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Microsoft Outlook 2007

Student Distribution List Descriptions

This document expands descriptions of the different student email distribution lists that are available, such as class lists, advisees, majors, minors, and graduates in specific departments. For information on how to use these lists to send email to students or to obtain a class list, refer to Using Student Distribution Lists.

return to topClass Lists

A class list is an alphabetic list, by username, of students enrolled in a specific section of a course. You can use a class list to send an email to an entire class. Using Getlist, the returned list contains the students' names and usernames. Using Gradebook, the returned list contains the students' names, usernames, classifications, and University IDs. For more information, refer to Using Student Distribution Lists.

Lists are available for the current term and for approximately one month after the end of a 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.

Note that for cross-listed courses (e.g. AIS161/ANTH161) you will need to access or email both lists for full membership. Their members are disjoint so you’ll need both lists to cover all enrollments in the course. The same is true of undergrad/grad dual numbered courses (e.g. ENGL308/508). Instructors need to access or email to both lists to get the full class enrollment. Following this logic, if a course is both cross-listed and undergrad/grad, instructors might need to send emails to as many as four different lists to reach everyone in the class!  If you are in this situation you may want to consider creating your own private distribution list that includes a pointer to each of the class lists.

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:

Format for Class Lists
term.dept.cors.sec
EXAMPLE: 2111.phil.387.002

The class list in the example above contains the following parts:

return to topAdvisees

Advisee distribution lists contain the names of all undergraduate and graduate advisees. Students remain on the advisee lists until they are no longer "active," meaning they have graduated or are no longer enrolled (determination is made every October and March for undergraduates, but graduate students remain active up to two years). 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. You can use an advisee list to send an email to all of your advisees at one time. For more information, refer to Using Student Distribution 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: Advisee distribution lists are updated weekly.

Format for Advisees
advisees.advisor_username
EXAMPLE:
advisees.weiserjl

return to topStudents in a Specific Major or Minor Plan

Distribution lists are available for students with a specific plan code. For example, a list of English education majors only, instead of all English majors, can be requested. For more information, refer to Using Student Distribution Lists.

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 plan. For pre-professional plans, the "owner" is a faculty advisor for that plan.

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

Take the following into consideration when using major or minor plan distribution lists:

Format for Specific Majors and Minors
plan code.plan
EXAMPLE: 080001.plan

return to topMajors

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 plan. For pre-professional plans, the "owner" is a faculty advisor for that plan.

Access to these lists requires knowing the specific abbreviation for the major. A list of abbreviations is available from the Registrar's Office. For more information, refer to Using Student Distribution Lists.

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

Format for Majors
dept.majors
EXAMPLE:
math.majors

return to topMinors

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 plan.

Access to these lists requires knowing the specific abbreviation for the minor. A list of abbreviations is available from the Registrar's Office. For more information, refer to Using Student Distribution Lists.

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

Format for Minors
dept.minors
EXAMPLE: math.minors

return to topGraduate Students in a Specific Department

These distribution lists contain all students currently enrolled or enrolled in a future term with graduate classification and a plan 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 plan. Contact the Registrar's Office to determine the correct abbreviation and to find out which plans are included in a particular list. For more information, refer to Using Student Distribution Lists.

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

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

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