Section: Administrative Policy Number: 1-21 Policy Name: Use of University-Wide Electronic Mailing Lists Date: December 10, 2003 Revisions: April 10, 2009
To define appropriate use of mass electronic mailings to large segments
of the University of Delaware community and insure consistency in the use
of University owned mailing lists for those purposes determined to be in the
best interest of the University.
Whenever possible, information
of interest to large segments of the University community should be communicated
through UDaily, the University's online news source. Mass electronic mailings
(e-mail) should be used only when the overriding importance of the message
requires such an approach.
For purposes of this policy,
mass e-mail is defined as e-mail to campus-wide segments of the University
community: For example, all students, all undergraduate students, all graduate
students, all faculty, all employees.
Mass e-mail must be related
to the mission or business operation of the University.
If used properly, mass electronic
mailings can be an efficient way to communicate with the University community.
If not used judiciously, such e-mail can be both intrusive and inefficient.
Most e-mail users find that mass e-mail lowers productivity; therefore,
mass e-mail should be used only for messages that are of immediate or
critical interest to large segments of the University community.
Each instance of mass e-mail
must be approved by the appropriate member of the senior administration
(president, provost, executive vice president, vice president) or their
designee. The message should include the name of the person who approved
E-mail notices to selected groups
of University users are an effective alternative to mass e-mail to large
segments of the University community. See section IV.B of this policy.
Determine the target population
and message content.
Contact the appropriate University
official to obtain approval to send your message.
After the approval has been
received, contact the Office of Communications & Marketing for dissemination
of the message. When possible, the Office of Communications & Marketing
should be contacted at least 24 hours in advance of the time the message
needs to be sent.
When constructing e-mail to a group, remember these guidelines:
In most cases, shorter is
Use a clear and concise subject
The message should be composed
in plain text.
The message should include
both the sender's name and an accompanying e-mail address.
Use URLs rather than attachments
to direct readers to additional information.
Alternatives to Mass E-Mail
There are several alternative methods of efficiently communicating your
message to groups at the University.
Create a web page with your
content, and submit an announcement to UDaily announcing the web page.
Use smaller University-owned
e-mail lists to disseminate your information. The University maintains
mailing lists to conduct business by providing services or information
to other partners or sources when it is in the best interest of the of
the University, the University community and its alumni. To minimize misuse
of University mailing lists, it is the responsibility of mailing list
owners or custodians to obtain an explanation of the intended purpose
of the list from the requestor. The mailing list owner or custodian will
then decide if the use is appropriate, in support of University approved
activities and consistent with other UD policies. If the mailing list
owner or custodian is not able to make this decision, then the request
is sent to the Office of Communications & Marketing for consultation
and determination. An opt-out provision must be offered whenever personal
information is collected. All mailing lists shared externally must honor
the opt-out provision. Individuals who have requested to opt-out will
be included on lists utilized for University business but will not be
included on lists used for non-university business. Examples:
Send your message to CHAIRACADIR
and ask department directors and chairs to forward the message to
their faculty, staff, and students as they deem appropriate.
Use an e-mail list to
which interested parties can choose to subscribe to disseminate your
Obtain permission of the
Office of the Registrar to send a message to all graduating seniors.
Obtain permission from
the Office of Human Resources to send a message to large groups of
employees (e.g., salaried staff, professional staff).
Obtain permission from
the Office of University Development to send a message to large groups
Obtain permission from
the Dean of a college to send a message to all majors in that college’s
Mailing Lists that Include
Off-Campus E-Mail Addresses
If your mass e-mail includes groups outside the University (e.g., alumni,
friends, public officials), your e-mail may be subject to the provisions of
the Federal CAN-SPAM Act (2003). For more information, consult the “Electronic
Communications”; section of Responsible Computing: A Manual for
Staff. If authorized, mailing lists can be generated for the following
Lists to be used by University
approved student organizations for University business.
Lists to be used by contracted
business partners where the parameters of the use are contractually specified
and approved by the University. The Director of Procurement may approve
mailing list uses for other vendors on a case-by-case basis. This limited
use requires that the mailing labels are applied and mailed at the University's
mail processing center.
Lists for specific use by
a University department sponsored function must be submitted in writing.
This use requires that the authorized University official (Department
Chairs/Directors and above) include the following statement: "Approval
to use this mailing list is limited to a single use and only for the purposes
specified in the attached letter/e-mail/form requesting the specific mailing
Unauthorized use of University
owned mailing lists is prohibited including electronic mailing lists, which
are governed by the Policy
for Responsible Computing. The University will take the appropriate action
to enforce this policy.
University Registrar, Office of Human Resources, Information Technologies,
Office of Communications & Marketing, Office of University Development
and Alumni Relations.