Mass Email Policy

Policy Statement

This policy establishes guidelines regarding the types of messages that are appropriate for mass email, and who may authorize the distribution of mass email using the FacultyandStaff email list and/or the Students email list.

Purpose/Scope

The purpose of this policy is to ensure the appropriate and effective use of the University’s mass email capabilities.

Applicability

This policy applies to all faculty, staff, and students.

Definitions

Mass email — A mass email is an unsolicited message sent to all University constituents using the FacultyandStaff email list and/or the Students email list.

Policy Procedures

Mass email may be used to communicate the following types of messages:

• Urgent messages (emergencies and security matters)
• Important informational messages related to the operation of the University
• Official communications from the University Administration

Use of mass email to announce events, make commercial announcements, or to send personal messages is not appropriate and will not be approved. On rare occasions, the individuals listed below can make an exception for a time-sensitive matter (i.e.: important logistical changes to an event that is occurring on the same day).

The Daily Eagle and the University Events Calendar are the appropriate communication channels to promote events and share information that is less critical to the operation and safety of the campus.

One of the following offices/people must approve any message distributed through the FacultyandStaff and/or Students email lists:

• President
• Members of the President’s Cabinet
• Assistant Vice President for Communications
• University Police
• Information Technology Services (ITS)

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

Assistant Vice President for Communications

(585) 395-5159

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2025-12-17