Standard Email groups

Standard Email Groups

Implemented March 2016 / Updated 2022

    • Purpose: Develop standardized email groups (Google groups) that can be maintained automatically for use by all Jacobs School of Engineering, Qualcomm Institute, and the School 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 Occupational Subgroups or Job Codes are listed in parentheses next to the group. (The campus lookup tool for UCSD title and pay can be used to see which job codes are included in a "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 and physci-groupname-g@ucsd.edu where "dept-" is one of the following: math-, chem-, dps-, phys- and the “physci-” group will deliver to all of the “dept-” groups.

        • Example of group name for the fullprof group: math-fullprof-g, chem-fullprof-g, and finally physci-fullprog-g which delivers to all the departmental groups

        • Where group mentions JSOE people/HR database, DPS equivalent group memberships use UCPath Info to pull in Contingent Workers

      • 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-,phys-,se-, de-,dps-,qi-, physci- 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. Full Professors + Full Teaching Professors fullandteachingfullprof

        6. Associate Professors + Associate Teaching Professors assocandteachingassocprof

        7. Assistant Professors + Assistant Teaching Professors (formerly known as LPSOE) asstandteachingasstprof

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

        9. Full Teaching Professors (LSOE) (subgroup 210 / job_code 1686 /1603 SR LECT SOE) teachingfullprof (previously part of lsoe)

        10. Associate Teaching Professor (LSOE) (subgroup 210 / job_code 1687/1607 LECT SOE) teachingassocprof (previously part of lsoe)

        11. Assistant Teaching Professor (211 LECT PSOE) teachingasstprof (previously named lpsoe)

        12. 1+2+3+8+9+10+11 All Ladder-Rank Faculty + Acting Faculty + Teaching Faculty ladderandteachingfac (previously named senatefaculty)

        13. Adjunct (335 ADJUNCT PROFESSOR) adjunct

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

        15. Project Scientists (581 PROJECT SERIES ) projsci

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

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

        18. Postdocs (575 POSTDOCTORAL SCHOLAR) postdocs

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

        20. Visiting Scholars (JSOE People Database, PHYSCI job code CWR015) visscholar

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

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

        23. Emeritus Faculty (3249, 1620, 1621, 3800, 1132 ) emeritus

        24. Emeritus Teaching Faculty (216 LECT SOE EMERITUS) teachingemeritus (previously part of lsoe)

        25. 1-24 allacademic



Staff

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


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

        2. Lab/technical staff - All career and casual staff in subgroups: 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, PHYSCI current staff that supervise others, based on UCPath data) supervisors

        6. Volunteers (JSOE People Database, PHYSCI job code CWR011/020) 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- , dps-, or de-)

Department prefixes for the graduate student groups are: be-, chem-, cse-, ece-, mae-, math-, neng-, se-, mats-, phys-, ceng-, binf-, physci-, and jsoe- in order to match the department major codes used in the campus student data.

**Note for MAE, NE, BE: mats-, ceng-, nano-, and binf- programs have separate lists

**Note for MAS: students in the MAS programs are not part of these standard groups

JSOE group members are derived from active records in the JSOE Grad Student database based on campus major code and degree objective

Physical Sciences group members are derived from active records in the PhySci Graduate Students Manager app, based on campus major code and degree objective. Incoming FA/SU students will be added as of 7/1, incoming WI/SP students will be added one month before they start.

              1. MS (includes BS/MS, MA) ms

              2. MEng (BE only) meng

              3. PhD phd

              4. JDP (Chemistry only) jdp

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

              6. All Grads (MS / PHD / MA / MENG / JDP)- grads

              7. Visiting graduate students (JSOE People database, PHYSCI job code CWR003, here mats, ceng, and binf are part of mae, neng, and beng dept lists) visgrads

              8. Undergraduate students - derived from campus major code in student registration data. (students registered in current quarter ). department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, phys-, se-, ceng-, nano-, physci-, jsoe- ugrads

              9. Teaching Assistants (payroll job codes: 2310, 1506) department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, phys-, se-, de-, dps-, qi-, physci- and jsoe- tas

              10. Readers (payroll job codes: 2850, 2500) department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, phys-, se-, de-, dps-, qi-, physci- and jsoe- readers

              11. Tutors (payroll job codes: 2860, 2510) department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, phys-, se-, de-, dps-, qi-, physci- and jsoe- tutors

              12. 9+10+11 - department prefixes: be-, chem-, cse-, ece-, mae-, math-, neng-, phys-, se-, de-, dps-, qi-, physci- and jsoe- ase



Overarching Group

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

        1. academic-25 (allacademic) + staff-3 (allstaff) + students-6(grads) people



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