate for the Group

seminar [at] iitb.ac.in

Anybody from IITB Community with "IITB" domain email address

Voluntary

(via web based subscription)

List Members

Announcement of different events in IITB Campus

Sysads [at] iitb.ac.in

Only faculty and staff of departments who perform System/Network administrative tasks

Mandatory

List Members (Specially created institutional accounts in the LDAP system)

and

All functionaries authorized to post to faculty-notices list above

Matters relating to System and Network administration tasks. Sometimes used to reach all users in respective departments

Hostel-sysads [at] iitb.ac.in

Elected Members from among Hostelites who perform SYSAD duties

Mandatory

List Members (Specially created institutional accounts in the LDAP system)

and

All functionaries authorized to post to faculty-notices list above

Same as above

Phd [at] iitb.ac.in

All Research Scholars of IITB

Voluntary

(via web based subscription)

List Members

and

All functionaries authorized to post to faculty-notices list above

 

Any topic appropriate for the Group

events [at] iitb.ac.in Anybody from IITB Community with "IITB" domain email address

Voluntary

(via web based subscription)

List Members

and

All functionaries authorized to post to faculty-notices list above

Any topic appropriate for the Group. 

Please refer to general guidelines.

The Institute reserves the right to modify the policy in any manner it deems necessary, at any time.

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