Overview
Some mailing lists require someone, referred to as a ‘moderator’ to approve messages before they are posted. In most cases there are at least 2 moderators assigned to each mailing list in case someone is away from campus. This TechDoc provides information on how to manage messages.
Roles and Responsibilities
Since each mailing list (Google Group) usually has more than 1 moderator, it is important that all moderators understand their responsibilities for a particular list. In some cases, a designated moderator will be responsible for reviewing all messages and other moderators will only be responsible for reviewing them when that person is away from campus and can otherwise ignore messages. In other arrangements, all moderators may agree that the first one to be able to respond to a message will take the responsibility of reviewing the message. Be sure you understand your responsibilities as a moderator. If you are a moderator for multiple lists, it is even more critical that you know your role for each list you are listed as a moderator.
Notifications
When a message is posted to a particular mailing list, ALL content moderators for that particular mailing list, will receive an email message to alert them that a message is pending and needs to be approved or rejected.
Approving or Rejecting Messages
Moderators can use the link in the email or go directly to Google Groups to review pending messages.
1. Open Google Groups and locate the group (mailing list)
2. On the left, for Conversations, click Pending.
3. To read the message, click it. It is recommended that you carefully review the message before approving it.
4. To approve or reject a single message, in the message entry, click Approve message, or Reject message.
- Although there are options to approve multiple messages, or to automatically approve all future posts by a particular author, DO NOT select those options. If this should happen in error, please contact the ITS Help Desk to ensure that the setting is properly reversed.
Auto-Deletion of Messages
- Messages that aren’t approved are automatically deleted after 14 days.
- Messages that are marked as spam are automatically deleted after 7 days.
Tips for Moderators
Most messages will likely be appropriate to approve, but watch out for a few tell-tale signs that a message should be rejected and that the author be asked to rewrite their message or use a different mailing list.
- Make sure notification messages arrive in your inbox. Sometimes these messages can be designated as “Forums” and may not appear in your inbox.
- Please check your inbox for pending messages every 2 hours.
- If you plan to be away from campus, notify the other moderators of your list(s) so they can ensure that messages are reviewed in a timely manner.
- If any moderators leave employment, ensure that an interim/permanent moderator is added to the group.
- Know the audience. As a moderator know who will be receiving the message and to make sure that information in the message is pertinent to the list members and won’t lead to confusion. If needed, suggest that the author use a different mailing list. As a moderator you can view the description of how the mailing list is to be used and who comprises the membership by selecting the “About” link located in the left pane of the Google Group.
- Make sure that the message does not contain confidential information. As with any email message, you may not know how recipients will use the information contained in a message. If a message seems to contain too much information, ask the author to remove it or replace the content with a link to a file stored on Google Drive, where sharing permissions can be used to control viewing, copying, or printing.