Mass E-Mail: Faculty / Staff Policy

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Category Name: Information Technology
Responsible Unit: Library, Information, and Technology Services
Responsible VP: Provost and VP for Academic Affairs
Adoption Date: December 12, 2005
Last Revision Date:
Last Review Date:
Shared governance: none

Policy Statement

Overuse and/or inappropriate use of the College's mass email capabilities tax our email system, make email less effective as a communication medium, and annoy many email users. This policy establishes guidelines regarding types of messages are appropriate for mass email, and who may authorize the distribution of mass email. This policy will apply specifically to the Faculty/Staff email list.



Faculty / Staff E-mail list.


Mass email is an unsolicited message sent to all College constituents or to a large subset of the College population. At Brockport, examples of mass email lists are the Faculty/Staff list and the SUNY Student Mailing list.

Policy Procedures

Mass email may be used to communicate the following types of messages:

  • Urgent messages (emergencies and security matters)
  • Important informational messages related to the operation of the College
  • Time-sensitive official communications from the College Administration.

Use of mass email to announce events, make commercial announcements, or to send personal messages is not appropriate and will not be approved.

The College Events Calendar is the appropriate place for announcements of parties, receptions, dances, sales, and other events less critical to the operation and safety of the campus.

One of the following offices/people must approve any message distributed through the Faculty/Staff list:

  • President
  • Vice Presidents (i.e., the VPs' secretaries)
  • Campus Police
  • Facilities and Planning
  • Information Technology Services (ITS)

Essentially, the same people who approve campus-wide voicemail messages may approve mass email messages.

Suggested format for mass messages:

  • Brief and to the point
  • Plain text: No formatting or graphics
  • No attachments: Point to a web page instead.

Planning in advance for mass messages:

  • Expect up to a one day turnaround time, except for emergency messages.

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

Library, Information and Technology Services

Office Location: Allen Admin 216A

Phone: 585-395-5151

Fax: 585-395-5246

History (in descending order)

Item Date Explanation
Next Review Date December 12, 2008 Three year review
Adoption Date December 12, 2005 Policy Adopted


Last Updated 10/27/20

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