SECTION II - Procedures June 2006
Using GroupWise or L-Soft to Send Solicited Mass Email Messages
Email users may send mass email messages to groups of recipients who elect to receive the email message. When users elect to receive the message, it is not, by definition, spam (it is not unsolicited). Such email groups can be established by setting up a group email account in GroupWise that recipients elect to join, or by creating a listserv email account via L-Soft, MATC’s mass email list proctor.
Listserv email accounts will be available for faculty and staff groups via L-Soft. The college has subscribed all employees to their respective listserv so that they may easily continue mass email discussions amongst themselves (e.g., all faculty have been subscribed to the faculty listserv, all support staff have been subscribed to the PSRP listserv). These L-Soft listservs can be used for informal discussion purposes. Any employee who would rather not remain on these listservs can simply unsubscribe. This ensures that no MATC employee receives unsolicited email messages.
For more information about the differences between GroupWise and L-Soft, training, or joining or creating subject-specific mass email groups via L-Soft, visit the Listserv Information and FAQ webpage.
SECTION III
GroupWise Misuse
Anyone may send an email message to a GroupWise public group email account to which they belong, such as LeadershipCouncil@matcmadison.edu. Users may not send email messages to the nonpublic groups reserved for use by our executive team or union leadership. The president, vice presidents and their designees have the authority to send mass email messages to the GroupWise nonpublic groups established for all employees and the employees of each campus. If an employee wishes to route a mass email via these groups, he or she must use the vetting process described in SECTION IV, which involves obtaining approval from his or her vice president. This rule excludes employees in union leadership positions, who may send union business messages to their union members using the appropriate GroupWise nonpublic group accounts created for their unions.
SECTION IV
Vetting Process for Sending Unsolicited Mass Email Messages
Any mass email messages intended to be sent to the nonpublic group accounts described in SECTION III are subject to the following conditions and vetting process.
The content of the email messages must meet the following conditions:
CONDITION 1: The message concerns emergency, health, safety, or welfare issues.
CONDITION 2: The message pertains to matters of MATC policy or union-contracted policy.
CONDITION 3: The message contains weekly summary of employee news headlines from MATC Matters. (Note: The MATC Matters headlines email will only be sent until we have a functional employee intranet that can be used to notify employees of news headlines.)
CONDITION 4: The message concerns important MATC-related business that pertains to a large group of employees as determined by the president or approving vice president.
For CONDITIONS 1-3:
In the case of condition 1-3, the president, vice presidents, or their designees may send the mass email message to the entire college, or to all employees of a specific campus. The president and vice presidents have jurisdiction over these nonpublic group email accounts and can “lend” sending rights to employees as they deem appropriate (i.e., the vice president of Infrastructure Services may deem that a Technology Services employee has ongoing permission to send immediate virus notices or system downtime alerts to all employees). The president and vice presidents are the guardians of all messages sent to these group accounts and are responsible for any misuse.
For CONDITION 4:
In the case of condition 4, vice presidents or their designees may send the mass email message as an MATC Bulletin to the nonpublic group accounts to which the message applies.
Rules for sending an MATC Bulletin:
- Anyone may create a bulletin to be sent, but only the president, vice presidents, or their designated assistants may send them.
- Appropriate content for bulletins include MATC business-related information that pertains to a large number of employees. The president and vice presidents have jurisdiction over MATC Bulletins and the use of the nonpublic groups and are responsible for any misuse.
- All bulletin messages must be submitted in MATC Bulletin format to the appropriate vice president who then will read, approve and send the messages they deem appropriate. For instructions on how to format a bulletin, view the MATC Bulletin template.
- All MATC Bulletins (along with MATC Special Bulletins from pre-2005) are archived at:
matcmadison.edu/matc/employee/strategiceffectiveness/impr/MATC_Bulletin_Archive.shtm.
In addition, they are posted on MATC Matters when timely and appropriate.
Last modified:
June 27, 2006
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