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Hello all,

 

We are trying to address an issue with the volume of campus-wide e-mail messages being sent out to advertise events and other matters. We use distribution lists for all faculty, all students and all staff. Staff and faculty are currently permitted to send to any of these lists. Policy dictates that the messages are for school-business only, and formatted in a particular way, but that is not always adhered to and we are exploring other options. Can you tell me:

-          Do you use email distribution lists to send messages to populations on campus? If not, how are they sent?

-          Who is permitted to send those messages?

-          How do you enforce policies about those messages?

 

Thanks for any assistance you can provide.

 

Suzanne Gaynor

Director, Technology Resource Center

Hartwick College

gaynors@hartwick.edu

607-431-4670

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

Comments

Suzanne,

 we have similar lists, our exception is that the "all student" list is tightly controlled, there is a small group (perhaps 6 or 7) that can send to that list.  We had a similar problem with the fac/staff list being used for not college business, and established an "opt-in" list called earlham - miscellany, any community member can join it and it is the platform for "for sale, for rent, announcements of local events, etc."  Again this is an opt-in list so that you don't get the mail if you don't want it.  "earlham-bay" (items being sold) really fly out the door on this list....it has worked well for us.

Randy Kouns
Earlham College


From: "Suzanne Gaynor" <GaynorS@HARTWICK.EDU>
To: USERSERV@LISTSERV.EDUCAUSE.EDU
Sent: Wednesday, March 14, 2012 1:13:33 PM
Subject: [USERSERV] Campus-wide e-mail messages

Hello all,

 

We are trying to address an issue with the volume of campus-wide e-mail messages being sent out to advertise events and other matters. We use distribution lists for all faculty, all students and all staff. Staff and faculty are currently permitted to send to any of these lists. Policy dictates that the messages are for school-business only, and formatted in a particular way, but that is not always adhered to and we are exploring other options. Can you tell me:

-          Do you use email distribution lists to send messages to populations on campus? If not, how are they sent?

-          Who is permitted to send those messages?

-          How do you enforce policies about those messages?

 

Thanks for any assistance you can provide.

 

Suzanne Gaynor

Director, Technology Resource Center

Hartwick College

gaynors@hartwick.edu

607-431-4670

********** 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 use an elaborate set of mailing lists that are all moderated.  The lists used for official campus announcements cannot be unsubscribed.  The lists used for bake-sales, etc. are voluntary, but still moderated for style and content.  We have documented all of the guidelines on a web page: http://inside.mines.edu/Mailing-Lists.

 

Ed Zucker

Colorado School of Mines

 

Suzanne,

We have three distribution lists for all members of a given cohort.  For each, the most appropriate office decides which messages will, and won't, be sent.  These are the Dean of Students for the all-student list, the Provost for the all-faculty list, and the Director of Communications and Public Relations for the all-staff list.  A very few people in each office can approve postings. 

The primary communication venue is an internal Web-based newsletter, the Daily Piper; this is published by CPR and is accessible to everyone with a Macalester account.  A daily e-mail version includes eadlines and the first sentence or two, plus links to the full text on the Web page.  Anyone can submit articles to this, but the CPR staff edit and decide what gets run. 

Long term, try to help your community understand that the IT shop provides the infrastructure for campus-wide communication, but ought not own the responsibility for publishing and decision-making. 

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


Hi Suzanne,

 

This topic just came up on the CIO listserv about two weeks ago. Here is some information I collected about university messaging policies:

http://www.umkc.edu/provost/policies/mass-email-policy.asp

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

http://www.educause.edu/Resources/Browse/Electronic%20Communication%20Policies/33325

http://www1.umn.edu/urelate/ecomm/

http://www.oswego.edu/cts/policies/mass.html

http://www.ndsu.edu/fileadmin/policy/609.pdf

 

You could search the archives to get more information.

 

Thanks,

Juan

 

Juan Torres

Manager, Computer Helpdesk

Certified HDI Support Center Manager

ITIL Foundations V3 Certified

Ohio Dominican University

Phone: 614-253-3615

 

 

 

Here’s how we’re handling it at Oregon State:

 

-          Do you use email distribution lists to send messages to populations on campus? If not, how are they sent?

 

Yes, we have several moderated lists (faculty, professional faculty, classified staff, students, office managers, etc)

 

-          Who is permitted to send those messages?

 

For our employee “Inform” lists, I believe anyone can send to the list but the message is held for moderation by one of the senior staff in the Provost’s office.  She then approves or denies the message.  For the most part we only see a few messages a week on matters of interest/concern to the entire University – State of the budget, changes in key positions (Deans, Vice-Provosts), professional development/workshops, that kind of stuff.

