Listserv Migration to Google Groups
- hartung
- Daniel LaGrow
- Idalia Torres
- Admin JBB (Deactivated)
Current Campus-wide List Users
Description - Institutional lists (i.e. facultystaff, students, news, proftalk) will be maintained by ITS Enterprise Infrastructure Services and ITS Enterprise Development and Reporting Services.
Target Audience - Current Fredonia domain users that are authorized to send to campus-wide lists.
What are the differences between Listserv vs. Google Groups?
The name of the list will stay the same however, “listserv” will be removed from the email address (e.g.news@listserv.fredonia.edu will become news@fredonia.edu).
Posting to Google Groups will need to come from an authorized email address (e.g. departmental email address).
Moderators will not receive a notification that they need to approve their messages, they will need to go to group page to approve their messages. They will see a “banner” with the number of messages pending for review, but they should, in general, approve only their own messages.
Any member can go to the group and see all messages posted to the Group, but they are not allowed to post. They will receive an non-delivery error message if they try to post to the group.
Non-members messages will be moderated and if rejected, senders will receive a custom rejection message.
You are not authorized to send messages to this group. This group is used exclusively by the administration at SUNY Fredonia as one of the primary channels for dissemination of institutional business information.
The Owner role
The Owner role has the highest level of permissions. Owners can add or remove other owners, create new roles, delete the group, and export group memberships and messages.
The Moderator role
People with the Moderator role can approve messages pending review (in general, they should approve only their own messages). To accommodate users that are delegates or “send as” addresses that are authorized to post to the groups (department addresses), these users’ posts are also moderated.
The “Poster” role
This is not an actual role in Google groups, but in this context, should be the email addresses of the offices that are allowed to post to the group. These users’ posts should be moderated.
The Member role
Everyone in a group has the Member role by default. These users’ posting permissions should be set to “not allowed” for the campus-wide lists.
FAQs
How do I request a new campus-wide Google Group? Submit a ticket to Tracker.
What information do I need to provide for the request?
Group name and description
Who can post (actual email addresses that are allowed to post, e.g. department email)
Who can approve messages (user accounts)
If a class group - class codes and minimum credits earned
If a majors/minors group - major/minor codes
How do I request changes in permissions or functionality of the new Google Group?
Please submit a ticket with the requested changes.
What are the responsibilities of the campus-wide Google Group users?
Google Groups users are bound by all applicable University policies to include the Acceptable Use Policy and Data Risk Classification Policy. Only Category I - Public and Category II - Private data can be used with on the Fredonia G Suite domain.
Google Groups owners, and all others with posting privileges are expected to observe all applicable copyright restrictions when posting any material that is not their own. The use of a mailing list to distribute any material (including binary files) in violation of copyright or licensing is strictly prohibited.
Current List Owners
Description - Current list owners within the Fredonia domain.
Target Audience - Any Fredonia domain G Suite user.
How do I create a Google Group?
You can use Google Groups to create an online group for your team, organization, class, or other group to do things like:
Email each other
Organize meetings
Find people with similar hobbies or interests
You can also change your group's type, name, description, and choose who can join, post, and view topics. To learn more, check out Google Support.
Group type | Description | Example uses |
|---|---|---|
Email List | Email list groups are mailing lists. Create a new email address so anyone in your organization can send messages to everyone in your group at once. | For teams that regularly share information via email. |
Web Forum | Create a Group on a particular subject that anyone in your organization can join. | Online communities for people in your organization with similar interests, expertise, or work functions. |
Q&A Forum | Product experts and savvy customers can help answer common questions about your product and mark the best answers to the web. Responses are archived as a knowledge base for other customers. | Online forum for customers to ask and answer questions about your products or services. |
Collaborative Inbox | Members of a group can receive and respond to email requests using a common address, such as support@yourcompany.com. Assign incoming messages to group members, track status, categorize posts so they’re easy to find later, and more. | For teams that use email to process support tickets, sales inquiries, or other requests from colleagues or customers. |
How do I find and join a Group?
You can join a Google Group to have discussions about a topic or to communicate with your team, organization, class, or other group. Some groups grant immediate membership, but others require you to request membership. To learn more, check out Google Support.
How do I add people to my group and view all members?
You can add someone to your group in three ways:
Approve people who applied to join. To learn more, check out Google Support.
Information Technology Services provides managed Google Groups as a service to the University community. As such, Information Technology Services reserves the right to make alterations in the service at any time for the sake of the common good of all users. Google Groups that are not managed by ITS are self-supported.
The Google Groups manager reserves the right to make changes to any list's configuration without notice in the following cases (not exhaustive): (1) to correct errors; (2) to make preferred changes or improvements; (3) where the group owner has been negligent or lax in conducting required group maintenance.
The Google Groups manager reserves the right to restrict or deny any user's access to or privileges on Google Groups with due cause. Google may automatically and selectively deny service to users based on bounced or excessive e-mail or other detected problems.