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IPFW provides opportunities for sending mass e-mail messages in order to facilitate communication with students. IPFW also restricts the use of these tools to topics which are clearly "normal university business" in the context of the person responsible for sending the message. Unless specifically authorized through procedures described below, IPFW specifically prohibits the use of mass e-mail addressed to students in more than one school or division. This prohibition recognizes the importance of maintaining the recipient's recognition of the importance of university e-mail communications. It also recognizes the risk that mass e-mail messages can lead to the university being designated as a "spammer" and being blocked by outside e-mail providers like AOL, Yahoo and MSN.
The university has established a context authorization policy for generating mass e-mail messages. The following kinds of mass e-mail messages can be authorized by the individuals who are described:
Mass e-mail messages to students that cross these population boundaries or content restrictions must be authorized by the E-Mail Usage Oversight Committee. Patrick McLaughlin, Registrar, serves as chair of the committee, and the committee has established an online Request Form to Send Mass E-Mail to Students.
E-mail composers are also reminded that mailings to lists of addresses must ALWAYS be addressed as a blind carbon copy (BCC) and not in the "To:" field. Failure to follow this procedure supplies each recipient with a full list of all recipients, which facilitates the generation of "spam" mailing lists and compromises the privacy of the message.
Mass e-mail to faculty and staff is restricted in similar ways. Supervisors, chairs, deans, and directors may use e-mail to reach employees reporting to them.
All-campus e-mails are limited to Police and Safety, and other areas as designated by the Chancellor. In rare instances, other offices may be permitted to send campus-wide e-mail messages. Permission must be obtained from the Vice Chancellor for Financial Affairs and will be given only when the message is determined to be of utmost importance.
E-mail composers are also reminded that mailings to lists of addresses must ALWAYS be addressed as a blind carbon copy (BCC) and not in the "To:" field. Failure to follow this procedure supplies each recipient with a full list of all recipients, which facilitates the generation of "spam" lists and compromises the privacy of the message.