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Policies: Conditions of Use for UTORlist

This document describes the conditions of use for the UTORlist listserv service.


UTORlist is an e-mail mailing list service managed by the Computing and Network Services (CNS) department, in cooperation with the Information Commons Help Desk which acts as "list master".

UTORlist mailing lists may be established to further one's work in the University, or to further the University of Toronto's mission.

Requests for a new UTORlist mailing list are accepted only from University of Toronto faculty or staff or a Student Life recognized student organization executive.

Each UTORlist mailing list must have one or more "list owners". For UTORlist mailing lists created by faculty or staff, at all times at least one list owner must be a current faculty or staff member at the University of Toronto, and will be referred to as the primary list owner . Students may be the primary list owner, but only with a sponsoring faculty member; if possible, the faculty member should be a secondary list owner, or at least a list member.

A UTORlist mailing list created by a Student Life recognized student organization executive, must at all times have one list owner on such a list who is responsible to that club executive, and will be referred to as the primary list owner.

The primary list owner must use their own currently valid UTORmail address in the mailing list configuration. When a primary list owner steps down as list owner, or when a list owner ceases to be eligible (e.g. a staff list owner leaves the university), a new eligible list owner must be in place. Otherwise the departing primary list owner, or the primary list owner's department or recognized student organization executive, must close the UTORlist mailing list.

Other than the primary list owner, additional list owners and list members do not have to be affiliated with the University of Toronto.

All mailing list messages must conform with all University policy and all applicable law, including but not limited to the Appropriate Use of Information Technology, the Code of Student Conduct, the Code of Behavior for Academic Matters, the Ontario Human Rights Code, the Criminal Code of Canada, the Canadian Copyright Act, and the Canadian Trademark Act, in concert with various rules and guidelines adopted in local units.

List owners agree to properly maintain their lists to ensure smooth flow of email. This includes removing invalid member email addresses at least weekly--this is also called dealing with "bounced" messages. (Most lists are set up so UTORlist software automatically does this, but the list owner may still need to intervene when it doesn't work.) For lists requiring list owner approval for subscription, and for moderated lists, the list owner should attend to subscription requests and held messages at least weekly. These procedures are important for smooth email flow, and to keep the University of Toronto from being blocked by other internet sites. Should a mailing list create problems, it may be disabled immediately.

In order not to create log-jams which slow down other people's mail, mailing lists should not have more than 5,000 members. Mailing lists can be larger as long as (1) delivery is restricted to off-hours; List owners can configure UTORlist software to hold messages until off-hours. (2) postings are not frequent e.g. it would not be appropriate to have many postings per day to such a list, and (3) messages are restricted in size. If a mailing list is going to have more than 15,000 members please contact the Network Services group for assistance, at, or by phoning 416-946-8689.

The University does not monitor content of messages and list archives. The primary list owner must regularly monitor discussion of the list and content of the messages, ensuring they comply with university policy.

The primary list owner (with the assistance of other list owners) acts as host, and a representative of the university. Responsibilities include ensuring that mailing list discussion remains respectful and courteous. If an issue becomes too "volatile" the primary list owner might ask that discussion continue outside the list. The list owners are also the point of contact for any technical problems that list members might have, escalating those the list owner can't resolve by working with the IC Help Desk list master.

UTORlist mailing lists have archives, unless the owner chooses not to have one. (Some list members may prefer to read list archives to getting list messages by email.) Archives are not intended as permanent storage, and older messages could be removed from the archive after notice to the list owners. Archives using excessive storage could also be removed. Archives are deleted when a list is closed.

List owners should encourage sending of URL links to documents on the Web, rather than large attached documents in messages. The UTORweb service is one place where such documents can be stored.

An individual's email addresses should not be added to any mailing list unless (1) the individual self-subscribed to the list, or (2) the individual gave explicit opt-in permission to be subscribed to the list, or (3) for a student, staff, or faculty member, a university manager responsible for that individual has given explicit opt-in permission (e.g. a departmental chair can authorize a departmental mailing list include all departmental members, the VP of Human Resources can authorize faculty or staff mailing lists, the Dean of Arts and Science can authorize a mailing list of students in Arts and Science, the Assistant Provost of Student Life can authorize a mailing list of students, etc.)

The Information Commons provides documentation and Help Desk ( support.

The Network Service Group ( provides technical infrastructure, technical support for departments, and manages the UTORmail, UTORschedule, UTORinfo, UTORnews and UTORlist.


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