Email Guide for Staff
Email Policy
The School of Music - Conservatorium now adopts the use of email as the main and official means of communication between staff and students. This requires that all messages of significance to a unit offered within the School should be communicated as an email message to the students concerned. Other means of communication, such as the use of notice boards, will also be used however these communications will not take the place of email messages.
Further to the policy, staff in the School will only communicate with students using the Monash University issued email addresses. This is in accordance with the University wide policy on email communication.
Students may forward emails to other accounts if the wish to do so. Students are required to check their Monash email accounts at least once a week during semester time. The School takes no responsibility for grievances that are the result of students failing to check their email accounts.
Making Email Lists
There are two ways to create email lists:
1) by applying to ITS to create a list automatically. These lists are generated from student records and are updated regularly. The lists a defined by unit code. For information about creating these lists see:
http://www.its.monash.edu.au/staff/studentemaillist.html
2) By generating a list from a csv Callista file. This can be done in Netscape Messenger and is appropriate in situations where your student group may not necessarily be defined by a unit code (for example instrument groups within the chief prac.).
Note that this method sends out emails with the addresses of all of the recipients in the list. When sending the email you must use the BCC (blind carbon copy) method. If you fail to do this you will breach the Privacy Provisions.
Creating a List from a CSV File
Step 1. get your class list - make sure it is a csv format list from Callista. Note hat if you are wanting to use only a portion of a unit list you can edit the csv file in Excel but make sure you save the file in a csv format.
Step 2. in Netscape choose the address book. Communicator > Address Book
Step 3. then choose File > New Address Book.
Step 4. Name the address book with your class name, eg MUS1110
Step 5. In the address Book window, select your new address book.
Step 6. choose File > Import Address Book file...
Step 7. choose Text File then Next >
Step 8. find and select your Callista file
Step 9. in the Communicator Field sub-menu set:
Nickname - Person ID
Last Name - Surname
Title - Title
First Name - Given Names
Address - Addr 1
City - Addr 2
State - Addr 3
Zip -
Addr 4
Homephone - Addr 8
Cellphone - Addr
9
Workphone - Addr 10
Email - Email
Step 10. choose Import
Step 11. choose File > New List (make sure your new address book is still selected)
Step 12. Name your List. eg MUS1110
Step 13. Select and drag your imported addresses into the list window field
Step 14. Save the List
When you want to send an email to everyone in your class just enter the list name.