 

The all student lists (all OSU students, Corvallis campus, Bend Campus) are managed by the Registrar’s Office ; they’re locked down pretty hard.  If you want something to go out to all students you send it to the student communications mailbox for review and distribution.  College/department/class lists are managed locally and most of those are moderated as well.

 

-          How do you enforce policies about those messages?

 

The moderators do a pretty good job of keeping the policies enforced.  The students, in particular, are pretty vocal if they think they’re getting spammed.

 

We also have a daily “OSU Today” e-newsletter that goes out every morning to anyone (primarily employees) who wants it.  It includes everything from links to articles about OSU in the general press, to event and seminar announcements, construction updates, job openings, and the weather forecast.  Submissions are sent to News and Communications.  New events are flagged the first day and are often remain in the newsletter until they’ve happened.   OSU Today gets a lot of “less important” stuff that used to go to the Inform lists.  For example, we used to get a lot of emails about various fund raisers during the annual food drive; now those all get posted together in OSU Today instead.

 

Hope this helps,

 

Chris

 

Chris Sinnett, Manager

Community Network

IS Technology Support Services

Oregon State University

(541) 737-9156

 

http://oregonstate.edu/is/tss

 

 

 

Hi Suzanne,

 

Here at Eastern Michigan University there are several mailing lists in use such as the ones you describe at Hartwick below.

 

At EMU, folks who would like to send messages must forward them to the Division of Communication approver.  The messages are vetted and sent (or not) to the lists.  The lists themselves are closed in terms of sending, only specific individuals are allowed to send to those mailing lists.  I am not aware specifically of what policies are in use to judge messages against.   Typical messages include organizational changes, planned system outages, and things like that.  I would guess on average we get one message a week at the most.

 

The other alternative to pass along campus new is a website maintained by the same Division called “EMU Today.”  This website lets folks know what is happening on campus.  A lot of folks visit that site regularly in the morning to see what is happening.  Here is the site if you are interested to take a peek: http://www.emich.edu/univcomm/emutoday/show_all.php .  A lot more gets posted here than gets sent out to the mailing lists.  To post a request you submit your posting in the preferred style.  I am not aware of the content restrictions there, either, but things are vetted I am sure.

 

Good luck in your efforts!

 

Andrea Tanner

Director, Enterprise Support

Division of Information Technology

Eastern Michigan University

 

Message from jack@mail.rockefeller.edu

Hi,

 

We have several ways of users sending campus wide emails, both university business related and none.  More info here: http://it.rockefeller.edu/faq.email.announcements

 

We have prebuild mailing lists for students, faculty, staff, assistance, buildings, etc. that we can send out to, as well as campuswide using the mailing list option that users configure to whom they want to send too (they need to log-in first) as well as a single email address that only certain people have access to (IT, Public Affairs, President’s Office, etc).

 

We also have an internal page that has a ‘Classified’s portal that is used for unofficial announcements, similar to craig’s list.  There are several categories, ie: Unofficial, Free, For Sale, Lost & Found, etc.., which has been working out great.  With the Classified option, everyone was subscribed too by default to all categories and each person has the option to unsubscribe to some or all the categories, done via the Classifieds interface. 

 

-jack

 

 

At Suffolk, we have a limit on the number of recipients that a given message can go to (thus disabling individuals’ use of their own large distribution groups), and have listservs with designated moderators for each: Registrar for all students, Deans for faculty and staff within their schools, President’s Office and certain other offices for the entire community.  ITS can also send to any of these groups when issues affecting them arise, and keeping users informed while not sending out so many messages that they become noise has become a hot topic here.

 

We also have a general informational email that our Public Affairs group sends out twice a month to the entire community: student, faculty, staff, and administrators. Any department can submit announcements up to 100 words in length.  While I’m not sure how many recipients actually read these messages, it keeps the traffic down, and (at least in theory) allows the listservs to be used only for alerts re unscheduled events/incidents.

 

Francine Cohen

Director, Support Services

Information Technology Services

Suffolk University

8 Ashburton Place

Boston MA 02108

617-573-8423

 

Greetings,

 

All of these policies deal solely with E-mail.  Has anyone amended their MassComm Policies to address social communication channels (Twitter/Facebook)?  Is this handled a different way?  Thanks!

 

 

---


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Patrick,

 

EDUCAUSE provides a collection of Social Media Policies and guides at: http://www.educause.edu/Resources/Browse/Social%20Media%20Policies/36576

 

Juan Torres

Manager, Computer Helpdesk

Certified HDI Support Center Manager

ITIL Foundations V3 Certified

Ohio Dominican University

Phone: 614-253-3615

 

 

 

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