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We currently have a mass email policy that requires any email sent to large groups, e.g., all faculty, to go through an approval process and then be sent out by either the Chancellor or the Provost (or folks involved with emergency management).  Our faculty senate chair has requested permission to send to these groups also without going through the approval procedure.

 

How do other campuses facilitate communication like this while still staying away from broadcast email that may or may not be relevant?

 

Mary Lou

 

Mary Lou (Hines) Fritts

CIO & Vice Provost

University of Missouri-Kansas City

816.235.1107

816.235.5509 fax

-------------------------------------------------

 I get up every morning determined to both change the world and have one hell of a good time. Sometimes this makes planning my day difficult. 

--E. B. White

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

We had a similar problem with open access to several distribution lists that we maintain. Our process is that interested individuals must submit a request to the University Communications office for approval to be given permission to access specific lists (we have about 15 created in our directory). The AVP for communications vets the request and sends our office confirmation if the person is granted access. We then add permissions to the specific distribution list to that person's global permissions. If the AVP denies the request, individuals can request that his office send to specific lists and he will vet appropriateness of the message for sending. With respect to the faculty head sending to lists, the provost's office usually sends messages on their behalf. The policy, now three years old has greatly reduced internal message spam. Tom Thomas H. Carnwath Vice President Technology and Information Services Hamilton Hall 320 South Broad Street Philadelphia, PA 19102 Tel: 215-717-6440 [cid:7E88FE3E-7D3C-4321-BF5C-5903592AF208] Need Assistance? Call Oops (215-717-6677) to get answers. OTIS will never ask for your personal information or password in an email. Never share this information with anyone. This message and any attachment may contain confidential or privileged information and is intended for the intended individual named as addressee. If you are not the intended recipient of this message, please notify the sender immediately by return email and delete this message and all attachments from your system. Any unauthorized disclosure, use, distribution, or reproduction of this message or any attachments is prohibited and may be deemed unlawful. Please consider the environment before printing this email. From: "", Mary Lou > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Thursday, September 27, 2012 12:41 PM To: "CIO@LISTSERV.EDUCAUSE.EDU" > Subject: [CIO] Mass email We currently have a mass email policy that requires any email sent to large groups, e.g., all faculty, to go through an approval process and then be sent out by either the Chancellor or the Provost (or folks involved with emergency management). Our faculty senate chair has requested permission to send to these groups also without going through the approval procedure. How do other campuses facilitate communication like this while still staying away from broadcast email that may or may not be relevant? Mary Lou Mary Lou (Hines) Fritts CIO & Vice Provost University of Missouri-Kansas City 816.235.1107 816.235.5509 fax ------------------------------------------------- I get up every morning determined to both change the world and have one hell of a good time. Sometimes this makes planning my day difficult. --E. B. White ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Mary Lou,

We accomplish this with different sets of distribution lists.  Our IT office uses three automatically-generated lists of all students, all staff and all faculty, from which users cannot unsubscribe and to which they cannot post.  We use these lists infrequently to announce planned maintenance windows, unexpected service outages, account expiration dates and other technical information.  We don't ever use them for announcing speakers, club meetings or similar ends - just service bulletins.

We have created similar can't-unsubscribe moderated lists for all students (managed by the Dean), for all faculty (the Provost) and all staff (our office of Communications).  These are the venues wherein announcements of other issues and topics can (and should) be published.  It's appropriate, we think, that such communications be moderated and approved by these offices and not IT.  Just because we have built the infrastructure that permits all-campus communications does not mean we are the right group to be managing all-campus communications.

Cordially,
David
_____________________________________________________________________
David W. Sisk    Associate Director for Administration, Information Technology Services
Macalester College    /    1600 Grand Avenue    /     Saint Paul, Minnesota  55105-1899
http://www.macalester.edu/~sisk/                Voice (651) 696-6745,  FAX (651) 696-6778


Message from dthibeau@post03.curry.edu

Mary Lou,

 

I wish we had a better control over mass e-mail.  We have far too many people using them and far too many doing reply/all.  I’d love to have an approval process.  As you can see, we’d have no problem with the faculty senate chair sending a mass e-mail.

 

Good luck in your decision.

 

Dennis Thibeault

CIO, Curry College

 

Message from slowe@1610group.com

All,

Are any of you using Exchange 2010 and that product's moderated distribution lists to address this concern?  It's a new feature in Exchange 2010 and might solve some of these woes.

Scott Lowe
Founder & Managing Consultant
The 1610 Group
(530) 330-5693

Our university policy is that only VPs can send broadcast emails.  It is a policy, so we don't get much pushback.

Our policy on “broadcast” emails is located here: http://www.miamioh.edu/itpolicy

 

Scroll down to “Mailing Bulk or Broadcast E-mail Messages

 

Essentially, the Associate VP for University Communications and Marketing (the policy has an old title of Senior Director) or her designee is the approval point; any VP or the President can also authorize.

