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Procedure
In order to minimize on-campus e-mail while maintaining useful and productive communication capabilities, the Information Technologies Resource Committee developed the following Mass E-mail Procedure:
Mass e-mails may be sent to any one or both Announcements addresses (Faculty & Staff Announcements, or Students Announcements). Messages sent after 2:00 pm the previous day and before 10:00 a.m. will be included in that day's morning Announcements for the group or groups identified. Messages sent between 10:00 a.m. and 2:00 p.m. will appear in that day's afternoon Announcements.
Announcements include an index at the top outlining the contents followed by a compilation of all message sent since the last Announcement. They also contain a link to the Bulletin Board to access "for sale" items.
The "Students Group" distribution list is not available to students for mass e-mails. Students must use the Students Announcements to communicate with the entire student body. Faculty and staff are discouraged from using the "Students Group".
Mission critical, time sensitive messages may still be sent to the global Faculty and Staff Groups. These messages should be kept to a minimum.
To send a Mass E-mail:
Start a new e-mail message.
Address the message to the appropriate group (or groups):
- Faculty & Staff Announcements
- Students Announcements
Enter a descriptive subject. The subject will appear as the index entry, so it is important to make it as descriptive as possible. Examples of descriptive subjects include:
- Bake Sale, Today, 11:30 - 1:30, Student Union
- Lost - Wedding Ring
- Basketball Game, tonight, 7:30, Reif Center
Enter the message and send. The message will appear in the next announcement at 10:00 a.m. or 2:00 p.m., daily.
REMEMBER: The E-mail Policy states that the origination or further propagation of chain letters is strictly forbidden and will be considered an abuse of St. Scholastica's E-mail system. A chain letter is an e-mail that is sent out requiring each recipient to mail it on to a number of other people, resulting in the distribution of an infinite number of e-mail messages.
Recipients
There are two separate Announcements for faculty & staff and students. These will automatically be sent Monday - Friday at 10:00 am and 2:00 pm. Every faculty, staff, and student with an e-mail account will receive announcements sent to their respective group. If you prefer not to receive the daily announcements, you may set up a rule in Groupwise to move all Announcement e-mails to a folder or delete them entirely. Please contact the Computer Support Help Desk, ext. 5-911, or e-mail, Help Desk, for assistance in creating rules in Groupwise.
Conclusion
This policy is designed to minimize e-mail and create a useful communication tool for sharing non-critical information within the St. Scholastica community. We expect users to show restraint in the use of the e-mail system and to demonstrate respect for the time required to read the high volume of e-mail received on a daily basis.
Individuals who send a mass e-mail to the entire student group will receive a warning from the IT Resources Committee. Further incidents may lead to the loss of network privileges as approved by the appropriate Dean or Vice President. Offenders may be subject to College disciplinary procedures. Any appeals should follow appropriate College grievance procedures.
It is our hope that faculty and staff mass e-mail procedures be peer-regulated and that the St. Scholastica community determine what is appropriate to send to Announcements and what should be sent directly to individuals via the global groups.
Updated: April 28, 2008
by Lynne Hamre
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