1. Proper Use of Mailman Mailing Lists

Email is indeed an easy and direct way to disseminate information to your target audience. Thus the Mailman mailing list service is provided to facilitate faculties, departments and administrative units to disseminate teaching and administrative-related information to staff and students through email.

However, this kind of massive emailing does impose significant loads on the Campus-wide E-mail system (mailserv.cuhk.edu.hk) and even the campus network.

In order to balance between the need and the load, the following policies and guidelines must be observed.

1. Use of Mailman Mailing Lists are bound by the guidelines and policies described in the Handbook - "RGEN002 Computer Network - Policies and Guidelines on Access and Usage".
   
2. Only the request from the faculties, departments and administrative units will be considered. An appointed staff member must be designated to take the responsibility as the list administrator (i.e. to handle daily administrative tasks).
   
3. Only teaching and administrative-related information should be disseminated.
   
4. Request to create a list containing email addresses of the whole CUHK community will not be entertained.
   
5. For a large list (i.e. more than 1000 recipients), number of e-mail sent to the list  should be limited to 1 per day.
   
6. The size of each email sent to Mailman lists must be less than 40 kilobytes. No attachment is allowed in the e-mail.
   

2. Rights and Responsibilities for List Administrator

1. The list administrator must take the responsibility of managing the list. Depending on the type of mailing list created, the list administrator must take up the tasks, such as:
   
2. to handle requests of subscription and unsubscription;　
3. to disseminate messages to the list subscribers;　
4. to handle enquiries/complaints from list subscribers.
5. The list administrator has the right to determine who can join the list and to decide who can send message to the list.
6. Subscribers must consent to being on the list. The list administrator should honour requests of unsubscription from the list members immediately.
7. The list administrator must prepare a message to state the purpose of the list and the unsubscription method when subscribers join the list.
8. The list administrator has the right to remove a subscriber from the list if the subscriber fails to comply with the stated policies of the list.

3. Rights and Responsibilities for Subscribers

1. A subscriber has the right to unsubscribe from the list at any time.
   
2. A subscriber should observe and comply with the rules and regulations set forth in the subscribed list(s).
   

4. Rights and Responsibilities for ITSC Mailman Administrator

1. The ITSC Mailman administrator must handle problems, enquiries and complaints from subscribers and list administrators.
   
2. The ITSC Mailman administrator has the right to approve or deny creation of a list
   
3. The ITSC Mailman administrator has the right to make the final decision on the list name.
   
4. The ITSC Mailman administrator reserves the right to cease the operation of any list should the list administrator fail to comply with the policies and guidelines set forth here.