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MENU Why GLA People Academics Advising Admission and Aid Student Life Career Support My GLA Virtual Tour Visit Contact GLA Home Academics Policies and Procedures Student Listserv Usage Policy for Student Representatives [Scope] This policy applies to all GLA student representatives who want to utilize the college’s student listserv for disseminating information to the student body.  GLA faculty members, either full-time or part-time, who want to disseminate relevant information through the student listserv should follow a different protocol. Consult with the Assistant Dean for Student Affairs for details.   [Definition] Student Representatives refer to either individual students or groups of students from GLA, including but not limited to:  GLA Student Council members GLA students representing courses offered by the college GLA students representing extracurricular activities Other GLA students who want to disseminate information that is either academically beneficial to other students or aids in students’ community building and engagement affiliated with the college or the university.  [Rationale] This policy is for the requests to use the student listserv by student representatives. It establishes an efficient and orderly protocol for the submission and distribution of email content through the listserv. This policy also clarifies the responsibilities of the student representatives and the GLA Office in relation to listserv usage.  [Policy Statement]  Email Content Preparation Information disseminated via listserv must be relevant to the college’s educational mission and/or enrichment of GLA students’ experiences. The GLA Office will always hold a right to instruct the student representatives to revise the content when it undermines constructive,safe, and healthy communication among the college stakeholders, including, but not limited to, students, staff, and faculty.   Examples of irrelevant/inappropriate listserv contents are, but not limited to, as follows. The final discretion of relevancy and appropriateness always will be made by the GLA Office.   Promotion of a student representative’s personal side business that will result in his/her profits. Attachment of a copyrighted book or article without appropriate permissions or license. An email sharing a hyperlink to a site containing pirated software or content. An email written in all caps, which is often interpreted as shouting in online communication. An email using informal language, excessive emojis, or lacking a clear structure and message.  Student representatives are fully responsible for drafting and proofreading the email contents they intend to disseminate via the listserv.The GLA Office will not draft, fact-check, or revise the email contents. The GLA Office will proofread the email contents only to check their relevancy and appropriateness described above. The GLA Office will not be responsible for consequences after the listserv is disseminated.   The content should be clear and concise, adhering to general etiquette standards for online communication (netiquette), and include the student representatives’ contact information for other students with questions. The GLA Office will not answer questions related to the disseminated information on the student representatives’ behalf. Accordingly, dissemination requests without the student representatives’ contact information will be denied automatically.   Student representatives are also responsible for creating supplemental materials, such as event flyers, to be attached to emails.   Any attachments and hyperlinks to be sent along with emails must be safe, relevant, and abide by copyright laws and university policies. Student representatives are fully responsible for compliance matters.   Submission Timeline Student representatives must submit the finalized email contents and all supplemental materials to the GLA Office at least two (2) business days prior to the intended distribution date. The two (2) business days and the intended distribution date do not include Saturdays, Sundays, national holidays, and other office closure periods determined by the college or the university.    Responsibilities of Student Representatives Prepare, proofread, and submit email contents and supplemental materials following the above policies and procedures. Ensure that the content complies with all relevant laws and university policies.  Responsibilities of the GLA Office Ensure the submitted contents are disseminated on the listserv per the specified date. Maintain the efficiency and integrity of the listserv system.  Policy Review This policy may be revised as necessary to ensure effective communication and proper management of the student listserv system.  Any changes will be communicated through the appropriate channels in a timely manner.  Procedure for Submission  1.　The complete and proofread content should be sent via email to the GLA Office's designated email address [email protected]. Read the Self-Check Rubric below for reference.  2.　The email subject line should read: "Listserv Content Submission for (desired distribution date)." 3.　In the email body, students should clearly state their name, title, and contact information for any necessary follow-up.  Listserv Self-Check Rubric for the Student Representatives.  Criteria Description Content Relevance and Clarity Relevance to GLA's mission or academic enrichment The content is directly relevant to the college's educational mission or the enrichment of GLA students' experiences. Clarity and netiquette The content is clear and concise, adhering to general netiquette standards. Contact information included The email clearly states the student representative's name, title, and contact information for further queries. Healthy communication The content does not undermine constructive, safe, and healthy communication among college stakeholders. Preparation and Compliance Proofreading The content has been thoroughly proofread for grammatical errors and clarity. Supplemental materials Any supplemental materials (such as event flyers) are prepared and ready for attachment. Safe and legal attachments/links Any attachments and hyperlinks are safe, relevant, and comply with copyright laws and university policies. Legal and policy compliance The content complies with all relevant laws and university policies. Submission Under any circumstances, the GLA Office will not send the listserv email on the same day that the content is received. Timely submission The content and any supplemental materials are submitted to the GLA Office via the designated email at least two (2) business days prior to the intended distribution date. Correct email subject line The submission email's subject line reads: "Listserv Content Submission for (desired distribution date)."  Email: [email protected] Tel: +81 72 665 2492 Virtual Tour Visit Contact GLA Home News Events Why GLA Program Overview Dual Degree Program Foundation, Concepts, and Vision Ritsumeikan Experience People Faculty Students GLA Administrative Office Academics The Curriculum Sample Study Plans Courses, Schedules, and Tools Policies and Procedures Learning Support Advising Advising Structure at GLA Students and Advisors Responsibilities Advising Appointment for Current Students Contact Academic Advising Team (for Current Students) Academic Advising Records for Students (Academic Advising Database) Academic Advising FAQ Admission and Aid How to Apply Tuition and Fees Scholarship and Financial Aid Estimate Your Cost Hurdles after Admission For Parents and Families After Admission For Incoming First-Year Students Students Traveling to Australia --> Student Life Career Support Site Policy Privacy Policy © Ritsumeikan Univ. 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