Mass Email Policy

University of North Dakota

Purpose:

This policy reflects the University of North Dakota’s decision to use a University assigned student email account as the official means of communication with all students on the UND campus.  The purpose of this policy is to provide a definition for mass email; clarification for who can send mass emails; and procedures for sending mass emails.

This policy does not apply to email originating by means other than through the Mass Email System. 

Introduction:

Various offices, organizations and individuals at UND may request that mass emails be sent to all or part of the University community. 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, departmental, or Student Government 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. 

What is mass email?

For the purposes of this policy, mass email shall be considered to be any unsolicited electronic mailing in which the message is sent to members of the University community using the UND U-Mail and Groupwise email addresses.  This policy does not apply to individual email-based distribution and discussion groups such as listservs or established data bases that serve University learners/ clientele. 

Types of mass emails:

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.

1. 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.

2. 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.

3. 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 www.und.edu/calendar. 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.

 

Who is allowed to send mass emails?

All messages must be approved by the vice president or his or her designee  associated with the message and the Executive Associate Vice President for University Relations.

Examples of what isn’t acceptable:

Specifically, mass emails should not be used for:

Mailings not related to University business or activities.

Mailings in violation of the NDUS Computer and Network Usage Policy.

Political statements, expression of personal opinion, conduct of personal business, unauthorized fundraising or solicitation (solicitation is defined as any verbal or written effort to raise funds through the sale of merchandise/services or through charitable donations as well as to influence opinions or to gain support for an issue or cause).

Notices of houses or other items for sale or rent, requests for rides, lost and found, or commercial promotions.

Notices of routine, regularly scheduled events.  These sorts of events should be communicated through regular University communications.

Approved by President’s Cabinet on 8-2-05.