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UC DAVIS: Information and Educational Technology February 28, 2005 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS: RE: UC Davis Mass Electronic Mail Recommendations and Resources The campus supports a wide variety of email distribution systems, ranging from the central campus email infrastructure provided by Information and Educational Technology (IET) to locally-supported departmental servers. These systems distribute hundreds of thousands of email messages daily, including "mass mailings" defined by policy as unsolicited electronic communication sent to 250 or more recipients. Although IET and many departments employ quality control procedures to avoid mistakes with these mailings, on rare occasions a mass mailing may be distributed to an unintended audience. To help eliminate this type of incident, continual attention is needed to ensure that effective and well-defined review and approval processes are followed. Listed below are several campus resources that are available to assist with electronic mass communications: 1. UC Davis mass electronic messaging policy: This policy addresses required approvals and appropriate uses of the electronic communications systems for mass electronic messages on the UC Davis campus (http://manuals.ucdavis.edu/ppm/310/310-18.htm). 2. Departmental mass communications review process example: Core business offices should consider implementing a two-phase departmental review process for all mass electronic messaging that includes a business (functional) component in addition to a technical review segment. An example review is available at http://email.ucdavis.edu/email/MCRevPro.pdf. 3. IET Email Postmaster's Office: Quality assurance and control is available from this office to help campus departments ensure that their mass mailings are delivered correctly. More information is available at http://email.ucdavis.edu/email/bulkinfo.html. John Bruno Vice Provost Information and Educational Technology 05-034
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