Campus Technology Staff is in the process of review to advance best practices related to campus communication policies and technology platforms for campus dialogues. This may include an update to Campus Policy 75, which governs mass email use.
However, to sustain a productive and collegial email environment it is important to remind our campus of our current email policies and practices.
Campus Policy 75 was adopted in 2004 with the intent to, "provide guidance to the campus community as the University transitions from paper to electronic mail as the primary communication method for events of interest to the University Community."
As stated within the approved policy the email types governed by the policy include, broadcast mass emails, targeted mass emails, and emails generated as a result of a business transaction with the University.
The policy does not govern any mailing that is distributed via user-subscribed mailing lists nor does the current policy prevent individual staff and faculty in creating specific email lists of colleagues that fit within the standard email message platform.
The goals of this policy are:
- To educate the campus community in the proper use of large volume emails
- To provide a methodology for the campus community to target mailings as narrowly as possible, thus limiting the exposure of the faculty, staff, and students to mailings that are not important to their University role.
- Provide as much emailing flexibility to the campus community while managing the availability and resources of the campus email system.
Faculty and Staff Email Listings:
As is the intent of Campus Policy 75, mass emails and the mass email listing of all current faculty, staff and emeritus faculty should be rare and receive approvals by the appropriate administrators. However, in the short-term, access to these mass email lists will not be restricted to all internal users of the email system. It is up to each member of our community to align email usage with current policy and seek approvals by the appropriate administrators.
However, a best practice is to load all email addresses as bcc thereby, reducing the likelihood that excessive and/or unintentional mass email responses will occur. Additionally, it is highly recommended that faculty and staff do not use the "reply to all" in responding to the sender should the email be sent without the bcc practice.
Student and Alumni Email Listings:
As is the intent of Campus Policy 75, mass emails and the mass email listings of current students and alumni will be limited to the Dean of Students and University Advancement respectively. It is the expectation that there be greater coordination and planning across functional areas that communicate with these groups.