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Queen's University
 

ITServices Mass E-Mail Communication Policy

 

Communicating with Large Groups on Campus

 

Terms:
1. Mass E-mail refers to unsolicited electronic e-mail sent to a large number of e-mail addresses.
2. University wide communication refers to communication with all or a substantial subgroup of the campus, such as all staff, all faculty, all students.

In order to facilitate electronic communication to large groups at Queen's University, ITServices fully supports and provides the following electronic mass communication methods and services. Methods other than those listed below, such as the sending of unsolicited mass e-mail where the sender does not have the appropriate working relationship with the targeted group are prohibited and violate the  Queen's University Computer User Code of Ethics. (See  Policy Rationale and Examples for a more detailed explanation of why this policy is necessary.)


  • Campus Mailing List Services
  • World Wide Web Page Services
  • Administrative Necessity

 

Opt-in Mailing Lists


E-mail or web based mailing lists are a very effective and efficient means of university wide communication. Voluntary or "opt-in" mailing lists for university wide communication, or communication to a substantial subgroup (all staff, all students, all faculty or some combination thereof) may be requested by faculty and staff members at Queen's University. Web based mailing lists represent an effective means of communicating information to very large groups with minimal resource usage as thousands of copies of a single message are not sent to everyone's mailbox. Instead, individuals interested in the information on a specified topic voluntarily elect to view the mailing list home page. For more information on e-mail and web based Mailing List Services, please visit the Mailing List Services Home page.

 

Please note that subscribing individuals to your mailing list without their permission or consent, if you do not have a working relationship with them based on your role or funtion at Queen's, is a violation of the Queen's University Computer User Code of Ethics.


Web Page Services


Coordinated and appropriately advertized web pages are an efficient means of communicating information to the entire campus or to large subgroups on campus. ITS offers Hands-on workshops and seminars on how to set up a web page to publish material as part of its education programs. These workshops are available to faculty, staff, and students. For more information please view the ITServices Web Services for a list of services and training available.

 

Administrative Necessity


In the rare event that communication with a substantial number of University employees and students is required, for which the above approved avenues of electronic communication have been deemed to not be appropriate, mass communication via e-mail may be considered, provided that the "Sender" of the information has first obtained approval from the responsible University authority. This ensures 1) E-mail "content" distributed by ITServices contains information that is essential and relevant to each recipient's Queen's University role or function and, 2) The "Sender" of the e-mail has been granted permission to send unsolicited e-mail in the absence of an appropriate working relationship with the recipients of his or her message. The sender of time sensitive or otherwise urgent information should not rely on Mass E-mail as the only means of distribution as no guarantee can be provided that such mail will be read in a timely fashion. The content of Mass E-mail should be brief with the medium selectively used for compelling reasons related to employment or student issues. Large broadcast groups should never be used for any other reason, and making broadcasts using methods other than the approved ones will be considered a violation of the Computer User Code of Ethics and subject to the associated disciplinary procedures. 

 

Emergencies, such as the communication of a natural disaster, should follow the procedures outlined in the Queen's University Disaster Plan and is outside the scope and purpose of this policy.

Target Groups and their Responsible University Authority


Target Group University Authority
Faculty, staff, librarians, archivists, students Provost and VP Academic / Principal
Faculty Deputy Provost
Staff and student employees Associate VP Human Resources / VP (Finance and Administration)
Students Registrar / Dean of Student Affairs

Kingston, Ontario, Canada K7L 3N6 613.533.2000