SPH Mass E-mail Policy
University of Minnesota School of Public Health
April 17, 2007
Introduction
E-mail is a powerful electronic communications tool when used effectively. The University of Minnesota School of Public Health seeks to ensure that mass e-mail is distributed as efficiently as possible and is beneficial to our students, faculty, and staff.
This policy sets forth guidelines and procedures for the mass distribution of time-critical, important information to the SPH community.
What is Mass E-mail?
Any unsolicited electronic mailing sent to the entire SPH community or to large segments of the SPH community, such as all faculty or all students.
Types of E-mail, Approval and Delivery
This policy identifies three classes of mass e-mail messages: Urgent, Important, and Informational. Mass e-mail messages may only be sent if approved by the appropriate person. See below:
1. Urgent Messages
Urgent mass e-mails are reserved for highly important, time-sensitive emergency notices, such as security alerts. The dean of the School of Public Health must approve Urgent e-mail messages but may delegate authority to others in the School. The appropriate person should distribute urgent messages immediately following approval. Urgent messages must be sent in plain text and contain no graphics, bolding, or other HTML formatting.
2. Important Messages
Important mass emails are reserved for highly important messages of school-wide importance, such as information related to an accreditation site visit. The dean of the School of Public Health must approve all important e-mail messages but may delegate authority to others in the School. Following approval, it is preferred that the appropriate person, usually the dean, schedules these messages to be delivered before or after University of Minnesota work hours to minimize the impact on the University’s bandwidth. Important messages should be sent only in plain text. If it is important to include formatting, however, the message may be sent as an HTML message with an alternative plain text version.
3. Informational Messages
Informational mass e-mails are messages about or related to SPH news, events, courses, or activities. Informational messages will only be delivered using one of the School’s existing electronic newsletters, such as SPH News. They may also be included on the School calendar. Please forward informational messages to sphnews@umn.edu. It is preferred that electronic newsletters be delivered before or after University of Minnesota work hours to minimize the impact on the University’s bandwidth. Electronic newsletters may be sent with graphics and HTML formatting, but should include either an alternative plain text version or a link to the same newsletter on a Web site.
Affected E-mail Lists
The following lists are affected by this policy:
SPH-All
SPH-Everybody |
E-mails to these lists require approval from the SPH Dean and/or the Assistant Dean for External Affairs. |
SPH-All Faculty |
E-mails to this list require approval from the SPH Dean and/or the Senior Associate Dean for Research and Academic Affairs. |
SPH-All Students |
E-mails to this list require approval from the Associate Dean for Student Affairs and/or the Director of Student Services. |
SPH-All Staff |
E-mails to this list require approval from the SPH Dean and/or the Assistant Dean for External Affairs. |
Delivery Process
All mass e-mails will be delivered via Lyris, the University of Minnesota’s bulk e-mail application. All lists will be housed in Lyris and the school will send to the official University of Minnesota central e-mail address for each and every faculty member, student, and staff member. It is recommended that divisions now maintaining their own e-mail system transition to the U of M central e-mail system.
Guidelines
E-mail Subject: The Subject line must be descriptive.
E-mail Body: The initial text of the message should indicate that it is a broadcast message and the office sending the message. The message body should indicate why the message is being sent and to whom the message is being sent. The name, e-mail address, and phone number of a person to contact should be contained in the message.
Attachments, such as Microsoft Word documents, are not allowed. Messages should be brief and to the point. Provide instructions on how additional information can be obtained.