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I have searched the archives and cannot find anything since 2006 so thought I might poll folks again....
Who, on your campus, makes decisions on what emails are sent to all faculty, staff, or students?
Do you have guidelines and/or policy on what is allowed?
At ISU, the decisions currently are made in IT...which I am not comfortable with..plus, we have no guidelines. As a result, almost anything goes...and we are beginning to get complaints.
Help?
Randy

--
Randy Gaines
Chief Information Officer
Idaho State University
gainrand@isu.edu
208-282-2499
http://www.isu.edu
Leading in opportunity and innovation
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

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

 

Message from dsmith@oakarts.org

<?xml version="1.0" encoding="ISO-8859-1"?>
All mass emails are approved at the Director level or secondarily the Principal level.

____________________
David Smith
Director of Technology
Oakland School for the Arts
(im) @osaradio
(p) 510.873.8800
(f) 510.873-8816

Please send all technical support requests to techsupport@oakarts.org

The contents of this email message and any attachments are confidential and are intended solely for addressee. The information may also be legally privileged. This transmission is sent in trust, for the sole purpose of delivery to the intended recipient. If you have received this transmission in error, any use, reproduction or dissemination of this transmission is strictly prohibited. If you are not the intended recipient, please immediately notify the sender by reply email or by phone and delete this message and its attachments, if any.

The EDUCAUSE CIO Constituent Group Listserv <CIO@LISTSERV.EDUCAUSE.EDU> on February 28, 2012 at 8:13 AM -0800 wrote:
I have searched the archives and cannot find anything since 2006 so thought I might poll folks again....
Who, on your campus, makes decisions on what emails are sent to all faculty, staff, or students?
Do you have guidelines and/or policy on what is allowed?
At ISU, the decisions currently are made in IT...which I am not comfortable with..plus, we have no guidelines. As a result, almost anything goes...and we are beginning to get complaints.
Help?
Randy

--
Randy Gaines
Chief Information Officer
Idaho State University
208-282-2499
Leading in opportunity and innovation
********** 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/.

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

 

In Macalester's ITS, we maintain three lists - for all faculty, all staff and all students.  We use them occasionally, solely for notices about IT-centric events, such as upcoming maintenance windows or service interruptions.  Similar lists exist for discretionary use in mailing to faculty (by the Provost), to students (by the Dean of Students) and to staff (by Communications and Public Relations).  These are used infrequently.  Finally, our Director of Security maintains a single all-campus 'Security list,' used infrequently for suspicious person alerts, severe weather warnings, etc. 

The primary communication venue for all of campus is a daily digest published to the Web and email by our Communications and Public Relations office.

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


Colleagues...... Here are a few links from the University of Minnesota to some of the questions asked in this thread: - General information on eCommunications to include mass e-mail guidance, requirements, etc.: http://www1.umn.edu/urelate/ecomm/ - Approval process for sending to bodies of internal University constituencies: http://www1.umn.edu/is/vip-mail/vip-help.html Hope these help. -B
Folks,

Below is Oswego's policy and practice:


Although this has been working reasonably well for a few years, I think we will be revising our procedures to better target specific audiences and perhaps use a different platform to archive messages.

Joe
______________________________________
Joseph Moreau
Chief Technology Officer
State University of New York at Oswego
509 Culkin Hall
7060 State Route 104
Oswego, NY  13126
joseph.moreau@oswego.edu
315-312-5500 office
315-806-2166 mobile
315-312-5799 fax
______________________________________


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

 

 

 

 

Randy,

We require a VP or like Executive approval to have access to our lists.  Our lists are generated in a Sakai project using the mailtool.

Ken Schindler/SVSU


From: "Randy Gaines" <gainrand@ISU.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Tuesday, February 28, 2012 11:13:47 AM
Subject: [CIO] mass emails

I have searched the archives and cannot find anything since 2006 so thought I might poll folks again....
Who, on your campus, makes decisions on what emails are sent to all faculty, staff, or students?
Do you have guidelines and/or policy on what is allowed?
At ISU, the decisions currently are made in IT...which I am not comfortable with..plus, we have no guidelines. As a result, almost anything goes...and we are beginning to get complaints.
Help?
Randy

--
Randy Gaines
Chief Information Officer
Idaho State University
gainrand@isu.edu
208-282-2499
http://www.isu.edu
Leading in opportunity and innovation
********** 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/.

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.

 

Message from mswalber@ilstu.edu

We developed a Policy on Campus Mass Electronic Communications several years ago. The current version can be found here: http://policy.illinoisstate.edu/technology/9-7.shtml -- Mark Walbert, Ph.D. Chief Technology Officer Illinois State University 309.438.7018 www.ctsg.ilstu.edu IT • Always Connected On 28 Feb 2012, at 10:13 AM, Randy Gaines wrote: I have searched the archives and cannot find anything since 2006 so thought I might poll folks again.... Who, on your campus, makes decisions on what emails are sent to all faculty, staff, or students? Do you have guidelines and/or policy on what is allowed? At ISU, the decisions currently are made in IT...which I am not comfortable with..plus, we have no guidelines. As a result, almost anything goes...and we are beginning to get complaints. Help? Randy -- Randy Gaines Chief Information Officer Idaho State University gainrand@isu.edu 208-282-2499 http://www.isu.edu Leading in opportunity and innovation ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. -- Mark Walbert, Ph.D. Chief Technology Officer Illinois State University 309.438.7018 www.ctsg.ilstu.edu IT • Always Connected ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Our policy is here: http://cer.ua.wfu.edu/news/broadcast-email-guidelines/.

The policy and permissions are maintained by Communications and External Relations, a department within Advancement.

This is a recent revision. The earlier policy narrowly prescribed the allowable purposes.  The newer policy reflects the near complete replacement of paper mail with email, and adds, in essence, that any executive can broadcast to their own constituency.

IT's role is purely technical and training.

Rick
Associate Provost for Technology & Information Systems/CIO



Message from psb010@bucknell.edu

At Bucknell, to address the issues with internal email overload, and coordinating the various newsletters, we've created a solution which we refer to as the Message Center.  Anyone on campus, including students can post to it. Users can decide if they like to get individual emails, daily email digest or portal only access, for any or all the Message Center categories (academics, personal classified, technology updates, campus business etc.). 


Now, campus wide emails are rare, and no one feels left out. 


Param


Param Bedi

Vice President

Library and Information Technology

Bucknell University

(o) 570-577-1557

http://www.bucknell.edu

 


I should add that the Provost started a weekly "Next Week at ..." newsletter that consolidates most of the announcement requests we get from the academic areas.  That relieved much of the demand for one-offs.

Rick
Associate Provost for Technology & Information Systems/CIO



Rick,

We used to have one of those Coming Events mass emails.  We found that less that 2% of users read to the bottom.

Ken Schindler/SVSU


From: "Rick Matthews" <matthews@WFU.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Tuesday, February 28, 2012 3:38:39 PM
Subject: Re: [CIO] mass emails

I should add that the Provost started a weekly "Next Week at ..." newsletter that consolidates most of the announcement requests we get from the academic areas.  That relieved much of the demand for one-offs.

Rick
Associate Provost for Technology & Information Systems/CIO



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