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Bulkmail Procedures

PROCEDURES

The following procedures comply with the Bulkmail Policy.

All authorized messages must include the following plain text information in this, or a similar, format:

1. From: [sender address at usu.edu]”
2. Reply-to: [reply-to address at usu.edu]” if not the sender
3. Standard subject line tags to indicate urgency level: Official, Urgent, Important, FYI
   1. [USU:Official]... indicates a message that is sent to comply with a law, regulation or policy.
   2. [USU:Urgent]... indicates a message that everyone needs to read
   3. [USU:Important]... indicates a message that everyone will want to read
   4. [USU:FYI]... indicates a message that the sender wants everyone to read
4. At the end of the message: "This message to [constituent group] was authorized by [name],[administrative title]."

All authorized messages must have the following attributes:

1. Recipient addresses must be hidden from each other by generating messages individually or by use of the “Bcc:” field. This will protect the privacy of recipients from each other (in compliance with possible FERPA restrictions), eliminate subsequent spamming with "reply-to-all", and prevent the unauthorized re-distribution of the addresses for other purposes.
2. Message contents must be in plain text (not html nor in attachments) whenever possible. URL Links to web forms or document files stored on a web server should be used instead to provide access to graphical media, documents and formatted information. This avoids possible confusion with virus messages, worms, hoaxes, and other scams contained in unexpected email attachments that may try to imitate legitimate university messages.
3. Official communications that are sent in compliance with a rule or regulation must begin with “[USU-Official]” on the subject line and comply with other requirements for official communications, including followup of delivery failures for confirmed contact by other means.

Requests by others for access to or use of such lists must be approved by the administrator responsible for that constituency. For example, use of lists of:

1. the entire student body must be approved by the President, Provost or VP for Student Services as well as the Executive Director of Public Relations & Marketing.
2. the entire faculty, by the President, Provost, VP for Business and Finance or Faculty Senate President
3. students in a major, by the appropriate Dean, Department Head or Academic Advisor.
4. professional employees, by the President of PEA or VP for Business and Finance.
5. classified employees, by the President of CEA or VP for Business and Finance.
6. students with fees due, by the Manager of the Cashiers Office.
7. residents of USU housing, by the Director of Housing & Food Services or VP for Business and Finance.
8. students in a course, by their instructor.

GUIDELINES

1. All USU units (depts., offices, organizations) should have access to university email resources to communicate with their constituency.
2. The administrator of any USU unit may build and maintain a list for the current constituency of that unit.
3. Anyone may maintain an "opt-in" list of any willing recipients.
4. Messages at regular intervals (e.g. weekly) to all faculty, staff or students should be handled by the Office of Public Relations and Marketing.