University of Tasmania, Australia

Objective

To provide guidelines on the format, content and authorisation procedure for all bulk emails.

Intended Audience

All staff of the University of Tasmania.

Provisions

1. Authorisation All messages sent as Bulk Email require approval by a member of the Senior Executive ie Chancellor, Vice-Chancellor, Deputy Vice-Chancellor, Pro Vice-Chancellors or Executive Director, Finance & Administration. Where the category of University members to be informed is within one Faculty or Division, the Head of Faculty or Head of Division can authorise its sending.
   
2. Conditions Required for the Delivery of Bulk Email
   1. Sending Bulk Emails to the recipient list is the responsibility of Information Technology Services (IT Services).
   2. Set up and Delivery Time
      Bulk Emails normally begin delivery at 5pm and need to be submitted prior to 4pm. Urgent Bulk Emails will normally begin delivery one hour after submission. Bulk emails can be setup prior to approval, so delivery begins immediately approval is obtained. This is useful where the message is very urgent or approval is expected after 4pm.
   3. Email Headers
      In order to deliver Bulk Email, IT Services requires the following information:
      • Who is the message to? Example groups are: all staff, all students,all members or subgroups by campus, school, faculty, job kind, course etc or specific groups identified by lists of staff or student ids.
      • The subject of the email? When sent the subject will be prefaced with "[utasbulk]".
      • Who is the message from? Please provide an email address.
      • What email address should recipients reply to? This may be different to the email address of the person sending the message.
   4. Sending Email
      Staff should contact Tony Grainger (x2042) or JoAnne Farrelly (x6376) prior to sending the headers and the email content to Bulk.Email@utas.edu.au.
3. Content
   1. The content of Bulk Emails is the responsibility of the originating organisational unit's Responsible Officer and the Authorising Person.
   2. Messages should be electronically signed by the responsible staff member, the signature should include the staff member's name, position and phone number.
   3. The content of the Bulk Email should be supplied in TEXT FORMAT ONLY (no highlighting, bolding or bullet points).
   4. If possible, the text should be limited to one page or less in length.
   5. Where the email would otherwise be lengthy, provide a URL to the additional information.
   6. Bulk Emails can not include attachments. Any information which would normally be sent as an attached file should be directed to a URL on the web.

Definitions

• Bulk Email: An email message which is to be sent out to a large, defined group of University of Tasmania members.
• Recipient List: The list of member email addresses who are to receive the email.

Enquiries to

JoAnne Farrelly, Executive Officer - IT Services, JoAnne.Farrelly@utas.edu.au or
Janelle Tamlyn, Senior Executive Officer - IT Services, Janelle.Tamlyn@utas.edu.au