How to make (and use) a GAAC GA Email List

Getting the List of GA Emails
At the beginning of each term, email the Information Services Coordinator (e.g., as of Fall 2021, Natalie Torres ntorres@umd.edu) or the Assistant to the Dean (e.g., as of Fall 2021, Amanda Strausser astraus3@umd.edu) to ask for the email list. (Sometimes the list will change in the first few weeks so it can be useful to ask for an updated list a few weeks into the term.) It will arrive in a spreadsheet.

Making the Listserv

 * Once you have the email list, go to: sims.umd.edu
 * System>Reflectors and Listserv email lists.
 * Click Request
 * Fill out form:
 * List Name: something like “fall2021GAlist”
 * Description: something like “List of all GAs at UMD for the Graduate Assistant Advisory Committee (GAAC) for Fall 2021”
 * Who can send to this list: Anyone
 * Where should replies go? Just the sender
 * Allow People to self subscribe? No, a list administrator must do it
 * Should this list be moderated? Yes
 * Moderators: Add name?
 * Allow attachments? Yes
 * Click: Submit Create Request

(Approval can take up to two days, but usually it is approved quicker.)

Configuring the Listserv

 * Once the Listserv has been approved, go to UMD’s Listserv website: https://listserv.umd.edu
 * Login
 * Go to List Management>List Dashboard
 * Under “List Name,” find the listserv and click “Configure”
 * Go to Access Control – use these settings:
 * Attachments: Yes
 * Review: Owner(s)
 * Send: Editor (This makes it so an editor needs to approve any message)
 * Confirm: Yes
 * Confirm Applies to: Editors Only
 * Hold: Yes
 * Semi-Moderated: No
 * NoMIME: No

Adding Emails to the Listserv

 * Format the email spreadsheet: remove the names and other info leaving only the email addresses.
 * Save the spreadsheet as a plain text file or “Text (tab delimited) (*. txt)”
 * On the Listserv website (https://listserv.umd.edu), click on List Management > Subscriber Management > Select List > Bulk Operations
 * Click “Add the imported addresses to LIST; Do not remove any subscribers”
 * Click Browse > select the plain text file > click import

Sending Emails to / Approving Emails Sent to the Listserv

 * To send an email to the listserv – send it to [List Name]@listserv.umd.edu
 * To approve the email to be sent (if you are the owner/editor) you can either:
 * Approve it from the email notification you will get,
 * -or-
 * Go to: https://listserv.umd.edu > List Moderation >Select List>Update>and approve
 * If there is a message you do not want to approve, you can:
 * Follow the same steps above and reject (it could be that the sender will get a notice of rejection in this case)
 * -or-
 * do nothing.