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Information Solutions and Services,  email Distribution Lists

 

All Staff eMail Distribution List

Information Solutions and Services (ISS) uses data on the Human Resources (HR) Payroll System to generate staff mailing lists.  These lists are then made available to Press & Information Office.

Who can email to all staff?

Permissions are required on a staff member’s email account in order to send email to all staff.

What is the process to request permission to send an all-staff email? 

1. Keep in mind the code of practice for mass emails
2. Written authorisation is required from John Caulfield, Internal Communications Officer, john.caulfieldnuigalway.ie,  or Caroline Loughnane, Director of Marketing & Communications, caroline.loughnanenuigalway.ie
   (in their absence Seán O'Farrell Director of ISS, sean.ofarrellnuigalway.ie)
3. The staff member must then submit the authorisation to the ISS Service Desk
4. Permission will then be given to the staff member to send from their own mailbox to the All NUI Galway Staff list entry which is displayed in the staff Global Address List (GAL).

Automated Updating HR System with eMail Addresses

In the first instance the HR system must store a valid email address for the employee. This is an automated process which operates as follows:

• ISS creates a file of all email accounts on our system . The file contains the employee number and the email address.
• All email addresses on the HR system are blanked out.
• HR then applies the Information Solutions and Services file updating the corresponding employee record.  

This process runs once a week to ensure email addresses are up-to-date on the HR system. To ensure that your email address is included you must have an email account on Mail ( New Staff (from September 2012) and staff who have been migrated to Exchange 2010 server)  or Staffmail ( Users who have not been migrated and are currently on Exchange 2003 server), and ensure that your correct employee number exists.

This automated link ensures that the email addressees are in line with the mail service provider and removes the maintenance overhead and risk of errors associated with maintaining the email address as part of each employees records.

Mailing List Inclusion Criteria

Inclusion in any mailing list is dependant upon the staff member having a valid email address on the HR system as described above. Each of the mailing lists has a separate criteria for inclusion of staff. The fields on the HR system which affect the inclusion/exclusion from distribution lists are

Employee Sub Category ( Grade Group)

Employee Category (Grade)

Employee Secondary Status (Active, left)

Personnel Post Appointment Status (Must be commenced)

Personnel Post Appointment number (used to exclude casual employees)

Management Unit.

The criteria for inclusion in the particular lists are:

All Staff

• An email address exists on the HR system for the employee.
• Fellowships students are excluded.
• Staff are active on the payroll system.
• Staff have status of commenced in a post (excluding posts for casual employees).

Academic Staff

• As for all staff and Employee Sub Category = Permanent Academic

Administrative Staff

• As for all staff and Employee Sub Category = Administrative

Building Services Staff

• As for all staff and Employee Sub Category = Buildings Service Staff

Library Staff

• As for all staff and Employee Sub Category = Library Staff

Technical Staff

• As for all staff and Employee Sub Category = Technical

Temporary Academic

• As for all staff and Employee Sub Category = Temporary Academic

Arts Faculty

• As for all staff and Management Unit = Arts Faculty

Science Faculty

• As for all staff and Management Unit = Science Faculty

What to do if you are not receiving all-staff emails?

If you are not receiving emails from the administrative offices e.g. Dialann, Personnel notices, messages from the President then check the following:

• Do you have an email account registered with Information Solutions and Services?
• Have you informed the mail service of your employee number (you will find this on your payslip)?
• Do you fit the criteria for inclusion above?

If the answer is yes to all of these please contact the Human Resources to ensure that your email address is on the system and that the post and payroll statuses are correct. They will then either amend your HR record if appropriate or refer the problem to ISS if it is related to the selection criteria. Please perform the above checks before contacting the Human Resources.

IMPORTANT

Finally please note that there is NO WAY to add/delete members from the distribution list manually, nor is there any point in asking Human Resources or ISS to change/add your email address to the HR system as this will be DELETED the next time the data is loaded from the email source. An employee cannot choose to join or leave any of the distribution list as they are dependant on the data in their HR record.

What other staff mailing lists available?

The following staff email distribution lists are updated daily:

• Agresso Users
• All NUI Galway Retired Staff
• Buildings
• NUI Galway AC Exchange Server Users
• NUI Galway Academic Staff
• NUI Galway Admin Staff
• NUI Galway Arts Faculty Members
• NUI Galway Buildings Services Staff
• NUI Galway Commerce Faculty Members
• NUI Galway Engineering Faculty Members
• NUI Galway IT Staff
• NUI Galway Law Faculty Members
• NUI Galway Library Staff
• NUI Galway Medical Faculty Members
• NUI Galway MIS Exchange Server Users
• NUI Galway Science Faculty Members
• NUI Galway Technical Staff
• NUI Galway Temporary Academic Staff

Permission to write to any of the lists above must be requested via the ISS Service Desk.

Can I request a new mailing list for a subset of staff?

1. Written authorisation is required from John Caulfield, Internal Communications Officer, john.caulfieldnuigalway.ie,  or Caroline Loughnane, Director of Marketing & Communications, caroline.loughnanenuigalway.ie
   (in their absence Seán O'Farrell Director of ISS, sean.ofarrellnuigalway.ie)
2. The staff member must then submit the authorisation and criteria to the ISS Service Desk.

    

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