Hostos Distribution List
POLICY AND PROCEDURES FOR SENDING EMAIL
MESSAGES THROUGH THE
HOSTOS DISTRIBUTION LIST
- Any request to send email messages to faculty
and/or staff through the Hostos Distribution List must be
approved either by the President, Vice Presidents, Deans,
Department Chairs, or Senior Administrators.
Where the members of affiliated groups or committees are
to be included, the President, Provost, or other authorized
official of each division or department must approve the
inclusion of its members in the mailing.
- After the message is authorized, the sender
must contact the appropriate office:
mailings to Hostos faculty or staff (Hostos
Call or email Office of Academic Affairs or
Office of Administration and Finance at 718-518-6660 (email: firstname.lastname@example.org) or 718-518-4308
(email: email@example.com) to request a message approval or inclusion as a member to the
combined mailings to Hostos students, faculty,
Call or email Office of Department of
Information Technology at 718-518-6636/6646 (email: firstname.lastname@example.org) to request a message
approval or inclusion as a member.
timing and the graphics of the message must be approved by the
Assistant Vice President of
Information Technology, or his authorized representative, to ensure that it will not disrupt the email system.
Normally, delivery will be scheduled
as soon as the message is submitted and approved. The message must be created in a simple text and/or graphics so that
the minimum amount
of server space is occupied and network bandwidth is not
affected. The message body must be in plain text. The inclusion of attachments in broadcast messages is
not allowed because of the possibility of spreading a virus and possibility of a large document sent via email.
If the messages are graphic intensive and are not
suitable to be sent as an email or
email attachment, the sender may also request from the Assistant
Vice President of Information
Technology or his authorized representative for a special posting of the message on Personal Access
Computers (PACs) located in various
lobbies. The discretion to post these messages on PACs lies with
the Assistant Vice President of
sender of the message will be given authorization to use the
list only for the approved message.
His/her rights to the list will be revoked after the message has been posted.
headers of the message or the mailing list must include a
Reply-to: with an individual, group,
or file address where replies will be received and responded to as appropriate. This need not be the sender. Reply
mailboxes can be requested from the IT
Note that the mailing lists are set up so that individual
recipients cannot reply to the lists
or send messages to them.
The Reply-to: address should also be mentioned in the
text of the message and a telephone
number and office address for other inquiries should also be
- Except in emergencies, at least two working days notice is
required for any such mailing. In
any case, several hours may be required to set up such a mailing, and the message is sent in batches over
another several hours so as not to
compromise normal email delivery.