UNC Chapel Hill Policy on Mass Email

Introduction and Purpose

Various offices, organizations and individuals at UNC-Chapel Hill request that mass emails be sent to all or part of the University community. An electronic mass email request system, Mass Email System ( http://www.unc.edu/massmail ), is available to support requesting, approving and scheduling official mass emails. Mass emails are not authorized except as described herein. However, due to the nature of email, delivery of mass emails is not guaranteed.

The Mass Email System does not replace individual, school, or departmental address lists or mailing lists. These other methods are more appropriate for most announcements. The Mass Email System should only be used when a more limited mailing will not be adequate.

University Email Covered/Not Covered by Policy

A. This policy serves three purposes: (1) identifying who may request use of the Mass Email System; (2) addressing the appropriate purposes of the Mass Email System; and (3) explaining the approval and scheduling process for mass emails.

B. This policy does not apply to email originating by means other than through the Mass Email System. Users of the University's email system should review the Policy on the Privacy of Electronic Information for general email system guidelines.

General Guidelines for the Use of the Mass Email System

Purpose and Limitations

The Mass Email System is available for the sending of messages that relate to university work or typical university information, other than events. Events should be posted to the campus calendar at http://events.unc.edu.

Authorized Access

The Mass Email System is available to any University unit (department, office, center, etc.) or recognized University organization. No emails will be sent without approval.

Approval of Messages/Requests

Student-related messages are approved by the Vice Chancellor for Student Affairs or his/her designated representative. Employee-related messages are approved by the Vice Chancellor for Information Technology or his/her designated representative. Messages to the entire University community must be approved by both the Vice Chancellor for Student Affairs and the Vice Chancellor for Information Technology or their respective designated representatives.

Required Message Format

1. A University unit or recognized organization requesting a mass email must supply a valid email address for the From email address. The From address must be a valid email address in the unc.edu domain.

2. No attachments are allowed to mass email messages. Messages should be brief. The message may refer to a web page with more detailed information.

Message Classification within the Mass Email System

There are three classes of mass email: Urgent, Formal Notice and Informational. The class of the message affects both the audience and the distribution schedule. The subject line of the message will indicate the selected class. Either URGENT:, FORMAL NOTICE:, or INFORMATIONAL: will appear as the prefix in the subject line according to the message classification.

Urgent Class

Urgent class is a category of mass emails reserved for highly important, time-sensitive campus emergency notices, such as security alerts. Messages in this class may be scheduled for immediate distribution as soon as properly approved.

There is no opt-out feature for recipients for this class of email. Urgent class messages are sent to all recipients designated by the University unit or recognized organization originating the email.

Formal Notice Class

Formal notice class is a category of mass emails reserved for highly important, non-emergency messages, such as federal reporting requirements. Messages in this class are scheduled for off-peak distribution, after properly approved, between the requested run date and the expiration date of the message. There is no opt-out feature for recipients for this class of email. Formal notice class should be used only when there is sufficient reason to ignore the recipients' opt-out preferences. Formal notice messages are mailed to everyone designated as recipients by the University unit or recognized organization originating the email.

Informational Class

Informational class is a category of mass emails covering non-emergency messages related to University work or information, other than events. Events should be posted to the campus calendar at http://events.unc.edu. Messages in this class are scheduled for off-peak distribution, after properly approved, between the requested run date and the expiration date of the message.

There is an opt-out feature for recipients for this class of email. Informational email messages are sent to all recipients, designated by the University unit or recognized organization originating the email, except those who have selected the opt-out option. The following instructions are appended to the bottom of every informational class message explaining how to suppress future receipt of this class of mass mailing:

"INFORMATIONAL:" email will only be sent to those who have indicated that they do want to receive mass email. To set your informational mass email preference, go to the on-line directory web site at http://dir.unc.edu/. Select "Update Entry".

Retention of Messages

All messages sent through the Mass Email System will be retained for five years and then transferred to the custody of University Archives in accordance with the records retention schedule for policy documents.

Disclaimer

In making its Mass Email Service available for use under this policy to persons or groups other than University administrative units, the University assumes no obligation or responsibility for the activities of the person or group. Further, the University reminds all mass email requesters to be aware of and comply with University policies and applicable laws, including those concerning safety, libel, slander, defamation, and obscenity.

Appeals

A person whose request to use the Mass Email System is not approved may appeal that decision to the Executive Vice Chancellor and Provost. All decisions shall be rendered promptly.

Effective Date

This policy shall be effective March 25, 2003.


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