NMSU Mass E-mail Guidelines

This guideline concerns the use of NMSU E-mail addresses and E-mail lists for mass communication.

Many departments, colleges and individuals on campus require the ability to convey information to large groups of students, staff and faculty at NMSU.

Some E-mail lists contain over thirty thousand recipients. To be sure your E-mail is well received and quickly delivered and to reduce the load on NMSU computing equipment, please follow this short list of “DOs and DONTs” when sending mass E-mails.

  • Don’t include attachments. Unsolicited E-mails with attachments are always considered suspect no matter the E-mail source. Documents, pictures and video files are often very large, slow to deliver and resource intensive.
  • Do always include a unique, meaningful subject to summarize your message.
  • Don’t include emoticons, advertisement links or catch phrases/taglines with your signature.
  • Do always carefully consider your target audience (an announcement only concerning the Las Cruces campus, sent to the all-nmsu E-mail list will include Dona Ana, Grants, Alamogordo and Carlsbad as well as main campus).
  • Do be brief. Put the substance of the message in the first few lines to insure maximum effectiveness.
  • Do include accurate contact information and a “replyto:” in the E-mail header to be sure responses go to the proper place.
  • Don’t use mass communications to air grievances or flame colleagues.
  • Do send E-mails to large lists sparingly, to prevent your E-mails from being ignored.

Remember all E-mail sent from or kept on NMSU central E-mail systems is considered NMSU data.NMSU E-mail addresses are for NMSU internal us only. Please check with NMSU Data Custodians before distributing NMSU E-mail addresses to external entities to ensure compliance with FERPA, HIPPA and other regulatory requirements.

NMSU provides the “MAILMAN” software to facilitate departments and individuals managing their own E-mail lists. For more information contact the help desk at 575-646-1840 or help@nmsu.edu or go to http://mailman.nmsu.edu.

E-mail lists can be loosely grouped into three types: Administrative, Informational and Private.

  • Administrative lists are used by NMSU central administration to communicate and conduct the business needs of NMSU. Each list is associated with an owner that determines what information is suitable for distribution from their list.
  • Informational lists are provided by NMSU to facilitate the communication of news, events and general information concerning the NMSU community as a whole.
  • Private lists are lists owned and maintained by specific departments or individuals.

Below are some common NMSU E-mail lists.

Voluntary Subscription lists:

List Name List Description List Owner/Rules/Type
Hotline This is an employee list that is auto-populated nightly with current Faculty and Staff. The list is voluntary and Faculty and Staff may un-subscribe at http://www.nmsu.edu/email_news.htmlThe list is a summary column of news briefs distributed once each weekday afternoon consisting of university news releases, calendar items and announcements of campus-wide interest. Contact University Communications to have information posted to this list.
Student-Hotline This is a student list that is auto-populated nightly with current students. The list is voluntary and students may un-subscribe at http://www.nmsu.edu/email_news.html.The list is a summary column of events and information pertinent to students on campus. For more information go to:
http://asnmsu.nmsu.edu/the-student-hotline/
Open posting by sending E-mail to student-hotline@nmsu.edu
nmsu-news This list is intended for journalists and others who would like to receive full-length NMSU news releases by e-mail. Topics range from major research projects to upcoming events of general interest. Each news item is e-mailed separately. More information at http://www.nmsu.edu/email_news.html Contact University Communications to have information posted to this list.
abcd-copy ABCD is the group of persons NMSU administrative memos are regularly distributed to:

  • Administrative Council (the "A" list)
  • Academic Deans’ Council, Deans’ Advisory Council (the "B" list) Unit
  • Administrators (the "C" list)
  • Academic Department Heads (the "D" list)

Copies of administrative memos can be received regularly via e-mail by subscribing to the abcd-copy list at, https://mailman.nmsu.edu/mailman/listinfo/abcd-copy

Only for receiving copies of administrative E-mail.
nmsu-postings nmsu-postings is a free subscription service that operates similarly to abcd-copy, but is an outlet for employees to post university information that is not suitable for ABCD (ADMINISTRATIVE) announcements, Hotline, Page One, or other campus communication outlets. For more information go to:https://mailman.nmsu.edu/mailman/listinfo/nmsu-postings/ Open posting

Non-Voluntary Pre-enrolled Subscription lists:

List Name List Description List Owner/Rules/Type
all-nmsu This is an employee list that is auto-populated nightly with all persons currently associated with all NMSU campuses (Main, Carlsbad, Dona Ana, Alamogordo). The list is Non- voluntary and list members may not un-subscribe. The primary purpose of the list is to convey NMSU business related information. Contact University Communications or the President’s office for permission to send.
all-XX-faculty This is an administrative list that is auto-populated nightly with current faculty members. The XX is a substitution for the campus code (ma-main, al-Alamogordo, ca-Carlsbad, da-Dona Ana gr-Grants).The list is non-voluntary and faculty members may not un-subscribe. Contact the Exec Vice President and Provost office to have information posted to this list.
all-XX-students This is an administrative list that is auto-populated nightly with current Student members. The XX is a substitution for the campus code (ma-main, al-Alamogordo, ca-Carlsbad, da-Dona Ana gr-Grants).The list is non-voluntary and student members may not un-subscribe. Contact the Exec Vice President and Provost office to have information posted to this list.
All-XX-staff This is an administrative list that is auto-populated nightly with current Staff members. The XX is a substitution for the campus code (ma-main, al-Alamogordo, ca-Carlsbad, da-Dona Ana gr-Grants).The list is non-voluntary and staff members may not un-subscribe. Contact University Communications or the President’s office for permission to send.