E-Mail Communications

Definitions

Email communications includes messages distributed by electronic means from one user to one or more recipients via a network.

Email spam is an unsolicited message sent to more than 250 recipients that meets any of the following criteria:

  • Irrelevant or inappropriate to the majority of recipients
  • Does not pertain to University business

Mass emails are messages sent to the entire group of one or more of the following: faculty, staff or students.

Targeted emails are messages directed to specific users based on a variety of attributes, including role, major and course. They can also be sent to members of a group.

Policy Statement

Email is an official means of communication of Missouri State University. Unless law, contract, or other university policy prohibits email or requires another form of communication, Missouri State University may send communications to faculty, staff, and students by email to their Missouri State University email address. It is expected that the email will be received and read by the recipient within a reasonable amount of time, as email communications may be time-sensitive. Students, faculty and staff are expected to use and maintain their university email box.

Spam

  • Use of the University’s network and associated resources to distribute email spam is prohibited.

Mass email

  • Mass emails may be sent by the office of the president, office of the provost, vice president for student affairs, vice president for administrative and information services, computer services, university communications, Web and new media, or safety and transportation.
  • Mass emails must be approved by the president, office of the provost, vice president for student affairs, vice president for administrative and information services, vice president for marketing and communications, or the director of safety and transportation.
  • The vice president for marketing and communications sets the guidelines and procedures for mass emails.

Target email

  • Each officer of the University shall develop a process for approving targeted emails within his/her unit that ensures appropriate use and content.
  • The dean of a college is authorized to send and approve targeted emails to students who are majoring in programs offered by the college or who are enrolled in courses offered by departments in that college.
  • Academic department heads are authorized to send and approve targeted emails to students who are majoring in programs offered by that department or who are enrolled in courses offered by the department.
  • If a department/unit wishes to send an announcement to faculty (or a subset of faculty), they must seek the approval of the office of the provost.
  • If a department/unit wishes to send an announcement to staff (or a subset of staff), they must seek the approval of the vice president for administrative and information services.
  • If a department/unit wishes to send an announcement to students (or a subset of students), they must seek the approval of the vice president for student affairs.
  • Colleges and departments should work with the computer services management information systems unit for creation of distribution lists that include the desired recipients. Such an email message must be of interest to at least 51% of the recipients.

Violation of this policy may result in suspension of network/email privileges or loss of other computing resources.