Mass Email Policy

AUDIENCE

This policy applies to all users of Thomas More University email systems.  

PURPOSE

The purpose of the Mass Email Policy is to provide guidance for the appropriate use of mass email at Thomas More University and to define the approval process necessary to send such emails. The policy aims to reduce the amount of inbox clutter and allows us to communicate efficiently. 

DEFINITIONS

Mass Email: an unsolicited email message sent to a significant portion of the Thomas More community, either faculty, staff, or students. 

Distribution List: a shortcut to email multiple people by population type.  For example, full time faculty or all students.  Distribution lists are created by IT Services.

POLICY

The Thomas More University email systems are the property of the University and are to be used for the primary purpose of advancing the mission of the University.  Therefore, Thomas More University retains the ability to manage how such property is used. The policy applies to all mass email, including those sent through an IT-managed distribution list, an automated Cognos or Jenzabar email, or a user-created recipient list.  Access to email addresses and distribution list does not automatically grant permission to use it.  Messages that do not meet the criteria should be delivered via alternative methods (newsletters, announcements, calendar, social media, etc.). 

Thomas More University, at its sole discretion, shall determine whether a message is unsolicited or sent to a significant portion of a community to satisfy the definition of mass email contained within this policy.

Individuals may not send mass emails without approval.  All mass emails must be submitted to the appropriate administrator for approval and distribution by them or their designee:

• STAFF – Approval: Director of Human Resources
• FACULTY – Approval: Provost. Designee for Distribution: Administrative Assistant, Office of Academic Affairs
• STUDENTS – Approval: Dean of Student Affairs. Designee for Distribution: Assistant Dean of Student Affairs

Exceptions:

• The President, Provost, and Vice Presidents are authorized to send messages to all target groups without the need for further approval
• All other individuals must obtain approval as indicated above. For certain individuals, authority may be granted to send mass emails to a distribution list for a specific purpose without need for further approval.  This authority is granted through the Mass Email Distribution Form and managed by IT Services. 

The distribution of mass email requires:

• Identification of the message’s target audience
• Creation of email, clearly and succinctly conveying the necessary information. When appropriate, direct where replies will be sent.
• Gaining approval of the message through the appropriate, defined channels
• Arranging the message’s distribution with the appropriate/approved sender. The distributor must mask the email addresses of the recipients/distribution list.

In general, mass email is appropriate for:

• Important messages that directly and explicitly relate to successfully carrying out operations
• Messages that relate to changes in University policy
• Messages that relate to time sensitive issues or emergency situations
• Messages that inform a specific group of individuals (faculty, staff, students, etc.) of an announcement related to their specific role at the University

Events: All on-campus events should be placed on the university calendar. Notifications, reminders, and information regarding these events may be sent via employee or student newsletters. It is not an appropriate use of mass email to send information regarding events.  

Inappropriate use of mass email includes, but is not limited to:

• Messages that are not consistent with the University's mission
• Messages in violation of the Acceptable Use Policy
• Messages that are inherently personal in nature or express a personal opinion/experience
• Messages that are commercial in nature
• Messages that do not directly apply to the majority of members in a target group

RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

None

PROCEDURES

IT Services uses system controls to manage who can send the distribution lists below.  Additional individuals, other than those specified above, may be granted authorization to send messages to target groups (faculty, staff, and/or students) with the approval of their supervisor and the appropriate administrator listed below.  This will be managed using the Mass Email Authorization Form. 

• Full Time Faculty – Approval: Provost
• Faculty – Approval: Provost
• Full Time Staff – Approval: Director of Human Resources
• Staff – Approval: Director of Human Resources
• Students – Approval: Dean of Student Affairs

REFERENCING THE POLICY

Acceptable Usage Agreement 

HISTORY

APPENDIX

Mass Email Distribution Authorization Form

APPROVALS

Sean Kapsal, Director of IT Services

Robert A. Munson, Senior Vice President and CFO

Dr. Kevin Reynolds, Vice President for Institutional Advancement

Dr. Joseph Chillo, President