Listserv Guidelines

Listserv Guidelines

Here are rules and some useful guidelines for using any of the STPF listservs (whether for current or alumni fellows).

The "Incoming Fellows" listserv operates during the summer before the start of the fellowship year. In September, those listserv members are moved to the "Current Fellows" listserv for the fellowship year.

Email Subject Line

Please use HEADERS in your subject line where appropriate. Using a capitalized HEADER allows members to easily filter subjects of interest. Some suggested headers are:

  • HOUSING: housing opportunities or inquiries in the DC area.
  • QUESTION: seeking specific input, data, contacts, and/or resources on science, technology, or policy topics, or fellowship-related issues.
  • DISCUSSION: seeking general input/opinions on publications, news items, activities, issues, etc.
  • RESOURCE: helpful resources, either professional or personal.
  • SOCIAL: happy hours, book club meetings, performances, parties, outings, etc.

Moderator Approval

Typically, listserv posts will be sent out without moderator approval. Below are a few reasons why a post may be held for moderator approval:

  • Your message is larger than 40KB;
  • Your message contains a large number of recipients in the TO:, CC: or BCC: lines; or
  • The listserv email address is included on the BCC: line, instead of the TO: line.

**PLEASE NOTE**: Any message sent from a non-subscribed email address will automatically bounce back to the sender. It will not be held for approval. Only messages sent from subscribed email addresses will be posted or held. The listserv owner approves message twice a day, once in the morning and once in the late afternoon.

Listserv Etiquette

  • The listservs are designed for sharing information, seeking input, and stimulating conversation.
    • Differing opinions or disagreement on issues should be presented respectfully.
    • All communications should be professional and collegial.
    • Include your name and contact information in your postings (other than forwarded event announcements for which you are not the point of contact), with your fellowship office/program, and current e-mail address and/or phone number. This helps support greater networking and connections.
  • Before replying to a post, consider whether the reply is of interest to all subscribers or only the person whose post you are responding to.
    • If the latter, send your reply only to the person posting.
    • Also, please refrain from one-on-one conversations or debates, which should be conducted via private email.
  • Beware of using “Reply to All”.
    • Responses to the full listserv should be relevant to the majority of subscribers.
    • Short replies (i.e. “me too”, “thank you”, “I agree”) should be sent only to the person who originally posted, not to the full listserv.
    • Also be aware of your “Out of Office” response settings.
  • Include only the relevant portions of the original message in your reply, and put your response before the original posting.
    • The listserv has a size limit on messages. If a message thread becomes too bulky, the listserv owners will have to start approving each individual message, which will slow the conversation.
  • If you receive the digest version, please be sure you do not include the entire digest in your response to a specific post.

Listserv Rules

  • Campaign Announcements
    • The listservs may not be used as a vehicle for campaign communication, organization, or funding, as such use could violate and jeopardize AAAS's 501(c)3 status.
      • Fellows are permitted to make a general news announcement as an update to the fellows' network when running for office, but please do not distribute campaign website links via the listserv.
        • Per this IRS guidance specific to campaign website links, distribution of such via the listserv can be seen as equivalent to directly sharing the information on those websites and poses unnecessary risk the policy fellowship programs. 
      • Both direct solicitations and indirect implications that support is desired for funding, volunteers for a campaign, letters of endorsement, etc. are strictly prohibited.
      • Fellows should indicate that those who wish to learn more should make contact directly and provide a direct e-mail address.
  • Double Check Before Hitting Send
    • State concisely and clearly the specific topic of your post in the subject line.
    • Only send a post to the entire list when it contains information that everyone can benefit from.
    • Sending a job announcement? Job announcements are only permitted on the FellowsCareer Listserv.
  • Important Reminders
    • Do not forward a post without the original author’s written permission, unless the posting has been designated “OK to Forward,” or it is clear that the message is intended for broad distribution.
      • Please note at the beginning if you are submitting a posting that you wish to share outside the list or if you prefer that it remain within the network only (i.e. “OK to Forward” or “For Fellows Only”).
    • Do not share email addresses or any other personal information about other listserv subscribers (your fellow Fellows!) without their permission. Respect the privacy of your colleagues.
    • Do not include large graphics in your messages.
      • Instead, provide links to websites where people can find further information.
    • Do not post commercial messages.
      • Sending bulk unsolicited advertisements or information of a commercial nature to other subscribers, whether through the list or privately, is not permitted.
    • Do not send administrative posts (such as “remove me from this list”) to the entire listserv.
      • Use the “General Information” section of the listserv webpage to change your settings or email address, or to remove yourself from the list. If you are having difficulty, contact the listserv owner.
    • Do not distribute spam, including chain letters, petitions, or calls for donations to events, organizations, or individuals.