Instructions for owners of large automated campus email lists (ex faculty-a, staff-l, facstaff-l, etc) who need to set someone up to be able to post to the list or remove someone from the list.
Overview
MHC uses several large email lists for communication to broad groups of people on campus. Ex. LITS-alert@mtholyoke.edu, faculty-a@mtholyoke.edu, staff-l@mtholyoke.edu, etc.
These lists are primarily populated via automations running off of user data stored in central administrative systems.
This means that:
- New people who fit the criteria for the list are automatically added
- People who no longer meet the criteria for the list are automatically removed on a nightly basis
List owners are also able to add individual users so they can send to the lists and/or receive messages sent to the lists.
Manually adding/removing individuals
You must be a group owner in order to manage group membership by adding or removing users.
Important information:
- DO NOT REMOVE the xxxx-x-sync-do-not-remove@mtholyoke.edu group(s). These are the automatically populated subgroups that make up the vast majority of group members.
- After adding or removing a new owner or manager, you’ll need to wait 10 minutes before they’ll be able to send to the list. They’ll start being able to receive messages right away.
- Users that are manually added will also need to be manually removed if and when they should no longer have access to the list.
Instructions
Because these lists are managed in Google Groups, follow the standard instructions for managing Google Group membership.
What role should manually added users have?
| Role |
Receive messages |
Send messages |
Add/remove users |
| Member |
|
|
|
| Manager |
|
|
|
| Owner |
|
|
|
- Add users as members if they should just receive messages sent to the list(s)
- Add users as managers if you want them to receive messages and be able to send to the list(s)
- Add users as owners if you want them to be able to receive messages, send to the list(s), and add/remove other owners, managers, and members
Someone not receiving messages they should?
These email lists are primarily populated automatically by data in central College administrative systems (Workday, Colleague). If a person isn’t set up properly in those systems then they may not be added to lists that they would otherwise be a part of. Please be in contact with HR (staff), the Provost’s Office (faculty), or the Registrar's Office (students) to ensure that the person is set up properly.
As many College systems rely on central administrative system data, faculty/staff in this situation may also experience other issues like not being able to print or access their departmental area of MHCDrive.
If someone has been manually added to the list (rather than being automatically included due to their role at the College) and still isn’t receiving the messages:
- Double check that they are actually a member of the group
- Have them check their spam folder
If the issue remains unresolved, please open an email support ticket with LITS.
A new group manager or owner isn’t able to send to the list?
After adding or removing a new owner or manager, you’ll need to wait 10 minutes before they’ll be able to send to the list. They’ll start being able to receive messages right away.
If it’s been more than 10 minutes since they were added, they are still listed as a manager or owner on the list, and they still can’t send to the list, please open an email support ticket with LITS.