Mass Email Requirements

An electronic mass email request system (http://www.unc.edu/massmail) is available to support requesting, approving and scheduling official mass emails. 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.

This requirements document 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.

This does not apply to email outside 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.

Authorized Access

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

Purpose

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.

Appropriate Use

In making its Mass Email Service available, 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 intellectual property, privacy, safety, libel, defamation, and obscenity.  Mass email requesters should obtain appropriate authorizations from the owner of any image included in the body of the email message.  For example, requesters should not include images obtained through an online image search without securing the consent of the owner of the image.

Message Classification within the Mass Email System

There are two classes of mass email: 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 FORMAL NOTICE: or INFORMATIONAL: will appear as the prefix in the subject line according to the message classification.

Formal Notice Class

Formal notice class is a category of mass emails reserved for highly important, non-emergency messages, such as federal reporting requirements. 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.

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/ and select “Update Personal Information”.

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.

After approval, messages are sent immediately unless the send date is in the future. In that case, the message will be sent at 12:01 am on the send date.

Effective Date

These requirements shall be effective March 25, 2003.