To join the DE-ALL Listserv, each participant must contact their individual college’s Chief Information System Operator or IT department. No one can be added by the Chancellor’s Office or any other central location. The DE-all distribution list is an alias listserv that is ultimately populated by each college. The CCC Chancellor’s Office has designated one alias identifier for every college. The college may point their alias identifier to any e-mail address within its domain. They can point it to one person or more than one person. The number of people added to the listserv from each college is a local decision. The individual responsible for this at the local level is the Chief Information System Officer (CISO). All requests to be added to the DE-ALL list should be made to the CISO and should follow established local procedures.
Further information and support with ListServe – ListServ Instructions
For membership questions – email@example.com
For all other inquiries – firstname.lastname@example.org
What is the difference between the Single Point of Contact (SPOC) distribution list and DE-all
Single Point of Contact (SPOC) Distribution List
The SPOC distribution list is the official list of the DE Coordinators for the California Community Colleges. The college SPOC for DE is identified by the Chief Instructional Officer (CIO) for the college and is the person officially responsible for responding to requests from the Chancellor’s Office regarding distance education issues. For example, they are the person that responds to the annual distance education survey conducted by the Chancellor’s Office. To eliminate duplication of effort there is only one official contact for these purposes. This list is renewed annually in the Fall term by requesting the CIO for the college verify the name provided to them as the SPOC or to identify a new person for the role. If the CIO does not respond to the request the person is automatically retained as the SPOC until otherwise notified.
If you have changes to your local SPOC please send that information to Erin Larson at email@example.com.
DE-all Distribution List
The DE-all distribution list is an alias list serve that is ultimately populated by the colleges. The Chancellor’s Office has designated one alias identifier for every college. The college may point their alias identifier to any e-mail address within its domain. They can point it to one person or more than one person. The number of people and what people is a local decision. The individual responsible for this at the local level is the Chief Information System Officer (CISO). All request to be added to the DE-all list should be made to the CISO and should follow established local procedures. The Chancellor’s Office can’t add anyone to the local list.
From Scott Gallawa, Chancellor’s Office
The alias list addresses are formatted as firstname.lastname@example.org, where name is the list name or abbreviation (ceo, for example), ### is the three digit college/district identifier found in the CCCCO MIS Data Element Dictionary (e.g., 160 for the Redwoods district office, 161 for the campus; I think it’s in Appendix B), and domain.edu is the local college/district email domain (@redwoods.edu). The lists don’t include actual personal email addresses.
It is the local email administrator’s responsibility to maintain the correct addresses and ensure they’re either being routed to the appropriate person. We recommend maintaining an actual mailbox for each address so there’s an archive available for when new people arrive. The mail can be routed to as many people as would like to get posts from that list. At our end, It’s my responsibility to make sure the generic addresses are correct and present. If the domain changes, I can update it, although that has to be done manually, which is a hassle; there’s no global find and replace function in the software we’re using. If we get a sufficient number of bounces for a given address (I think it’s five times), it’s automatically dropped, so I can add it back if necessary. It looks like that’s happened for the Redwoods entries in the de-all list, so I’ll add them back, but if there’s no corresponding entry in the Redwoods email server, they’ll eventually get bounced off again. I try to keep track of addresses getting bounced off, but it’s a daunting job.
Each college/district will likely have at least two addresses per list; the district office address will be ##0, and the campus will be ##1. At some districts, they’ll only use one or the other, though.
Because we’ve experience a LOT of abuse of the lists in various fashions, we now require confirmation before posting email to the list. When someone sends an email to the list, they’ll get a response email with a link in it; they can either respond to the email or click the link. Email won’t be released for distribution to the members of the list unless the confirmation is responded to. A confirmation MAY be generated for each list (I don’t remember for sure) included in a post; I think it works such that if you send to the ceo, cio, and bog lists, for example, you’d generate three confirmation requests.
There are also various other additional restrictions in place; MOST of the lists require postings come from an edu address, and SOME of the lists only allow postings from CCCCO employees. There MAY be additional restrictions on the size or content; too large might be blocked, or certain formats. For example, Excel and Word can contain macros, which can be used to deliver viruses and malware. Those may be blocked, either at our end, or the recipient end.
Because some lists might be posted to frequently, there is a risk that postings to that list might be identified as spam and end up in the recipient’s junk mail folder. We don’t have control over that, but it’s something to be aware of.