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Mass Mailing

2. General Guidelines

The use of mass emailing is restricted to important matters where this means of communication is considered to be both appropriate and necessary to reach the required audience. Details of less important matters such as conferences, events, etc. should be published by other means, such as notice boards or opt-in mailing lists.

Mass mailings to all members, or to general subsets, eg those defined by staff category, may only be sent by the University central administration. This will include the Vice Chancellor's Office, the Registrar's Department, and the Council Secretariat. Other bodies that may send information relating to their particular areas include Student Administration and Payroll.

Information particular to members of a particular division, faculty etc may be sent with the authority of the Head of Division or Faculty.

Departments responsible for facilities, services, etc, may send information about those services to those who use the services.

Mass mailings create a large amount of network traffic, delay other email, and result in thousands of copies of the same material being stored on servers across the University. To limit the impact, messages should be as short as possible, and sent as plain text- not as a Word attachment. If a large amount of information is to be conveyed, or special layout is required, the message should simply contain information about where the full text can be viewed on the web.

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