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Administrative Policy 75:
The purpose of this policy is to provide guidance to the campus community as the University transitions from paper to electronic communications as the primary communication method for events of interest to the university community. The three types of mass emails covered by this policy are broadcast mass emails, targeted mass emails, and emails generated as a result of a business transaction with the University directed to students or alumni. Any mailing that is distributed via user-subscribed mailing lists is exempt from this policy. Mailings between faculty and their students and advisees are also exempt from this policy.
The goals of this policy are:
75.02 Requirements of Email Messages
To be in conformance with this policy, the following minimum requirements must be met:
Prior to being sent out the message needs to be approved by one or more of the following administrators as determined by the intended audience(s) of the message:
It is permitted for the administrators above to provide pre-approval for more than one mailing on the same subject in advance. Such approvals should acknowledge and provide approval for the subject, number of mailings to occur, and the approximate schedule for the mailings.
75.04 Requirements for Senders
Broadcast mass email
This is an email message with identical content sent to one or more broad campus constituent group.
Targeted Mass Email
This is an email message with identical content sent to one or more targeted group. Such groups can be targeted by any attribute that is selectable from the campus enterprise directory or other data warehouse.
Some examples of targeted groups:
Email generated as a result of a transaction with the University
These emails are notifications of important information or status changes in the student or employee administration systems. Examples of such emails:
75.06 Policy Review
The Chief Information Officer (CIO) will coordinate an annual review of the policy. Members of the campus community can forward to the CIO suggested changes for review by February 1. Recommendations for changes will be provided by the CIO to the Chancellor's Cabinet for approval no later than March 1st.