Mass Email Policy

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					Mass Email Policy
Policy Date: July 31, 2006
Modified Date: January 19, 2010
Policy Version: 1.1.0

The policy has been developed in the interest of fairness as well as respect for personal time and
University resources. The policy reflects the University’s decision to use email as the official method of
communication with its students. Mass emails are not authorized except as described herein. However,
due to the nature of email, delivery of mass emails is not guaranteed.

The Mass Email System does not replace individual, school, departmental, or student government
address lists or mailing lists. These other methods are more appropriate for most announcements. The
Mass Email System should only be used when a more limited mailing will not be adequate.

Electronic mail (email) is an important resource for academic and administrative communications. A
mass mailing is one method for delivery of information, though it may not always be the best choice.
Benefits include speed of delivery, a facility for selection of “targeted” audiences, and the potential for
enterprise-wide cost savings.

The purpose of this policy is to provide guidance and procedures for the use of large-volume electronic
mailings to the campus community. A “mass mailing” is any mailing that goes to more than 25
individuals, other than self-subscribed mailing lists. Administrative policies may limit the number of
mailings allowed per semester. Nothing in this policy is intended to burden faculty or collegiate
communication with students.

The goals of the policy are:
   1. to educate the campus community in the proper ways to use large volume mailings, either paper
      or email
   2. to limit the exposure of University faculty, staff and students to mail that is not important to your
      University role
   3. to facilitate the use of proper Internal Relations Team (IRT) e-mail guidelines

Release of student email addresses are governed by the federal Family Educational Rights and Privacy
Act (FERPA). The University honors the letter and spirit of these laws in fulfilling request for email
addresses. In cases where individuals and/or organizations outside of the University misuse the email
addresses provided, the University reserves the right to take whatever actions are necessary to block
outside email in order to preserve the integrity and efficiency of its systems.

This policy applies to large volume email (mass email). The policy specifically covers:
   1.   campus-hosted, self-subscribed mailing lists.
   2.   large volume mailings originating within the campus addressed to campus individuals or groups
   3.   the minimal requirements which must be met for a mailer or mailing to comply with this policy.
   4.   the process for approval of “subject” categories for all email messages

This policy does not apply to email originating by means other than through the Mass Email System.

Required Content for Mass Email Messages:
All North Central University mass email messages must include a clear indication that the sender is an
on-campus individual or group, to whom a reply can easily be generated.

Information Technology recommends the following format for constructing mass emails:

        The message must include contact information for the receiver. This may be in the “reply-to:”
        header or field within the email message itself. The contact information may be an individual,
        group, or file address where the replies will be received and responded to as appropriate.
        Messages should be clear and concise – no more than one page. Additional information may be
        made available via a link in the text of the email.
        The inclusion of attachments in broadcast messages is not allowed because of the possibility of
        spreading a virus and the possible incompatibility with a recipient’s system;
        The message should be in plain text as some mail readers cannot handle special characters, fonts
        or html.

It should be noted that administrative communications in email carry the same legal requirements as do
communications on paper. As requirements vary for different academic and business processes,
individual administrators, offices and academic units must be responsible for understanding what these
requirements are and how they relate to activates in which they are involved.

Responsibility for Processing and Administration
Those responsible for the processing of requests and the administration of this policy are listed below:

Mail Sender
   1. Read and understand the requirements and process of this policy
   2. Develop the content of the message
   3. Develop a desired audience description and estimated size.
   4. Submit a “Request for Mass Email” to the appropriate gatekeeper
   5. Obtain approval for request
   6. Submit the fully approved request and electronic message to appropriate provider

Mail Provider:
   1. Receive the “Request for Mass Email”
   2. Submit message to the mass mail server
   3. Retain copy of approval
It is the intent of this policy to provide guidance and documentation on how to best use the University’s
mass email procedures. Failure of University faculty, staff, or students to follow these processes may
result in the interruption of mail messages, loss of mailing privileges and/or fees assessed for the cost of
correcting any problems.

Mail Originating Outside the University
To protect the integrity of the University’s email infrastructure, anti-spam and anti-virus filters are used
to delete, reject, or quarantine messages that are determined to have a high probability of containing
spam or viruses. All email messages originating outside the University are subject to these filters.

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