All members of the UNNC Community and users of the University network.

Transcription

1 Bulk Plicy Audience: All members f the UNNC Cmmunity and users f the University netwrk. Definitin: Bulk , by definitin, is unslicited sent quickly in large quantities, and is recgnized as an efficient, cst-effective, and envirnmentally-friendly use f technlgy fr facilitating cmmunicatin within the UNNC cmmunity. Bulk messages can be sent t a mailing list f addresses r a pre-defined target grup. At UNNC, any with mre than 100 recipients is cnsidered t be a bulk . The ptential misuse f bulk is als recgnized. The purpse f the fllwing guidelines prvide guidance fr the apprpriate use f bulk at UNNC, and when necessary, the apprval t send bulk thrugh the UNNC Bulk system. Plicy Statement: The purpse f this guideline is t instruct users n the apprpriate use f bulk and t prvide recmmendatins n hw t prperly send bulk messages in rder t reduce recipient cmplaints and cnfusin, reinfrce netwrk security, and effectively and efficiently utilize campus resurces. University-wide distributin f messages requires: Identificatin f the target audience fr the message. Arranging distributin with the apprpriate sender/s f bulk . Apprval f the message (as discussed belw). Backgrund Issues: Guidelines and Criteria Generally speaking, bulk is apprpriate fr:

2 Messages that directly relate t carrying ut the business f the University such as academic matters and research; Messages that relate t changes in University plicy r time-sensitive issues; Messages that infrm a select grup f peple (e.g. faculty, staff, students, members f a specific schl r department, etc.) f an annuncement r event related t their specific rle within the University. Annuncements that d nt meet this criteria f urgency and/r critical University infrmatin, shuld seek ther methds f relaying their infrmatin, such as the UNNC News, and ther campus grups. Inapprpriate use f bulk includes, but is nt limited t: Messages that are nt in line with the missin f the University Messages that are persnal in nature Messages that are cmmercial in nature with the exceptin f thse messages that are in supprt f University business and are apprved by the stipulatins defined in this plicy. Sending Bulk T prmte institutinal perating efficiency and netwrk security, the fllwing guidelines are intended t prevent degrading f services during wrking hurs: A bulk message shuld be brief, self-explanatry, clear, and cncise, and shuld nly be used fr imprtant messages relevant t all recipients. Avid sending frequent r repeated messages. Mnthly r quarterly electrnic newsletters are preferred. Send cllabrative messages with thers at the University t avid redundancy. Avid sending attachments as they take up mre disk space and degrade server perfrmance. A link t a Web site (URL) r a dcument sharing slutin is preferred. If it is necessary t send attachments, the ttal message size shuld be under 5 MB. Bulk messages shuld be sent after 7 p.m., except in the case f timesensitive messages. Messages sent t mre than 5,000 recipients shuld be scheduled fr delivery after midnight. Messages sent by University addresses must be cnsistent with existing University plicies. Bulk must NOT be used fr cmmercial advertisement purpses. Examples include: Cmmercial advertising fr merchants r service prviders external t the University, except fr ntices f services and discunts arranged fr members f the University cmmunity by the University.

3 Slicitatins fr cntributins, charities, r participatin in persnal activities nt related t University purpses r nt spnsred by the University. Slicitatins fr nn-university businesses perated by University faculty r staff. Surveys r slicitatins t members f the cmmunity selected n demgraphic characteristics, such as t selected grups r individuals identified as candidates fr research subjects. Individuals that might feel discriminated against by being targeted, r feel that being targeted is an infringement f their privacy. Offensive material. Under certain limited circumstances, senders f messages that advertise r prmte a prduct, service, r prgram being ffered by the University r by a thirdparty thrugh the University, may be required t: 1. Identify the message as an advertisement r a prmtin; 2. Include a valid physical mailing address in the bdy f the message, and; 3. Prvide the recipient with a way t decline t receive any additinal messages that advertise r prmte the prduct, service r prgram at issue. These requirements typically apply when unslicited s are sent, either t grups f faculty, staff, students and/r alumni r t prspective students r members f the public, that include the advertisement r prmtin f a prduct r service being ffered by r thrugh the University. Authrizatins and Apprvals Authrizatin t send bulk is autmatically granted in the fllwing tw categries: Lcal Authrity Schls and academic departments are authrized t send messages t their students, faculty, r staff, withut any further apprvals. Official University Annuncements Certain administrative departments that need t make peridic annuncements t members f the UNNC cmmunity are granted authrity t send bulk via the UNNC Bulk system, maintained by UNNC Technlgy Supprt Services, fr matters f University business. The fllwing ffices have been granted this

