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Mass E-mails

Responsible Department
University Relations
Effective Date
03/05/2015
  1. .

    Policy Purpose

    The purpose of this policy is to recognize the importance of electronic communication to the operation of the University of North Georgia (the “University”) while protecting its faculty, students and staff from mailbox clutter caused by unwanted or unsolicited mass e-mails.

  2. .

    Definitions

  3. .

    Policy Statement

    1. In order to minimize the number of mass e-mails, other available methods of mass communication will be used whenever appropriate.  It is essential that all employees remain aware of the contents of these sources on a regular basis to ensure that they have all current information for which they are responsible.

    2. Requests for mass e-mail messages must be submitted to the appropriate vice president or senior campus administrator for approval and distribution by them or their designee.

    3. Mass e-mails are used for informational purposes and not for commercial or marketing and sales of individual items by University employees, students or organizations.  The content must be related to the University's mission.

    4. Individuals wishing to send mass e-mails are responsible that their messages do not violate any laws or general rules of proper and ethical behavior.

    5. This policy applies to all parts of UNG for mass e-mail messages or e-mail blasts directed to faculty, students or staff on one or more campuses.  It does not apply to distribution groups which have been established for collaborative work or unit-based communications.
  4. .

    Support Information

    See the Information Technology Acceptable Use policy for additional guidance on electronic communications.

  5. .

    Procedures

    1. Whenever appropriate, use one of the following alternate means of communication.

      1. UNG Today, the University’s daily e-newsletter - It will include announcements posted on the Notice Board that are categorized as University Business or Club & Organizations.  This is an official means of communication for UNG.  Faculty and staff are expected to read it to remain aware of administrative notifications which relate to their responsibilities.

      2. myUNG Notice Board - Categories include University Business, Clubs & Organizations, Lost & Found, and Personal Announcements  (The Notice Board is accessible on university PCs by clicking the “NB” icon on the toolbar at the bottom right of the screen.  When the “NB” icon is flashing, there is a new notification for you.  You can change the settings for the Notice Board by right clicking on the “NB”.  You can also view the Notice Board and subscribe to e-mail alerts by navigating to the myUNG portal and logging in, then clicking subscribe to e-mail alerts at the bottom of the page.)

      3. myUNG Portal Pages - submit slide materials or requests to universityrelations@ung.edu

      4. UNG Master Calendar - (enter items here - https://calendar.ung.edu/VirtualEMS/; items appear at- https://calendar.ung.edu/mastercalendar/MasterCalendar.aspx, on the myUNG portal and on the university's news page)

      5. Campus Digital Signage (submit slide materials or requests to universityrelations@ung.edu)

      6. The Discuss UNG Listserv - This is an optional listserv for faculty and staff to post announcements of a personal nature or items which might generate extensive discussion.  As an optional forum, it is exempt from policy statements A, B, & C above, and therefore should not be used for essential communications.

    2. Requests for mass e-mails must be submitted to the following people for approval.  If approved, this person or their designee will distribute the e-mail from that primary area.
      [Note: Distribution lists are not released by the approval area.  It is therefore necessary for the originator to coordinate with the approval area to ensure that the e-mail will be sent to the appropriate recipients.]

      1. Provost and Senior Vice President for Academic Affairs
      2. Senior Vice President for Business & Finance
      3. Vice President for Student Affairs
      4. Senior Vice President for University Affairs
      5. Vice President for University Advancement
      6. Vice President for Executive Affairs
      7. CEO of Oconee Campus
      8. Executive Director of the Cumming Campus

    3. Content of the e-mail should:

      1. Be of importance to the majority of the group that would receive the message. Potential examples might include: class cancellations; time-sensitive human resources issues, facility or parking notifications; notices to students regarding registration deadlines or changes.

      2. Whenever possible, include the content within the message itself as opposed to using attachments, high-resolution graphics, streaming content, or any material that would substantially increase the message size.

    4. Unacceptable actions include, but are not limited to:

      1. Sending multiple versions of the same message to smaller groups of recipients in order to circumvent the mass e-mail policy.

      2. Using e-mail for any purpose that violates federal law, state law, or any University policy.

      3. Using e-mail for commercial purposes.

      4. Assigning a "high" priority to a mass mailing.

    5. Policy Exceptions:  The following positions shall have authorization to e-mail all faculty, staff and students.  The individuals in these positions may classify messages as “high” priority when appropriate.

      Position/Account

      Group(s) available

      Messaging Needs

      Office of the President

      Faculty, staff, students

      Presidential notifications

      Faculty Senate Chair

      Faculty

      Governance, faculty issues/events

      Chair of the Faculty Senate Leadership & ointments Committee

      Faculty

      Governance, faculty issues/events

      Staff Council Chair

      Staff

      Governance, staff issues/events

      UNG Public Safety

      Faculty, staff, students

      Emergency issues, public safety requirements

      Title IX Coordinator

      Faculty, staff, students

      Title IX legal requirements

      UNG Office of University Relations

      Faculty, staff, students

      Emergency issues and special notifications

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