Note: this document is a working draft,
created for the purposes of the Indiana University, Bloomington
It should not be interpreted as an official University
A revised Mass Email Procedures and Restrictions policy is being prepared to accompany this Best Practices document.
Any individual or group who intends to send email to a large audience, even if not directly governed by the BFC Mass Email Policy, should be familiar with, and attempt to abide by the recommendations in this Best Practices document.
The Indiana University Bloomington Mass Email Procedures and Restrictions policy provides members of the IUB community with a simple and easy-to-follow set of instructions for sending email messages to large segments of the community utilizing officially administered mass email lists, and ensures compliance with Indiana University policies and state and federal law. This Best Practices document is meant to ensure appropriate use of University resources.
Official emails sent through administrative offices to IUB students, faculty and staff utilizing officially administered mass email lists must be approved. Approval is based on both the content of the message and adherence to these Best Practices. Senders of any messages to self-generated email lists covering significant portions of the IUB community are also strongly encouraged to comply with the Best Practices. Surveys are governed by the requirements of University policy and federal law. Consult the Center for Survey Research and the Institutional Review Boards of the Office of Research Administration for guidance on electronic survey research.
Indiana University respects the First Amendment rights of freedom of speech, including academic freedom of students, faculty, and staff. Therefore, this policy does not restrict the contents of electronic mail of its constituents beyond the restrictions inherent in complying with the law. The Mass Email Procedures and Restrictions policy provides the required steps and considerations that must be followed in order to use officially administered mass email lists. This policy does not interfere with the purpose or contents of those emails.
Those groups or individuals wishing to send emails to officially administered mass email lists must follow the procedures described below. Authors of any mass email are encouraged to follow the guidelines set out in the Content and Format of Official Emails section.
|all IUB members||Provost|
|Faculty||Vice Provost for Faculty & Academic Affairs|
|Students||Dean of Students|
|Staff||Director of Human Resources|
Mass emails sent to University officially administered mass email lists must directly relate to and facilitate the teaching and learning, research, or service missions of the University and must be relevant to the mailing list members. These emails are considered official IU communications. Officially administered mass emails may be commercial in nature only if they regard IU entities involved in IU events (e.g. IU Auditorium events).
While mass emails in general should follow the guidelines below, mass emails sent to the University officially administered mass email lists must:
Messages, regardless of whether they are sent to officially administered mass email lists or not, will be more positively received if the sender:
We are working with IU KnowledgeBase personnel to populate this section...
Solicitation of participants in a survey by email is restricted by Federal and University Policy. Consult the UITS Policy on Surveys via Email before attempting any electronic survey.
Please consult the Indiana University Center for Survey Research website for information on the creation and approval of surveys.
|Last Modification: 26-Jul-2012|