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Policy Statement:

The University's email system can be used to distribute information to campus groups by specific affiliation (i.e., students, faculty and staff) or all members of the UAlbany community. All broadcast email messages are subject to authorization and approval by a senior executive as specified in this document.

Scope and Responsibilities:

Effective use of broadcast email depends on the University's ability to use it judiciously. Access to the University's broadcast email service is limited to individuals who have been designated to perform this function by the President, Provost, Vice Presidents or Chief Information Officer (CIO).  

Each division is responsible for establishing a protocol for approving and sending broadcast messages. Designated approvers are individuals who can make decisions on behalf of the division. This includes determining the appropriateness of all messages, proofreading for spelling and grammar, and following best practices for sending broadcast messages. Designated message posters are authorized to send broadcast messages. Senior executives may keep these roles separate, or assign individuals who are authorized to perform both functions. Up to three individuals can be named as approvers, and up to three individuals may be designated as message posters. Only the message posters will be given access to the Listserv lists.

Information Technology Services (ITS) will create and maintain Listserv lists for targeted University audiences. Designees may select from among these lists for distribution of broadcast email messages. Broadcast messages can only be sent to the targeted populations specified by ITS.

See Broadcast Email Lists  for information about available distribution lists. 
See Broadcast Email Authorizers for a list individuals who can approve messages for distribution to the campus community on behalf of their Dvision.

Procedures and Guidelines for Use:

Broadcast messages are intended to reach a targeted audience in order to convey important, relevant information. The University's email system is a limited mechanism for the delivery of emergency or time-sensitive information. Messages which must be communicated quickly should use multiple methods of conveyance. This policy is not intended to address emergency situations.

Designees:

The President, Provost, Vice Presidents and the Chief Information Officer (CIO) must provide Information Technology Services (ITS) with the names of their designees in order to have broadcast email access initiated. Changes in designees should be submitted at http://www.albany.edu/its/help.

ITS will provide information regarding best practices for the use of broadcast emails to all designees prior to activating their access to the service.

Message Format and Content:

  • Authorized senders are responsible for approving the final text of the message. The quality of broadcast messages reflects on the sender, the sending office, and the University. As the final approver, senders should take the time to thoroughly proofread all messages for content, spelling and grammar, to ensure they reflect positively on the institution.
  • All broadcast email messages must comply with the University's Responsible Use of Information Technology Policy.
  • The body of the message should be in plain text format as other formats may not be viewable by all recipients.  ITS strongly discourages the use of special fonts, characters, and formatting. These features may be stripped from messages.
  • Messages should be brief.
  • ITS strongly discourages the use of attachments or embedded images. Web links should be used to direct recipients to additional information or graphics. Messages may provide links to web pages or PDFs.

Why This Service is Limited:

Use of broadcast email messages is limited primarily for two reasons. The first is to ensure that the service is used judiciously. Messages should convey information to populations for whom it is relevant. The second is to safeguard the University’s network resources and the ability to deliver personal email messages in a timely fashion. ITS strongly encourages all designated senders to comply with these guidelines and best practices information.

For more information, visit www.albany.edu/its or call the ITS Helpdesk at (518) 442-3700.