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FAQ: UCLA Psychology Email Distribution List

Frequently Asked Questions: UCLA Psychology Email Distribution List

An explanation of Psychology's Email Distribution Lists:

Some background

There are over 500 people who consider themselves to be members of the Psychology department, and most of them have email accounts.  Members may have Psychology or Life Sciences accounts, Bruin On Line email accounts, or accounts hosted by other entities on or off campus.  Still, the department relies heavily on communication with its members via email, and we consider the UCLA on line directory to contain each member's current, preferred email account.  Members should check frequently to see that their current email address is listed properly in the UCLA on-line directory located at: http://www.directory.ucla.edu/

Information entered in the on-line campus directory is used for updating other lists on our website in addition to many email distribution lists.   There are over 57,000 names entered in the campus directory!

What software is used for handling the email distribution lists?

The Bruin On Line office manages MailMan. You can get more information on UCLA's installation of MailMan here: http://www.bol.ucla.edu/services/lists/ 

MailMan is a robust, open-source program that provides a web interface for both administrators and users to customize their mailing list options.  Use of MailMan does not require the use of a proprietary email server or program.   Members of the department of Psychology currently maintain over 40 lists on MailMan.

How are the Psychology email distribution lists managed?

Our email distribution list names can be viewed here:  http://directory.psych.ucla.edu/distlist/index.php?orderby=tersephrase

List owners have been identified for each of these lists and have been trained on MailMan protocols.  Each list owner is responsible for their list's appropriate use and membership.   Any UCLA member may set up their own distribution lists.  Submit requests for new lists here: http://lists.ucla.edu/signup.html.

Who are the List Owners (this pertains to departmental email distribution lists only):

When you receive an email message by way of MailMan you will see a link at the bottom of the message to the list Info Page which has the list owner's email addresses on it.  See the Psych-all info page for an example: http://lists.ucla.edu/cgi-bin/mailman/listinfo/psych-all

In general, responsibility for maintaining members and sending announcements to the lists has been assigned to department members with the most knowledge of each list's purpose.   As a general rule of thumb, the Psychology "area" lists are managed by department area chairs, or their designees.  Lists of graduate students are usually managed by the Graduate Studies Coordinator.  The Psych All list is managed by members of the IT unit.  

How can I see the list names when I'm emailing?

Using any email client and web browser go to this section of the department website:

https://www.psych.ucla.edu/directory/distribution-lists

 

You need to enter your UCLA login to view this page to view the lists.  You'll see a table showing all the current lists, with links to the list info pages and list owners.

Who is allowed to be on the lists?

Each list may have different rules in place but in general, list owners decide who should be on their lists.  Anyone may submit a request to be subscribed to a list, but list owners must usually approve subscriptions. 

How do I know if I'm on the right lists?

You need to know your MailMan password in order to see what lists you are on.  Here are the steps for finding your password: http://lists.ucla.edu/cgi-bin/mailman/listinfo/psych-all

Go to the bottom of the screen and click on "Unsubsrcibe or Edit Options"  At the next screen click on the "remind" button under "Password Reminder."  

When you were originally subscribed to this list MailMan gave you a default password.  Clicking the remind button will have that password sent to your email box.  Get the password and then return to the info page above.  Now when you click on the "Unsubsrcibe or Edit options" button you will be taken to a log-in screen where you will enter your email address and the default password just sent to you.  Once in your mailing list configuration page you will have many options like changing your password and seeing what other lists you are on.   Scroll down the page a bit and you will see a button for "List my other Subscriptions" under the section titled: "Your other lists.ucla.edu subscriptions"

All other lists that you are a member of on the UCLA Mailman system will be displayed.

How can I see the names of people on a list?

Go to the list info page (use psych-all for this example) and scroll down to the bottom. Under the section titled: "Psych-All Subscribers" you'll see "Enter your address and password to visit the subscribers list:" Make sure you enter your full email address and your MailMan list password (see above section on Password Reminder).

Can I unsubscribe?

You may submit a request to be unsubscribed.  Most of our lists require the list owner approve that you be unsubscribed however, so this might not happen for you automatically.

Who is allowed to send messages to the lists?

List owners determine who is allowed to send mail to the list.  Many of our lists are restricted so that only certain list members can send messages to the lists. 

Can I get list digests instead of receiving each message individually?

Yes!  One of the great features of MailMan is that you can have the system collect all messages sent to a list for some period and then send them to you as one email message.

Can I remain on a list but view messages on the web instead of getting them delivered to my email box?

Yes!  The mailman lists are all configured to send messages not only to list member email boxes, but to the list's web archive.  Some archives are open for anyone to read (i.e. see the Psych All archive at http://lists.ucla.edu/cgi-bin/mailman/listinfo/psych-all - from there, select "Psych-All Archives".)

Most archives are private and only viewable by list members.  In this case you must enter your MailMan password to view the archives.

Important information regarding the PsychAll Distribution List

Subscribing:

At the beginning of the academic year all Psychology members are automatically subscribed to the Psych-all list.  This list is not considered private, anyone can subscribe to this list and the archives are open to anyone, however only a few members can send to this list.  The Psych-all list is intended to provide information of general interest or importance to Psychology department members, so sensitive information should not appear here.  The department administration and UCLA emergency coordinators expect that all Psychology members will be subscribed to this list.  The IT unit will update the Psych-All list quarterly based on the list of Psychology members found in the campus directory, however new department members may subscribe themselves to Psych-all at any time, and should check the archives for anything they may have missed.

Unsubscribing:

Anyone can submit a request to be unsubscribed, the owner must (and will) approve these requests.  Even if you're not subscribed you may still read messages sent to the list if the archives are open.

Errors:

After a certain number of bounced messages a member's address could be automatically removed from the list.  Messages could bounce if the email address you used to subscribe has some problem (i.e. it is deleted or unable to receive messages).

Members can verify all of their MailMan list memberships beginning at the PsychAll Info page (see the instructions under PsychAll Subscribers above).  If you think your email address is no longer subscribed to the list and it should be, contact the list owner to check on your subscription status.

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