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Mass e-mail messages are a useful and convenient way of informing the campus community. However, their potential for unnecessarily consuming resources and cluttering campus inboxes require that senders of such messages adhere to some guidelines. As such, mass e-mails must be approved and sent by authorized users only.
By way of definition, mass e-mailing involves sending an unsolicited e-mail message to a group of otherwise unrelated campus e-mail addresses. For example, sending a message to all faculty or all students would be considered a mass e-mailing. Whether such messages are sent by using a personally constructed list of addresses or a system-generated list, such as firstname.lastname@example.org , makes no difference in the effect or applicability of this policy.
In order to reduce the amount of locally generated spam in our inboxes, a limited number of authorized users can send messages via email@example.com or firstname.lastname@example.org (student messages). In addition, all such messages are "digested" - that is, they are collected during the day and then sent out as one larger digest message early the next morning. To facilitate the delivery of critical messages, we also have the lists email@example.com and firstname.lastname@example.org (for students). Only a very limited number of users can actually send to this list and those users are asked to limit messages to emergency notifications or messages of a critical nature. Messages sent to these lists are delivered as quickly as possible.
While all of the above has been designed to manage the flow of mass emailings, it is important to note that sending a message to members of a club or a group of friends does not constitute a mass e-mailing. Nor does sending messages to certain, specific system lists such as the ones you see below. Please note, that only faculty/staff members can post directly to these lists:
PLEASE NOTE: None of the above-mentioned lists accepts attachments, nor are they particularly friendly towards HTML emails. Plain text is certainly the least common denominator, but it works on every system. If you have a formatted document that must be shared with a group or the campus, we ask that you consider using a web page or using Moodle depending on the audience. Then, simply use of these lists to advertise its link.
While the ability to send mass e-mailings is confined to just authorized users, those users are obligated to restrict such use to mailings that fit the following criteria:
Emergency announcements, e.g. class cancellations; state/national emergencies, etc.
Campus-wide policy announcements/statements/critical institutional information, e.g.:
By way of contrast, the following types of announcements should not be sent out as mass e-mailings; they can be posted to alternative venues including the Bulletin Board, Events Calendar, and specialized e-mail lists:
For more information about Library and Information Services, please contact:
Holly Heller-Ross, Dean
Library and Information Services
2 Draper Avenue, Plattsburgh, NY 12901
Phone: (518) 564-5180
Fax: (518) 564-5100