How to manage automated campus email lists as a list owner

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, class year lists, residence hall lists, 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.

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 by data in central College administrative systems (Workday, Colleague). If a person isn’t set up properly in those systems they may not be added. 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. 

Who owns each list?

Looking to reach out to a list owner to see if they can set you up to send to a list? Review our article Campus email list information.

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Details

Article ID: 5607
Created
Wed 4/10/24 4:59 PM
Modified
Wed 6/12/24 3:40 PM

Related Articles (1)

Understand who to contact if you have a question about large campus email list membership and sending permissions.

Related Services / Offerings (1)

LITS can help you troubleshoot email issues.
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