Mass E-Mails to Campus

The following is taken from Article 9 (pages 89-92) of the University of Northern Colorado Board of Trustees' University Regulations, available in full at http://www.unco.edu/trustees/University_Regulations.pdf.

The University's official electronic delivery method for communicating campus news, announcements and events to faculty, staff and students is through its e-newsletters. The Office of University Relations sends UNC Today by e-mail Monday through Friday, excluding holidays, to faculty and staff. Around Campus is a weekly e-newsletter sent to students during fall and spring semesters. Campus announcements also appear on Ursa (under the heading "Campus Announcements), http://ursa.unco.edu , UNC's campus Web portal.

Making announcements through Ursa, UNC Today and Around Campus reduces, and in most cases eliminates, the need for sending e-mail to all faculty, classified, exempt and student through listservs. Ursa, UNC Today and Around Campus combine to reach all of the audiences who belong to those listservs — i.e., all members of the campus community who have university e-mail accounts. By employing this approach, the campus community receives from recognized and credible source relevant campus information in a consolidated format.

Targeted Announcements
In certain cases, there are exceptions that warrant sending individual announcements directly to one or all of the student, faculty and staff listservs. These include:

(1) Emergency messages sent from UNC's Emergency Alert System.

(2) Messages deemed of critical importance from the offices of university president, provost, chief financial officer, UNC Police, university relations, general counsel, human resources, information technology and dean of students.

Approval for sending mass e-mails resides with these offices or their designees, keeping in mind that the preferred and recommended method is through the e-newsletters: the Provost (faculty and student requests) and Chief Financial Officer (employee requests), in consultation with the newsletter's editor. The university may rescind a community member's eligibility to send announcements for non-compliance with this or other university technology policies contained in "UNC Computer, Internet and Electronic Communication Procedures."

(3) This does not affect:

(a) Professors sending e-mail to students enrolled in their classes;

(b) Other listservs that are requested and managed by faculty, staff and students. These listservs use a Web interface to distribute e-mail to addresses on and off campus and can be modified to allow members to send and receive messages.

(c) This also does not affect sending e-mail to department e-mail distribution lists that have either been set up by an employee or by IT on the department's behalf. These lists can be created and managed locally through Outlook or requested through Information Technology so that they appear in the Global Address List. Members of a distribution list are the only ones available to send to these lists.

Guidelines for Submitting UNC Today/Ursa Campus Announcements
(1) Announcements must be directly related to the university.

(2) Campus announcements must be relevant to a large segment of the university community and fall into one of these categories:

(a) News and Events
Examples:
Grants received by faculty, staff and students; ground-breaking research; faculty member's recently published books and articles; honors/awards; new programs and facilities; featured speakers on campus; defense of dissertation/oral exams; retirement receptions; and university-sponsored events such as concerts, speakers, performances, workshops, meetings, celebrations, athletics events and festivals.

b) Employee
Examples
: Job openings, policy changes, training opportunities, updates on benefits plans; important deadlines

(c) Student
Examples
: Important deadlines (financial aid, registration, graduation, etc.)

(d) Human-interest stories
Examples:
A student's unusual job, a professor's out-of-the-ordinary volunteer activities, an employee who is retiring after 30 years at UNC

(3) Announcements must include a contact name, telephone number and e-mail address.

(4) Announcements may not conflict with UNC policies or regulations or include material contrary to the university's mission and values.

(5) Announcements about commercial or fund-raising activities not associated with the university (e.g., solicitations) or about activities for personal financial gain will not be published.

(6) Announcements must comply with "UNC Computer, Internet and Electronic Communication Procedures, http://www.unco.edu/it/Policies/computingproceduresindex.html.

(7) To request a UNC Today announcement, use the form online at http://www.unco.edu/unctoday. Events on the university's online calendar are automatically considered for publication in Campus Announcements. The submission deadline to be included in the next day's edition is 4 p.m.

(8) All announcements are subject to editing (see below).

(9) Each campus announcement may run twice per semester. Following are examples:

(a) Event—two weeks in advance and day before event;

(b) Art exhibit—a few days before opening reception and a week before exhibit closes;

(c) Request for nominations—when nominations open and a few days before deadline;

(d) Last-minute meeting notice—day before and day of meeting.

(10) Calendar entries: All university events occurring on campus and sponsored by official campus groups should be entered into the online calendar. From a campus computer, visit. http://www.unco.edu/calendar/calendar.asp. Click ‘Submit or edit an event' at the top of the page. Calendar entries will appear online within 24 hours of the time they're entered. Entries will be published in UNC Today and distributed in an e-mail titled ‘Next Week on Campus,' which previews the on-campus events for the upcoming week.

Guidelines for Around Campus
(1) Events published in Around Campus must be sponsored by official university groups.

(2) Events should be submitted to the online calendar to be included in the newsletter and considered as an announcement. From a campus computer, visit http://www.unco.edu/calendar/calendar.asp. Click ‘Submit or edit an event' at the top of the page. Calendar entries will appear online within 24 hours of the time they're entered. Entries will be published in Around Campus under the headings, "Today and This Weekend on Campus," and "Next Week on Campus," which previews the on-campus events for the upcoming week.

(3) Announcements are selected by the Dean of Students Office from a list of upcoming campus events and/or pertinent information that's relevant to students.

(4) To submit ideas for spotlight stories, which are feature stories that appear in Around Campus, send an e-mail to newsletters@unco.edu. Examples of potential stories include, but aren't limited to: a student's unusual job or prestigious award or achievement (such as receiving an internship to work at NASA), a college class that has started as a result of student research, or a student's out-of-the-ordinary volunteer activities.

(5) Calendar entries must include a contact name, telephone number and e-mail address.

(6) Calendar entries may not conflict with UNC policies or regulations or include material contrary to the university's mission and values.

(7) Calendar entries about commercial or fund-raising activities not associated with the university (e.g., solicitations) or about activities for personal financial gain will not be published.

(8) Calendar entries must comply with "UNC Computer, Internet and Electronic Communication Procedures," http://www.unco.edu/it/Policies/computingproceduresindex.html.

(9) All entries are subject to editing (see below).

Editing of Announcements
The Office of University Relations staff will edit announcement and calendar submissions for accuracy, brevity, clarity and suitability. If a submission is better suited to a different communication vehicle, it will be forwarded. Items that are incomplete or inaccurate or do not meet guidelines will be e-mailed back to the submitter with an explanation. Submitters are encouraged to make necessary changes and resubmit the item. The university reserves the right to review, suspend or deny announcement requests for any reason.
UNC Today and Around Campus contact: newsletters@unco.edu.

About the Policy
This policy is part of the "UNC Computer, Internet and Electronic Communication Procedures." Along with those procedures, it is reviewed periodically by the Information Technology Committee, a university-wide management and advisory committee established to provide communication, collaboration and coordination on issues regarding information technology policy, planning, resource management, standards, procedures and priorities that will develop

Summer 2013

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