Mass Email for Communications Policy, Guidelines, and Procedures
Administrative and academic offices on campus often use mass email communications to send important information to various areas on the campus via unsolicited listserv dissemination. This policy provides the guidelines and procedures for mass email communications to all areas of the campus community.
University administrator/officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; a Dean, Director or similar position.
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the University and for which the University is responsible. Throughout this policy, the shortened term "university systems" is used to mean all University computers and network systems.
The University operates five listservs, each targeted to different campus constituencies.
Membership on these lists is determined by departmental position and is assigned at the time of employment or position change. Individuals are not able to unsubscribe from these lists.
- Admininfo: Information for all administrative offices
- Members: Administrative Department Heads, Deans, Executive Offices
- Acadinfo: Information for all academic offices
- Members: Academic Department Heads, Deans, Executive Offices, Faculty, Adjunct Faculty
- StaffInfo: Information relevant to all staff
- Members: Administrative Department Heads, Deans, Executive Offices, Staff members
- Okramail-FYI: Information relevant to all students
- All students holding an Okramail email address
- DSU-FYI: Information relevant to media and all members of the DSU community
- All campus constituents, outside entities who contact University Relations and ask to be added to the distribution group
The appropriate University administrator/officer will determine whether an email should be distributed to any or all of the University Listservs. Multiple communication methods are recommended as the University cannot guaranty when or if individuals will read the email correspondence. Emergency communications, urgent communications, and critical information are handled directly by the Chief of Police or key executive offices.
The use of the Active Directory Global Address List to distribute mass email communications to the campus is prohibited. All mass email communications must follow the policies and guidelines set forth within this policy.
The content of mass email communications should fall within the appropriate topics and should not violate other policies of the University.
Appropriate Topics examples:
- Campus wide policy changes
- Campus wide events invitations, announcements and publication information
- Administrative information that is time-sensitive
- Deadline information for University processes/events
- Emergency Communications (via appropriate channels)
Inappropriate Topics examples:
- Any announcement that is not relevant to the University mission
- Club information or announcements
- Any commercial announcements or invitations
- Any solicitations
- Personal Messages
- Any messages that violate University Policies
Only authorized individuals may post information to the respective listservs. Posting agents are determined by position at the University and relevance to the listserv. Additional requests to post to listservs should be submitted directly to the Director of Human Resources.
Email Message Requirements
1. Email Subject: The Subject line must be descriptive.
2. Email Body:
- The name, email address, and phone number of a person to contact should be contained in the message
- Attachments are discouraged
- Messages should not exceed 500K
- Messages should be brief and to the point and contain instructions on how to obtain additional information
- Any hyperlinks should include the fully qualified (include the http:// part) protocol to assure that most recipients will see the "active" links in your message.
- The message must be approved by the department head of the individual sending the request and should be proofread for spelling, grammatical and content errors prior to distribution
Mass email communication authorized agents must be approved by the Director of Human Resources who will consider whether the request is appropriate in light of the criteria and guidelines noted above. Once authorized, individuals sending email communications understand that several hours may be required to electronically distribute mass email communications so that the mail systems may manage the load accordingly.
The ability to post to University listservs is a privilege. The University may restrict or remove an individual’s ability to post to listservs with or without notice if it is determined that the poster is in violation of this policy or the Faculty and Staff Appropriate Use Statement.
Questions about this policy may be directed to the Office of Human Resources.