Frequently Asked Questions
E-mail Distribution of Dean, Director and Department Chair Memoranda
GMT
- Who gets e-mail DDD memos?
- Do office managers get the same messages?
- I am a new Dean, Director or Department Chair. How do I get added to the appropriate list?
- Is this the only notification we get on some matters? In what cases is the e-mail message duplicated in a hard copy?
- Are DDD messages the same all over campus, or are they tailored for particular colleges and programs?
- Can we respond by e-mail to those DDD messages which are inquiries?
- Bombarded with information from everywhere on campus, it is often difficult to identify important and useful information. How can this program help?
- Why are some DDD memos shown on the web site not being sent out via e-mail?
- Do you think someone could put together some kind of orientation on [the e-mail] DDD system?
- When preparing a DDD memo for e-mail distribution who does the formatting of the From, To, footer lines about the URL, etc.?
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Who gets e-mail DDD memos?
- A series of e-mail distribution lists has been created for different groups of individuals. Most receive advisory and informational memos that may impact their administrative responsibilities because of their job titles. A special list (DDD-L) was created for individuals who by virtue of interest or job-related need, choose to receive e-mail DDD memos.
- Distribution Groups:
- Vice Presidents
- Associate and Assistant Vice Presidents
- Academic Deans
- Department Chairs
- Directors
- Self-Subscribing List of Recipients (DDD-L)
- Total Recipients as of: 7/25/2005: 2,182
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Do office managers get the same messages?
- They can but won't automatically. Anyone is eligible to sign up on the DDD-L list. Instructions are available on the DDD web site at: http://www.admin.ufl.edu/DDD/dsignup.htm
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I am a new Dean, Director or Department Chair. How do I get added to the appropriate list?
- Send an e-mail message to Mark Trammell (Unniversity Webmaster) at: trammell@ufl.edu. This message should contain: the name of the person being replaced (if possible); your first and last names; your e-mail address; spouse name; home and campus addresses. Most of this information will be used to populate a database maintained in the University Relations office.
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Is this the only notification we get on some matters? In what cases is the e-mail message duplicated in a hard copy?
- Although the e-mail distribution of DDD memos was originally implemented without changing the existing system of printed memos, effective January 1, 1998 (Administrative Affairs Memorandum 173 - 10/20/97), all DDD memos are to be distributed via e-mail. The second question is harder to answer. The issue is: What names and addresses are contained on which list of DDD mailing labels? We've discovered a number of different "official" lists that do not agree with one another. You may be aware of the difficulties associated with maintaining accurate name/title/address lists at the University. The advantage of the e-mail DDD system is that there is a small number of discrete lists (DDD Memorandum - 2/16/96).
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Are DDD messages the same all over campus, or are they tailored for particular colleges and programs?
- As this is a campus-wide notification system, they are the same everywhere.
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Can we respond by e-mail to those DDD messages which are inquiries?
- Not unless the memorandum contains explicit instructions to do so. While any Dean, Director, Department Chair or Vice President can authorize the creation of a DDD memo, there are only two points of entry for a memo to be sent out on the e-mail DDD distribution system. Operations Analysis posts memos authored by Business Affairs and University Relations processes memos authored by all other areas of the campus.
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Please understand that at this end of the communications network we [academic administrators] are daily bombarded with information from everywhere on campus, (the physical plant newsletter, what's new in agriculture, opportunities for business collaboration in Turkey, the latest news on football tickets, how the construction budget is being spent, inventory labels, spending updates by category, etc.) much of which is irrelevant to our jobs, trivial or misdirected. So it is often difficult for us to separate important and useful information from the rest of it.
- No question about it. This system was explicitly created to help you be aware of potentially important information and to provide a means for handling that information more effectively.
- If your department enjoys the services of a business manager or an administrative assistant, it would be a good idea to provide that individual with an e-mail account and ask them to subscribe to the DDD-L list. When this has been accomplished, it is a simple matter to read and discard those e-mail DDDs which aren't relevant to their job. Because full-text memos and all attachments are available as web documents and images, there is no need to "file" printed memos. Quicker, faster and easier with less cost (printing, labor, distribution) and greater assurance that management advisories reach all parts of the University community; the e-mail DDD distribution system fulfills our on-going objective to "do more with less while doing it better."
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Why are some DDD memos shown on the web site not sent out via e-mail?
- See the previous question. In order to focus attention on important policy and procedure issues, DDD memos containing event or appointment announcements are not always sent out as e-mail messages. Whenever possible, because they are legitimate DDD memos these messages will be posted on the web site.
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Do you think someone could put together some kind of orientation on [the e-mail] DDD system?
- Unlikely. Other than notifying Operations Analysis at (ceaust@ufl.edu) or University Relations at (maorth@ufl.edu) about administrative personnel changes, there really isn't anything that must be done by most DDD memo recipients. DDD authors need take only one action. If your department is part of Business Affairs, send DDD memos to P. O. Box 113035, 400 Ben Hill Griffin Stadium. All other campus organizations should send DDD memos to University Relations at P.O. Box 113150, 226 Tigert Hall.
- All memos received will be distributed via e-mail and posted on Business Affairs's web site.
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When preparing a DDD memo for e-mail distribution should I do all the formatting of the From, To, footer lines about the URL, etc. or is that done by a process after the author submits the text?
If the memo is a short, single-page document, don't worry about doing anything other than sending the printed page. If it is complex or longer than a couple of pages please send an IBM-compatible diskette containing plain (ASCII) text as this is the easiest to use. The URL reference appearing at the bottom of distributed memos is automatically attached as a signature block. You may copy the layout from existing memos if you wish but this is not really necessary because it is very basic. If the memo can be incorporated into an e-mail message sent to the appropriate office, distribution will occur even faster.
Attachments should be forwarded to Operations Analysis, P.O. Box 113035, 400 Ben Hill Griffin Stadium with a printed copy of the document to aid web formatting.
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