UNIVERSITY OF NORTH FLORIDA
POLICY

DIVISION: Administration and Finance

DEPARTMENT: Information Technology Services

SUBJECT: All-Users E-mail

OBJECTIVE & PURPOSE:

The purpose is to establish policy and define procedures for the distribution of electronic mail to all users.  The objectives are to minimize the proliferation of non-emergency e-mail to all users, to minimize the effect that all users e-mail has on University computing resources, and to maintain compliance with the University's policy on Network Acceptable Use.

AUTHORITY:

Approved by the President's Staff, May 1999.

POLICY:

All-users e-mail is divided into two categories, emergency and non-emergency.  For the purposes of this policy, emergency e-mail is considered messages that are considered imperative to be received by the campus community within one hour. All such messages must be authorized and sent by the Vice President for Administration and Finance or his/her designee(s).  All other campus constituents (including faculty, staff, and students) are not authorized and will be unable to send e-mail to all-users. 

All other e-mail targeted for all-users is considered non-emergency.

PROCEDURE:

Non-emergency e-mail that has university-wide significance should be sent to a "Campus Update" e-mail account monitored and maintained by the Office of Marketing & Publications.  Each day, staff members in the Office of Marketing & Publications, will compile a listing of all-users messages that have university-wide significance. This listing will include a one-sentence synopsis of each message followed by the full text of the message received.  (See example) A "Campus Update" will be e-mailed to all-users once each day by 11 a.m. In most cases, this mailing will not be sent to all students.  The daily deadline for receiving e-mail messages for distribution will be 10 a.m. If no all-users messages are pending, no update will be distributed.

"CAMPUSUPDATE" EXAMPLE

1)     Gabor Award Winners to be Announced at 10 a.m. Thursday

2)     New Men's Basketball Coach to be Named Wednesday

3)     Jacksonville Business Leader to Donate $1 million to UNF Monday

4)     United Way Reaches Goal

1)     The annual USPS & A&P Gabor Awards will be announced at 10 a.m. Thursday during a ceremony in the lobby of the UNF Library.  Separate receptions will be conducted following the ceremony. The A&P reception will be conducted at the Boathouse at 4 p.m. and USPS reception will be conducted in the Talon room of the Robinson Student Life Center immediately following the ceremony. For more information call  John Doe at XXXXX

2)  UNF's new men's basketball coach will be announced Wednesday at 10 a.m. during a press conference in the Foundation Board Room of the Arena. All university faculty and staff are invited to the announcement.  A reception will follow the ceremony.

Issued By L. Taylor

Date Issued May 1999

Effective Date May 1999

Revised By K . Hughes

Revision Number 2

Revision Date 3/18/2005

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