Creating and Maintaining the IS Lists
Creating and Maintaining the IS Committee Lists
Table of Contents:
Immediately after ALA Annual, set up lists for all committees, the Executive Committee, and the Advisory Council. The Executive Committee list consists only of the seven members of the IS Executive Committee. The Advisory Council list will include the Executive Committee, all Committee Chairs, all ex-officio members (Newsletter Editor, LOEX Coordinator, Web Site Administrator, List Administrator, ACRL Board Liaison) and Adam Burling from the ACRL Office.
The naming convention for the lists is IS-xxx-L, with xxx representing a three-to-four letter abbreviation or acronym for the committee. Alternatively, suggest a name for each list and ask for the chair's approval.
The settings for the lists should be as follows:
- Subscription controlled by list administrator
- Only subscribers and listowner may post to the list.
- Replies go to the list.
- Messages are sent daily rather than digested weekly.
- Second owner for the lists may be another member of Communication Committee or someone at your institution.
- The list is hidden so others do not find it in directories.
- Any rejected message is returned to sender and copied to the listowner.
Once the lists are set up, create a customized welcome message to replace or edit the system welcome message at your institution. The 2008/9 welcome message was as follows:
WELCOME to the ACRL/IS xxx Committee list.
You are now subscribed to IS-xxx-L, your primary communication mechanism with the other members of the Committee. To post messages to the list, send mail to IS-xxx-L@yyy.edu . This list is unmoderated, though only the current members are subscribed and may post messages to this list. When you need to be removed from the list, the listowner will perform this function.
The primary listowner is <name here> <email address here>. If you have problems with the list, please contact the listowner for assistance.
Due to ALA's tax exemption as a 501(c)(3), ALA resources cannot be used to support or oppose any candidate for public office. Nor can they be used to link to other sites that contain such support or opposition.
Neither can ALA's resources be used to suggest or support boycotts or to make defamatory remarks.
Subscribe yourself to the list to test the settings and welcome message. Then, using the current year committee rosters on the IS web pages, subscribe each committee member to the correct list. Once each list is set up, send out a test message and ask all list members to reply to the list in order to troubleshoot subscriptions.
You will receive a copy of every error message received by list members. The most commonly encountered problem with subscriptions is the existence of an extended version of an email address, as postings must come from the EXACT address that messages are sent from, for example firstname.lastname@example.org not email@example.com. In this case, subscribe the individual at the extended email address and unsubscribe them at the shortened address For other problems, carefully read error messages for information and consult the individual list subscriber and/or your campus list manager to resolve subscription issues.
Actively communicate with the Section Chair and Committee Chairs to keep apprised of roster changes including mid-year appointments, resignations, job changes, and email address changes.
Lists from the previous year need to remain long enough for the previous chairs to have the minutes posted and approved and pass along final business items. Check with the past Committee Chair before terminating each list.