Bulk E-mail Approval Policies and Procedures |
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The "Spam" problem has arisen because parties wishing to push a message or product are creating mailing lists and cheaply doing bulk mailing to them without asking (and usually against the will of) the people put on the lists.
One proposed solution is to define a way to describe attributes of bulk mail, and mail from unknown parties. This method can be used to define a protocol to let mail servers express what sort of mail they will accept, or tags to go on mail describing how it is sent.
This is a long term solution since it requires changing mail agents and mail sending tools as well. Other short term solutions will be tried first. |
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Audience: |
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| All members of the Northwestern Community and users of the University network. |
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Definition: |
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| Bulk e-mail, by definition, is unsolicited e-mail sent quickly in large quantities, and is recognized as an efficient, cost-effective, and environmentally-friendly use of technology for facilitating communication within the Northwestern community. Bulk e-mail messages can be sent to a mailing list e-mail addresses or a pre-defined target group, managed by LDAP. The potential misuse of bulk e-mail is also recognized. The purpose of the following guidelines provide guidance for the appropriate use of bulk e-mail at Northwestern University, and when necessary, the approval to send bulk e-mail through the enterprise NU Bulk E-mail system. |
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Policy Statement: |
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| The purpose of this guideline is to instruct users on appropriate use of bulk e-mail and to provide recommendations on how to properly send bulk e-mail messages in order to reduce recipient complaints and confusion, reinforce network security best practice and effectively and efficiently utilize campus resources. |
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University-wide distribution of e-mail messages requires: |
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| -› Identification of the target audience for the message. |
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| -› Arranging distribution with the appropriate sender/s of bulk e-mail. |
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| -› Approval of the message (as discussed below). |
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Background Issues: |
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Guidelines and Criteria |
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| -› Generally speaking, bulk e-mail is appropriate for: |
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| -› Messages that directly relate to carrying out the business of the University. |
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| -› Messages that relate to changes in University policy or time sensitive issues. |
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| Messages that inform a select group of people (e.g. faculty, staff, students, members of a specific school or department, etc.) of an announcement or event related to their specific role within the University. |
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| Announcements that do not meet this criteria of urgency and/or critical University information, should seek other methods of relaying their information, such as the Plan-IT Purple Calendar, Daily Northwestern, Northwestern News, and other campus listservs. |
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| Inappropriate use of Bulk Email includes, but is not limited to: |
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| -› Messages that are not in line with the mission of the University |
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| -› Messages that are personal in nature |
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| -› Messages that are commercial in nature with the exception of those messages that are in support of University business and are approved by the stipulations defined in this policy. |
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Sending Bulk E-mail |
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| To promote institutional operating efficiency and network security, the following guidelines are intended to prevent degrading of e-mail services during working hours: |
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| -› A bulk message should be brief, self-explanatory, clear, and concise, and should only be used for important messages relevant to all recipients. |
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| -› Avoid sending frequent or repeated messages. Monthly or quarterly electronic newsletters are preferred. |
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| -› Send collaborative messages with others at the University to avoid redundancy. |
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| -› Bulk e-mail messages should be sent after 7 p.m., except in the case of time-sensitive messages. Messages sent to more than 2,000 recipients should be scheduled for delivery after midnight. |
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| -› Messages sent by University e-mail addresses must be consistent with existing University policies (See Use of Computers, Systems, and Networks). |
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| Bulk e-mail must NOT used for commercial advertisement purposes. Examples include: |
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| -› Commercial advertising for merchants or service providers external to the University, except for notices of services and discounts arranged for members of the University community by the University. |
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| -› Solicitations for contributions, charities, or participation in personal activities not related to University purposes or not sponsored by the University. |
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| -› Surveys or solicitations to members of the community selected on demographic characteristics, such as to selected groups or individuals identified as candidates for research subjects. |
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