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The form is checked dynamically when messages are typed in and when finally submitted. Characters not allowed in mailing list names are not accepted by the form. Error messages and comments are diaplayed in a frame at the bottom of the browser. On succesful sumbission of the form, a confirmation page is displayed. This should be short and meaningful. The name must consist of letters and optionally numbers and hyphens. No other characters should be used. If the mailing list is to be used within a school, department or budget centre, the name should reflect this. For example, acadstaff on its own would be an inappropriate name for a list of academic staff in a particular department, school or budget centre but xxx-acadstaff would be appropriate if xxx was a suitable abbreviation for the name of the department, school or budget centre. Normally, the chosen name on the form is allocated. However, some names are unacceptable because of clashes with existing names, they cause ambiguity or for a variety of other reasons. The form will check for clashes and certain reserved names, but cannot check for suitability of a name. If the chosen name cannot be used, you will be contacted in order to decide on a new name. As Information Services cannot guarantee that your chosen name will be issued, must not to publish the name in any form until you receive confirmation that the list has been created. Stationery or business cards using an address that has not been confirmed should not be done, as reprinting it will cause you unnecessary expense if the address is not approved. These are important to ensure that you are a registered computer user, and to register the details properly in our database. The details are then stored in case of problems either with creation of the list or subsequent problems with the operation of the list. The email address given must be a valid registered email address on the Central Mail Server at the University of Birmingham. A brief description of the purpose of the list is required. This has several uses. For example if a list owner leaves we can then more easily decide what action to take with the list. Secondly, it is useful for monitoring purposes and thirdly, allows us to check that the list is being set up for legitimate purposes. This sets an expiry date for the list. The field is not mandatory. However, it is useful for lists with a finite life - for example a list associated with a course or conference. Lists can be "open" or "closed" according to the membership subscription policy. This is initially set according to the instructions on the form, but can be changed later by the list owner. Instructions on how to do this are given later in this document. If a list is open, anybody can join the list without seeking your permission. As list owner, you will be informed of all leavers and joiners. Most lists used for discussion and general distribution of information are set up as open lists. Even with open lists, some requests to leave and join will still be referred to you and this aspect is covered in more detail later in this document. If a list is closed all requests to join are referred to you for approval. This is useful if you wish to restrict membership of the list, but does mean that more effort is required to maintain the list. Lists used as functional mailnames should always be closed. This allows anyone to join, but confirm membership by clicking on a web link that is emailed to the person trying to join the list. This is particularly useful if you want to allow subscription via a web form as a way of checking that a subscriber really wants to join and has not been added by someone else. Last Updated 11 October 2005. Please mail any comments to C.B.Bayliss@bham.ac.uk |
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