PURPOSE OF THIS POLICY

The purpose of this policy is to provide requirements and guidelines for using the central administrative email listservs established by the University for communicating to large groups of campus email system users, or to all such users.

APPLICATION OF THIS POLICY

This policy applies to all users of CSU email systems.

DEFINITIONS USED IN THIS POLICY

Central Administrative Email Listservs are lists developed and maintained by the University for use in reaching large numbers of defined CSU email recipients at once. These are controlled, managed and updated by the central University administration and their use is restricted to assure they are used appropriately for CSU business purposes.

SOURCE is an electronic newsletter of general interest to the campus community that is transmitted by the Department of Public Relations to CSU email subscribers (i.e., those with a CSU EID).

User is anyone who has permission to send and receive emails through the University’s email systems.

POLICY STATEMENT

CSU provides email systems for use by the CSU community. While CSU’s systems may be used for large-group communications, they must be used judiciously to avoid inundating users with messages that do not apply to them. Only the President of the University, or the President’s designee, and the University’s Public Safety Team (as authorized by the President) may approve the sending of a campus-wide email to all users: students, faculty, staff and affiliates. Email transmissions to large numbers of users are moderated by University officials to ensure that systems are not overtaxed, and that these mass communications on the University’s behalf are appropriate to serve the University’s business needs.

POLICY PROVISIONS

Mass Email Communications to the Campus Community

There are three existing CSU systems that allow for mass e-mail communications to faculty, staff, students, and affiliates:

1. RamSelect is the vehicle for mass communication to students. Appropriate usage of RamSelect for communicating with students is detailed in CSU’s Policy on Email Communications to Students.
2. Emergency Mail (or RamNotice) is used exclusively by the President (and/or his or her designee) and the Public Safety Team for mass communication to students, faculty, and staff to communicate widely to the University about official CSU business and matters of safety and security impacting the entire campus or particular areas or groups. Recipients do not have the ability to opt out of receiving messages sent using Emergency Mail, since it must be available to reach everyone in the event of an emergency notification or timely warning.
3. Central Administrative Email Listservs are available for official University business messaging to specific constituent groups (e.g., faculty; administrative professionals; deans, directors, and department heads; state classified staff; and departmental administrative assistants). All mass email messages sent to a Central Administrative Email Listserv should be directed only to the mailing list for those to whom the information has direct relevance. Any and all use of these listservs is subject to review and approval by the listserv moderators.
4. Examples of appropriate use of a Central Administrative Email Listserv include:

• An official communication by an employee council to its constituents concerning matters of importance or wide interest to that group;
• An announcement from HR to all employees regarding benefits enrollment;
• An announcement from a Vice President that is of broad interest or importance to the campus community;
• A message advising the campus community of a new institutional policy on a matter of general concern.

Alternative Means of Reaching the Campus Community

A number of alternatives exist for reaching the campus community, and in many cases can be more effective than email in reaching the target audience. These include SOURCE, the campus e-newsletter that includes sections for Events, Student Life, Working@CSU, and Social Media; various CSU social media tools such as Facebook, YouTube and Twitter; CSU Magazine; and AlumLine, the monthly e-newsletter for alumni and friends of the University. Contact information is shown below.

ASSISTANCE WITH THIS POLICY

Assistance with any of the provisions of this policy, and with the use of University email systems, may be obtained by contacting the following offices:

• The Department of Public Relations (including for SOURCE)
• Academic Computing and Network Services for technical issues
• The Office of the Registrar for use of RamPoint
• The SLiCE Office for assistance with RamLink (tool for student organizations to communicate with their members and other interested persons)
• The Social Media Staff in the Division of External Relations

REFERENCES

• Board of Governors Policy 127, Use of Digital Resources
• Acceptable Use Policy—Academic Computing and Network Services

APPROVALS

Version 3.00 approved by Lynn Johnson, Vice President for University Operations, November 3, 2016

Version 2.01 approved on April 3, 2015 by Amy L. Parsons, Vice President for University Operations

Version 2.0 approved on June 30, 2014 by Amy L. Parsons, Vice President for University Operations

Version 1.0 effective Date July 1, 1997