Policy: Mass Electronic Mailings
|Date: 06/15/06||Policy ID: IRM-006||Status: Final|
|Contact Office:||Chief Information Officer (Office of the)|
|Oversight Executive:||Chief Information Officer|
All University of Virginia Academic Division faculty, staff, enrolled students, and others assigned University email accounts(The Medical Center’s “Electronic Mail Policy No. 0193” applies to Medical Center employees; The College at Wise’s “Appropriate Use of College Listserves” Policy applies to College at Wise employees and students)
|Table of Contents:|
|Reason for Policy:||Electronic Mailings (email) can be a powerful and efficient tool with which to communicate. Email can also be seen as an unwanted intrusion if not used in a careful and coordinated way. To foster the judicious use of University electronic mailing capabilities, such that mailings to large numbers of individuals or groups either within or outside the University are essential and relevant to the mission of the University and do not adversely affect normal performance of the University’s email delivery system.|
|Definition of Terms in Statement:||
Advancement Activities-related Mailing: Contact with University constituencies (e.g., alumni, parents of alumni, parents of enrolled students, friends of the University of Virginia, current or prospective donors) for the purpose of advancing a constituent’s level of engagement with the University or its programs.
Mass Electronic Mailing: Either 1) a single electronic mailing received by 1,000 or more email addresses; or 2) multiple electronic mailings of essentially the same content to a total of 1,000 or more email addresses.
Mailings Must Be Mission-related – Mass electronic mailings sent by faculty, staff, enrolled students and others assigned University email accounts using University-owned or contracted resources to individuals or groups within or outside the University must be related to the University’s mission.
Certain Mailings Must Be Approved – Mass electronic mailings to certain large population segments must have executive-level approval in advance of issuance. Specifically,
Mailings Must Comply With Laws and Policies – Mass electronic mailings must comply with relevant federal and state laws, as well as University policies, including those governing public computing resources, security considerations, and ethics in computing. See the Related Information section for key law and policy references.
See Procedure for Mass Electronic Mailings for guidance on developing and distributing mass electronic mailings processed through the University’s electronic mail system.
Medical Center Electronic Mail Policy No. 0193
|Policy Background:||Initial policy approved by President’s Cabinet 1/9/1998.|
|Major Category:||Information Resource Management|
|Category Cross Reference:|
|Next Scheduled Review:||06/15/12|
|Approved By, Date:||Policy Review Committee, 06/15/06|
|Revision History:||Updated 5/19/14, 8/30/07. Previous version in effect from 1/11/2003 through 6/14/2006.|
|Supersedes (previous policy):||University Policy on Using Electronic Communications for Large-scale Notifications and Distribution of Information.|