Standard Email groups

Standard Email Groups

Implemented March 2016 / Updated 2021

    • Purpose: Develop standardized email groups (Google groups) that can be maintained automatically for use by all Jacobs School of Engineering, Qualcomm Institute, and the Division of Physical Sciences. These lists will be generated and maintained by an automated script run by the Office of Engineering Computing (OEC). This project was initiated in 2016 by Tana Troke Campana, Executive Assistant Dean, with the participation of all department MSOs/Business Officers.

    • Goal: Define a standard set of groups (academic, staff, students) that are the most common ones used when sending out mass emails. Groups can be combined to form larger groups. We want to have a standard email groups for these combined, larger groups that are commonly used for mass emails (e.g., all ladder rank faculty - Academic items 1, 2, 3). Any other groupings not covered here would be continue to be developed and maintained at the department/unit level.

    • Data source: UCPath appointment title code and department will be used in most cases, unless noted otherwise below. Applicable title codes or class title outline codes are listed in parentheses next to the group. (The campus lookup tool for UCSD title and pay can be used to see which title codes are included in a class outline code aka "occupational group"). SIS data is used to populate student groups.

    • Frequency updated: Email lists will be updated on a daily basis. When an individual’s appointment ends, s/he will be dropped from relevant email groups as noted below:

      • Academics - 30 days later for all academic lists

      • Staff - next day

      • Students - next day

    • Naming Convention: The email lists (Google groups) will be named with the following naming convention:

      • Jacobs School of Engineering and Qualcomm Institute: dept-groupname@eng.ucsd.edu and jsoe-groupname@eng.ucsd.edu where “dept-” is one of the following: be-, cse-, ece-, mae-, neng-, se-, de-, qi-, and the “jsoe-” group will deliver to all of the “dept-” groups.

        • Examples of group names for the fullprof group are: be-fullprof, cse-fullprof, ece-fullprof, mae-fullprof, neng-fullprof, se-fullprof, de-fullprof, qi-fullprof, and finally jsoe-fullprof which delivers to all of the departmental groups.

      • Division of Physical Sciences: dept-groupname-g@ucsd.edu where "dept-" is one of the following: math-, chem-

        • Example of group name for the fullprof group: math-fullprof-g

        • Where group mentions JSOE people/HR database, DPS equivalent group memberships are currently manually maintained

      • groupnames are in bold below next to each group.

      • NOTE: Some of the groups may be empty if there are no qualifying members in a department.


Email Groups - Naming Conventions



Academics

The department prefixes for the following groups are: be-, chem-, cse-, ece-, mae-, math-,neng-, se-, de-, qi- and jsoe-

        1. Full professors (See details) fullprof

        2. Associate (See details) assocprof

        3. Assistant (See details) asstprof

        4. 1+2+3 All Ladder-Rank Faculty ladderfac

        5. Acting (class title outline codes: 114 ACTING PROFESSOR-SENATE, 124 ACTING PROFESSOR-NON SENATE) actingfac

        6. LPSOE (211 LECTURER-PSOE-SENATE) lpsoe

        7. LSOE (210 LECTURER-SOE, 212 LECTURER-SOE-RECALL , 216 LECTURER-SOE-EMERITUS ) lsoe

        8. 1+2+3+5+6+7 All Ladder-Rank Faculty + Acting Faculty + LPSOE + LSOE ladderandteachingfac (previously named senatefaculty)

        9. Adjunct (335 ADJUNCT PROFESSOR) adjunct

        10. Research Scientists (541 PROFESSIONAL RESEARCH-REGULAR ) ressci

        11. Project Scientists (581 PROJECT SERIES ) projsci

        12. Academic Administrator/Coordinator (S46 ACADEMIC COORDINATOR, S56 ACADEMIC ADMINISTRATOR, and S31 DIRECTOR) acadcoord

        13. Unit 18 & Continuing Lecturers (225 LECTURER) unit18lect

        14. Postdocs (575 POSTDOCTORAL SCHOLAR) postdocs

        15. Visiting Professors (325 VISITING PROFESSOR) (CSE only) visprof

        16. Visiting Scholars (JSOE People Database) visscholar

        17. SEW (323 VISITING PROFESSOR & job code 1308 VIS ASST PROF) (Mathematics only) sew

        18. Teaching Visitors (323 VISITING PROFESSOR & NOT job code 1308 VIS ASST PROF) (Mathematics only) teachingvisitors

        19. Emeritus faculty (3249, 1620, 1621, 3800, 1132 ) emeritus

        20. 1-19 allacademic



Staff

The department prefixes for the following groups are: be-, chem-, cse-, ece-, mae-,math-,neng-,se-,de-,qi- and jsoe-

        1. Administrative staff - All career and casual staff excluding class title outline codes Engineering=E20, Technical & Ops Services=G40, Laboratory and Allied Services=I20, Sciences=I25. adminstaff

        2. Lab/technical staff - All career and casual staff in class title outline codes: Engineering=E20, Technical & Ops Services=G40, Laboratory and Allied Services=I20, Sciences=I25. labtechstaff

        3. 1+2 allstaff

        4. Each bargaining unit (career and casual staff by bargaining codes) cx,tx,rx,99

        5. All supervisors (JSOE Local HR Database) supervisors

        6. Volunteers ( JSOE People Database) volunteers



Students

Student groups based on student major code data - students registered for classes in the current quarter

(groups will not be created for qi- or de-)

        1. Graduate student groups (JSOE group members are derived from active records in the JSOE Grad Student database based on campus major code and degree objective) **Note: the mats-, ceng-, and binf- programs will have their own lists, separate from mae-, neng-, and beng- lists, so the department prefixes for the graduate student groups are: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, mats-, ceng-, binf-, and jsoe- in order to match the department major codes used in the campus student data.

              1. MS (includes BS/MS) ms

              2. MEng (JSOE only) meng

              3. PhD phd

              4. 1+2+3 - grads

              5. MAS (already exists; not handled as part of this automated process)

              6. Visiting graduate students (JSOE People database, here mats, ceng, and binf are part of mae, neng, and beng dept lists) visgrads

              7. CSME MS students (Mathematics only) ms-csme

        2. Undergraduate students - derived from campus major code in student registration data. (these groups already exist and have been auto-generated for years). department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, jsoe-, ceng-, nano- ugrads

        3. Teaching Assistants (payroll title codes: 2310, 1506) department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, de-, qi- and jsoe- tas

        4. Readers (payroll title codes: 2850, 2500) department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, de-, qi- and jsoe- readers

        5. Tutors (payroll title codes: 2860, 2510) department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, de-, qi- and jsoe- tutors

        6. 3+4+5 - department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, de-, qi- and jsoe- ase



Overarching Group

The department prefixes for the following groups are: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, de-, qi- and jsoe-

        1. academic-17 (allacademic) + staff-3 (allstaff) + students-1(1+2+3) (grads) people



Authorized users may view the members of our eng.ucsd.edu Google Groups here.