 

Regards,

Debi

 

 

Debra Allison

Vice President for Information Technology and CIO

Miami University

Oxford, OH  45056

 

NOTE: Miami University’s domain name is changing to www. MiamiOH.edu; my email address has changed to allisodh@MiamiOH.edu  

 

Follow us on Facebook at Information Technology Services at Miami University

allisodh@MiamiOH.edu

513.529.8338

 

"To the inquisitive minds go the interesting slices of life."  Paul Daugherty, Cincinnati Enquirer sports columnist, in the Spring 2011 Miamian.

 

 

 

Mary Lou,

 

At S&T, IT has created several distribution lists for students, staff and faculty that are scripted to automatically update nightly from their primary source databases (PS).  For students we created lists for freshman, sophomore, juniors, seniors, grad-students and for all students with ownership of and authorization to use them residing with the Registrar.   For faculty we created one list with ownership of and authorization to use residing with the secretary for the Faculty Senate who is also the Registrar at S&T.  For staff we created one with ownership of and authorization to use residing with the Chancellor and our HRSAADI office. 

 

Outside of these lists, if there is a need for a bulk mass emailing, IT assists with pulling of the list upon authorization from the appropriate owners (Alumni lists require VC of University Advancement approval) and our electronic marketing and communications group utilizes a managed bulk emailing marketing tool for distribution.  Additionally, for ad hoc managed group email lists we have Google Groups available for our campus.

 

 

John M. Bax (baxj@mst.edu)

Interim Chief Information Officer

Missouri University of Science and Technology

Office:  573.341.6999
Mobile:  573.201.5260

This e-mail and any attachments are intended only for those to which it is addressed and may contain information which is privileged, confidential and prohibited from disclosure or unauthorized use under applicable law. If you are not the intended recipient of this e-mail, you are hereby notified that any use, dissemination, or copying of this e-mail or the information contained in this e-mail is strictly prohibited by the sender. If you have received this transmission in error, please return the material received to the sender and delete all copies from your system.
 

Hi Mary Lou,

Our communications department (Integrated Communications) is the conduit through which these kinds of messages must flow.  The only exception is some "emergency" notifications; e.g. a "snow day" -- campus closure due to a snow storm -- which is not uncommon at certain times of the year in the Great White North.  These are handled through established procedures and access for appropriate individuals.

...Blair


Blair Vessey
Director, IT Systems & Services, UPEI
550 University Avenue, Charlottetown, PE
Canada   C1A 4P3
V: (902) 566-0450   F: (902) 566-0958

"The single biggest problem in
communication is the illusion that it has
taken place." -- George Bernard Shaw


Message from mike.cunningham@pct.edu

You can only stop this with policy that says you are not allowed and backing that up with action if it violated. There is no technology capable of stopping someone from selecting everyone from an address book and sending an email.

 

Mike is absolutely correct and because those who want to send mass emails tend to be looking for a quick methodology they rarely go ahead and manually create a list once the policies are in place. Tom Thomas H. Carnwath Vice President Technology and Information Services Hamilton Hall 320 South Broad Street Philadelphia, PA 19102 Tel: 215-717-6440 [cid:99EF63F2-BE9E-4003-8A82-E88D411DC75D] Need Assistance? Call Oops (215-717-6677) to get answers. OTIS will never ask for your personal information or password in an email. Never share this information with anyone. This message and any attachment may contain confidential or privileged information and is intended for the intended individual named as addressee. If you are not the intended recipient of this message, please notify the sender immediately by return email and delete this message and all attachments from your system. Any unauthorized disclosure, use, distribution, or reproduction of this message or any attachments is prohibited and may be deemed unlawful. Please consider the environment before printing this email.

There are technologies that can be used to supplement and back up the policy, if you’re running Microsoft Exchange in either the Server 2010 version or Exchange Online in Office 365. 

Use a combination of restricting who can send to a distribution list (reference), and by setting maximum number of recipients a single message can contain (reference). (with Exchange Online in Office 365 the latter limit on maximum recipients limit is 500 by default (reference)).

 

Approval processes are also supported. If the desired outcome is allowing specific mails to be approved and be sent from the requestor directly instead of being sent from Chancellor or Provost address (Mary Lou’s example), use Moderation on distribution lists (reference)

 

Derek Seymour

Microsoft US Education

 

Here is a link to our broadcast email guidelines:


Key components:

Broadcast emails are allowed for 

  • Emergency and crisis situations.
  • Weather-related closings and delays.
  • Crimes, or a series of crimes, that threaten public safety.
  • Deaths of faculty members, staff and students and memorials/funerals scheduled, as well as campus services for retired/former faculty and staff when requested by family.
  • Significant changes in traffic, vehicular access and parking.
  • Disruptive situations related to University facilities.
  • Other pressing situations deemed necessary to communicate by broadcast e-mail by the Associate Vice President for Communications and External Relations (or designate).
In addition, deans and VPs can email their immediate constituencies:

  • The Provost may send broadcast e-mails to faculty, staff and students.
  • The Dean of any School may send broadcast e-mails to faculty, staff and students in their particular Schools.
  • Vice Presidents may send broadcast e-mails to any faculty, staff or students for whom they have immediate responsibility. They have the authority to approve broadcast e-mails be sent by department heads they directly supervise.
Rick
Associate Provost for Technology & Information Systems
Wake Forest University



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