Microsoft Outlook 2003

Email: Student Distribution List Descriptions

This document expands descriptions of the different student distribution lists that are available, such as class lists, advisees, majors, minors, and graduates in specific departments.

Class Lists
Advisees
Students in a Specific Major or Minor Program
Majors
Minors
Graduate Students in a Specific Department

Class Lists

A class list is an alphabetic list, by username, of students enrolled in a specific section of a course. With Getlist, the lists contain the students' names and usernames. With Gradebook, the lists contain the students' names, usernames, classifications, and University IDs.

Lists are available for the current term and for past terms, for approximately one month after the end of the term. These lists are updated daily to reflect drop/add activity. The instructors are also members of the list and are included (alphabetically by username) in the list.

Lists are not available, however, for course/sections that are assigned to "Department Faculty." In order to receive a list or to send email messages to the enrolled students, the course/section must be assigned to a specific instructor on the course file.

Please remember that class lists are considered confidential information under the federal Family Educational Rights and Privacy Act. Handle and dispose of copies accordingly (e.g., shred paper copies).

The error message "Member list could not be created" is returned if the list requested is for:

a past term and has been deleted
a future term and has not yet been created
a course/section assigned to "department faculty"

Format for Class Lists
yyyt.dept.cors.sec
EXAMPLE: 0123.phil.387.002

Academic Year with Term (YYYT)
EXAMPLE: 0231=Fall of 2002-03
1: Fall 3: Winterim 5: Spring 7: Summer (including the first 3-week session)
Department Prefix (as abbreviated in the Class Schedule Bulletin e.g.,phil)
Course Number (always 3 digits with a suffix if applicable e.g., 387 or 101a)
Section Number (always 3 digits e.g., 002)

Advisees

Advisee distribution lists contain the names of all undergraduate and graduate advisees, currently enrolled or enrolled for the next future term. Advisees are assigned to a specific faculty advisor, either as a first, second, or graduate advisor assignment. The advisor's name will also be included alphabetically (by username) on displays of the lists.

Students who are assigned to "Department Faculty" will not appear on any lists. Departments receive a weekly list of those students from the Registrar's Office.

NOTE: This distribution list is updated weekly on Tuesday nights.

Format for Advisees
advisees.username
EXAMPLE: advisees.weiserjl

Students in a Specific Major or Minor Program

Distribution lists are available for students with a specific program code. For example, a list of English education majors only, instead of all English majors, can be requested.

All students who are currently enrolled or enrolled for the next future term are on the list. Also, the name of the list "owner" will be included (alphabetically by username) on displays of the list. The "owner" is usually the chair of the department administering the program. For pre-professional programs, the "owner" is a faculty advisor for that program.

Access to these lists requires knowing the specific 6-digit numeric code for the program. Codes are listed in the University Catalog.

NOTES:

Program codes may be different for different catalog years. For a list of program codes, contact the Registrar's Office.
Major/minor program distribution lists should not be used for official reporting purposes. Contact the Registrar's Office for official counts.
To create a distribution list containing students in specific programs, it is recommended that you use the program codes and build a distribution list in email to be certain of the composition of the list, rather than using the major, minor, or graduate student distribution lists.
This distribution list is updated weekly on Tuesday nights.

Format for Specific Majors and Minors
program code.program
EXAMPLE: 400200.program

Majors

The majors distribution list contains all undergraduate students who have declared a major (either first, second, or third major) administered through a particular department. Interdisciplinary majors (e.g., Biochemistry) will appear on both departments' lists. All students who are currently enrolled or enrolled for the next future term are included in the lists. The "owner" of the distribution list is also included (alphabetically by username) on displays of the list. The "owner" is usually the chair of the department administering the program. For pre-professional programs, the "owner" is a faculty advisor for that program.

Access to these lists requires knowing the specific abbreviation for the major. A list of abbreviations is available from the Registrar's Office.

NOTES:
Major/minor program distribution lists should not be used for official reporting purposes. Contact the Registrar's Office for official counts.
This distribution list is updated weekly on Tuesday nights.

Format for Majors
dept.majors
EXAMPLE: math.majors

Minors

The minors distribution list contains all undergraduate students who have declared a minor administered through a particular department. All students who are currently enrolled or enrolled for the next future term are included in the lists. The "owner" of the distribution list is also included (alphabetically by username) on displays of the list. The "owner" is usually the chair of the department administering the program.

Access to these lists requires knowing the specific abbreviation for the minor. A list of abbreviations is available from the Registrar's Office.

Format for Minors
dept.minors
EXAMPLE: math.minors

Graduate Students in a Specific Department

These distribution lists contain all students currently enrolled or enrolled in a future term with graduate classification and a program in the specified department. The "owner" of the distribution list, usually the department chair, is also included (alphabetically by username) on displays of the list.

These lists are accessed by an abbreviation of the department or program. Contact the Registrar's Office to determine the correct abbreviation and to find out which programs are included in a particular list.

Format for Graduate Students in Specific Department
dept.gradstu
EXAMPLE: engl.gradstu