4 authrity thrugh apprpriate discussins and review with the bulk ad-hc cmmittee: Target Grups Authrized Offices (Universitywide) Office f the Prvst, Research Services, Disability Liaisn Officer, Finance, Academic Services, IT Services, Envirnment, Health and Safety Officer, Estate Office, Student Affairs Office, Exam, Timetabling and Rm Bking, Library, Facility Services, Teaching & Learning, Students University Cunsellr, Campus Services, Party Secretary, Career Develpment, Academic Literary Develpment Centre, Preliminary Year Student Supprt Staff Office f the Prvst, Human Resurce, Academic Services Office, Envirnment, Health and Safety Office, Facilities, Finance, IT Service Desk, LIBRARY, Student Affairs, Teaching & Learning, Academic Literary Develpment Centre It is HIGHLY recmmended that each department allws nly ONE persn t send bulk s and stipulates that all bulk s shuld be sent frm that individual. Apprvals Requests t send ut bulk s t the fllwing University grups, that d nt fall under the three categries utlined abve, must be apprved by the Schl r Department head. If they meet the criteria abve, cntact Baker Xu, manager f Technlgy Supprt Services (baker.xu@ntthingham.edu.cn) wh will crdinate all requests. In sme cases, a request may nt be granted based upn the guidelines specified belw. Guidelines fr Apprval t Students In an effrt t prevent the prliferatin f unrequested t students, the fllwing guidelines will be used when a request is made t send bulk t students:

5 1. The bulk capability will nt be used t advertise r market campus prgrams, activities r events. Other mechanisms are available fr this purpse (e.g., UNNC News and ther campus grups). Cnsult the assistant vice president f student affairs and dean f students fr mre infrmatin regarding targeted grups. 2. The bulk capability will seldm be used t distribute surveys t all students. Hwever, students, faculty, and staff wishing t distribute surveys t students shuld cnsult the assistant vice president f student affairs and dean f students regarding related plicies and prcedures fr disseminating surveys. Guidelines fr Apprval t Staff Only University f Nttingham Ningb China emplyees, excluding service r adjunct faculty, may request that a bulk be sent t staff. Access t bulk is made available fr University purpses n a University-wide r unit-wide basis, as the purpse requires. Electrnic mail addresses are nt made available t persns r rganizatins utside f University f Nttingham Ningb China. Selected ntices and annuncements f brad interest, usefulness, r need amng staff are acceptable uses f bulk . Such ntices and annuncements include, amng thers, thse fr: Presidential annuncements. Emergency ntices. Expected street, traffic, and parking interruptins resulting frm cnstructin. Services fr general University use, such as travel and transprtatin. Bradcasts f University f Nttingham Ningb China Infrmatin Technlgy service changes r updates. University special events. Other annuncements r news reprts affecting the cmmunity r the University. Departments btaining lists in the frm f electrnic files t use fr an apprved mailing t staff are t cmply with this plicy n subsequent uses f the same list fr additinal mailings. Seeking authrizatin t apprve bulk cmmunicatin

6 Requests t be granted authrizatin t send bulk messages, using UNNC Bulk Cmplete the Bulk Sender Request Frm.dc and btain the apprval f a dean, directr, r department head. Requests shuld include wh wuld be authrized t send the message, the justificatin fr requiring the service, and the target grup.