Standard Operating Procedures

Keeping The E-Mail Lists Of The Faculty Voting Roster Current

Each semester the Voter Roster and an associated e-mail list are administered by the Human Resources and the Faculty Senate Office. Addresses used in the e-mail list are extracted directly from the Human Resource Personnel System.

To ensure that faculty and EPA Professionals whose names are inscribed on the Voter Roster can be notified electronically of Faculty Senate business, Departments must:

1) ensure that each employee, including emeritus faculty, has an e-mail address recorded in the personnel system. If an employee does not have an e-mail address listed in the personnel system, the employee will not receive messages distributed through the e-mail list associated with the Voter Roster. Notify vernice_stevenson@ncsu.edu to relay e-mail updates entered into the personnel system.

2) ensure that employee e-mail addresses recorded in the personnel system are accurate and up-to-date. If the e-mail address for an employee becomes invalid or changes from the address listed in the personnel system, messages sent to the employee will bounce back undelivered. After three consecutive unsuccessful delivery attempts, the employee’s e-mail address will be automatically deleted from the e-mail list associated with the Voter Roster.

The Faculty Senate Office will alert departments when an e-mail address is deleted. The department will then need to work with the employee directly to correct the e-mail address in the personnel system.

3) If the e-mail account for an employee reaches its capacity, messages to the employee will bounce back undelivered. After three consecutive unsuccessful delivery attempts, the employee’s e-mail address will be automatically deleted from the e-mail list associated with the Voter Roster.

The Faculty Senate Office will alert departments when an e-mail address is deleted, however, management of the account is the employee’s responsibility.

4) E-mail addresses for new employees are usually not available when the initial “Hire Action” is entered into the personnel system. Therefore, departments are to enter the employee’s e-mail address into the personnel system once it becomes available.

5) E-mail addresses change for various reasons, e.g., server change, name change, change in e-mail account preference, etc. When this happens, departments are to update the employee’s e-mail address in the personnel system.

To Add or Update an E-mail Address

To add or update an employee’s e-mail address in the personnel system, department personnel officers should select “Request – NC Address Change”; this action does not require College or Central Office approval.

List of Employee E-mail Addresses

Department and college personnel who have access to Human Resources Reporting may run the public query named *Active Employees – Personal to see e-mail addresses for employees in their units as they appear in the Human Resources system.

Criteria for Voting Membeship in the General Faculty

See Article II of the General Faculty Bylaws

Thank you for your help with this important endeavor. Should you have questions, please contact Vernice Stevenson, Faculty Senate Office, phone: 515-2279, vernice_stevenson@ncsu.edu.