mass emails

I am at the same place and would love to get information on what others are doing.

Anita L. Brown

ITS Operations Manager

St. John's College

P.O. Box 2800

Annapolis, MD 21404-2800

410-626-2508

Anita.Brown@sjca.edu

Annapolis Help Desk email:      helpdesk@sjca.edu

Annapolis Help Desk phone:   410-626-2892

We dealt with this several years ago.  Our process and policy can be found at http://www.umkc.edu/provost/policies/mass-email-policy.asp.  And you are on the right track – IT should facilitate whatever policy is decided but the policy probably needs to belong somewhere else – in our case with the Provost Office.

Mary Lou

Mary Lou A. 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

Here at UW-Eau Claire central IT (Learning & Technology Services) does  NOT make that call.  Our Provost, Associate Vice-Chancellor and Chancellor’s office make these kind of decisions.  Very few people have the ability to email to all students and/or all staff/faculty.

Policy at http://www.uwec.edu/LTS/policies/email.htm

Chip

Chip Eckardt
CIO
University of Wisconsin-Eau Claire
105 Garfield Ave.
Eau Claire, WI 54701
Phone (715) 831-2238
eckardpp@uwec.edu

Please see below.

Kev

Kevin Palmer

CIO – Columbia College

Hi Randy,

EDUCAUSE does have a collection of “Electronic Communications Policies” in our library, http://www.educause.edu/Resources/Browse/Electronic%20Communication%20Policies/33325. Many of these provide mass email guidelines.

Please let me know if you have any questions, thank you.

Colleen Keller
Electronic Resources Librarian
EDUCAUSE - Uncommon Thinking for the Common Good

282 Century Place, Suite 5000, Louisville, CO 80027 Phone (303) 939-0309

Generally our Marketing and Community Communications Dept. decides on whether something gets emailed, or posted on the several areas were the posting can be seen.  We try to encourage postings instead of mass mailings as much as possible.

/Neil  

Neil S. Sachnoff, Executive Director, Information Technology
Middlesex County College

2600 Woodbridge Ave. JLC 209

Edison, NJ 08818
V-732.906.2601/Fax 732.548.6814

 PThink before you print

****IMPORTANT NOTICE****
All email communications with Middlesex County College employees are a matter of public record and subject to publication or release under both the State and Federal regulations as they pertain to their relative Freedom of Information Acts.

At NDSU we moved this to the faculty senate, staff senate, and student senate years ago for informational messages to those respective constituencies and each group moderates the list (usually the officers or designee). For academic seminar announcements, pedagogical luncheons, campus events, etc., the faculty, staff, or student informational lists are used. The faculty list is actually “rolled up” from the various colleges on campus and the staff and student lists are populated from ERP data. We use LISTSERV® for e-mail list administration.

For “official” messages the HR/Payroll office has an e-mail list for all benefitted employees. A few years ago we established a policy that e-mail is an official means of communication for students and have an official list that is owned by the registrar and moderated by the registrar and an official in University Relations. We have since set up a similar official list for all employees that is owned and moderated by University Relations (with a few other moderators that they’ve added). We recently established a policy to make e-mail an official means of communication with employees as well. We refresh the official lists frequently from our PeopleSoft ERP (e.g., every pay cycle for the employees).

---

Marty Hoag

Director, Business Operations, Policy and Strategic Services / Information Technology Division

NORTH DAKOTA STATE UNIVERSITY

p: 701.231.8639 / f: 701.231.8541 / www.ndsu.edu

We faced a similar issue a few years ago when anyone could mail to any list that had been created by IT through AD.

We (IT) maintains a series of lists:

Faculty

Staff

Students

Faculty/Staff

Part-time Faculty

Faculty by College and program

Faculty/Staff by Building

The use of these lists is controlled by our Office of University Communications who is charged with granting permissions to the lists based on need. Those being granted permission to use the lists follow some guidelines as to when a list should be used. IT will create lists other than those that currently exist only at the request of the President’s Council (senior leadership of the university) and then turn permissions over to University Communications to determine. This has cut down dramatically on the amount of email announcing (important) information to campus constituents.

University Communications also has a weekly email informational that is sent every Monday containing information on announcements, events, and news.

Tom

Thomas H. Carnwath
Vice President
Technology and Information Services
Hamilton Hall
320 South Broad Street
Philadelphia, PA 19102

Tel: 215-717-6440

Need Assistance? Call Oops (215-717-6677) to get answers.

OTIS will never ask for your personal information or password. 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.